FrontDesk Privacy Policy

Effective October 12, 2026

1. Who we are
2. Personal information we collect
3. How we use it
4. Who receives it
5. Calls, recording and AI
6. Text messages
7. Cookies, storage and analytics
8. Do Not Track and Global Privacy Control
9. Retention
10. Security
11. Your choices and rights
12. Children
13. Changes to this privacy policy
14. Contact

1. Who we are and whom this covers

FrontDesk is operated by InboundAI365, LLC ("we", "us"). This policy covers frontdesk.ib365.ai, the FrontDesk app, and the FrontDesk service. It covers two groups of people:

• Business users: owners and staff of businesses that use FrontDesk, people who sign up, and people who try the demo on our website. For them, we decide how their information is used.
• The businesses' customers: people who call a business's FrontDesk number, book on its booking page, or get texts from it ("callers"). We handle their information on behalf of that business, as its service provider. The business's own privacy notice also applies, and the business decides what it does with the appointments and notes FrontDesk creates for it.

FrontDesk is not for protected health information. See our Terms.

2. Personal information we collect

From business users

• Account: email, name, mobile number (for emergency-call and account alerts), and your password, which we keep only as a one-way digest and pass to our sign-in provider.
• Business details: business name, phone, website, address, time zone, description, services, prices, hours and the answers you give the assistant.
• Texting registration (if you turn on texting): legal business name, EIN, address, support contacts, and the authorized representative's name, title, email and mobile number.
• Payments: load amounts and payment status. Card details go directly to Stripe; we never see or store your card number.
• Usage and billing records: calls, texts, emails and chat usage, balance and ledger entries, and the date and version of the Terms you accepted.
• Owner chat: what you type to the in-app AI assistant and its replies.
• Support: what you send us by email or phone.

From callers, texters and people who book (on the business's behalf)

• Calls: the caller's phone number (caller ID), what they say, and what the assistant says. The call's audio is recorded and transcribed by our voice provider. From the call, FrontDesk keeps the appointment (name, phone, service, time), a short note summarizing the call, and, for emergencies, the address and problem the caller gave.
• Booking page: name, mobile number, the service and time chosen, the one-time verification code we text, and the caller's agreement to receive texts about the appointment.
• Texts: the phone number, the messages sent, and opt-out (STOP) and help (HELP) replies.

From website visitors and demo users

• Live demo: the conversation with our demo assistant is recorded and transcribed by our voice provider. What you tell it (name, phone, email, business, location, services, hours) is saved as a sales lead so we can send you the setup link you ask for, and whether you agreed to a text.
• IP address: we use the IP address of every request to limit abuse (rate limits). For the demo we keep a one-way hash of it to enforce a daily limit. Our hosting and network providers also log IP addresses.

3. How we use personal information

• To run FrontDesk: answer calls, book and change appointments, quote prices, take notes, send verification codes and confirmations, alert the owner, and run the owner app and chat.
• To bill: meter usage, charge the prepaid balance, process loads and refunds, and send balance alerts.
• To register businesses with phone carriers for texting.
• To secure the service: sign-in, rate limits, fraud and abuse prevention, and debugging.
• To follow up on demo requests and to send account and service emails.
• To comply with law and enforce our Terms.

We do not use callers' information for our own marketing, and we do not use it to build profiles or train our own AI models.

4. Who receives personal information

• The business. Callers' appointments, notes and contact details go to the business they called or booked with.
• Service providers (subprocessors) who host, run and support FrontDesk for us, under contracts that limit their use of the data. See the full subprocessor list: Railway (hosting and database), ElevenLabs (voice calls, recording and transcription), Google (Gemini AI models), Vonage (phone numbers), SimpleTexting (text messages), Stripe (payments), Clerk (sign-in), Resend (email) and Cloudflare (DNS and sign-in bot check). These are third parties that process information only to provide their service to us.
• Phone carriers, which receive the messages and the business registration needed to deliver texts.
• Legal and safety: when required by law, or to protect people, the service or our rights.
• Business transfer: to a successor if FrontDesk or InboundAI365, LLC is sold or merged, under this policy.

We do not sell or share your personal information for money or for cross-context behavioral advertising, and we have not done so in the past 12 months.

Mobile information will not be shared with third parties or affiliates for marketing or promotional purposes. SMS opt-in data and consent will not be shared with or sold to any third parties.

5. Calls, recording and AI

• Every FrontDesk call opens by saying the caller is talking to an AI assistant and that the call is recorded and transcribed.
• Calls are handled by ElevenLabs, which runs the voice assistant using Google's Gemini models, records and transcribes the call, and keeps the audio and transcript under its own retention settings. FrontDesk itself stores the call's length and cost, the appointment and the summary note, not the audio.
• The owner's in-app chat is processed by Google's Gemini API.
• These AI providers process the content to produce responses; their use is governed by their terms with us.

6. Text messages

Businesses use FrontDesk to send informational texts only: verification codes for online booking and appointment confirmations, after the person agrees on the booking page. Message frequency varies. Msg & data rates may apply. Reply STOP to opt out or HELP for help. Until a business's own carrier registration is approved, verification codes come from FrontDesk's number and say they are from FrontDesk. Each business's SMS terms are linked from its booking page.

7. Cookies, storage and analytics

• Sign-in cookies (essential): fd_session keeps an owner signed in; fd_admin is for our staff. Our sign-in provider, Clerk, sets its own session cookies on the sign-in and app pages, and Cloudflare Turnstile may run a bot check there.
• Browser storage: the signup page keeps your signup progress token in local storage. The installed app keeps a copy of its own page files for offline use; it does not store appointment, customer or note data.
• Analytics: our marketing pages are set up for Plausible Analytics, which counts visits without cookies and without tracking you across sites. We do not use advertising pixels, session recording or cross-site trackers.
• Fonts: we do not load Google Fonts or any other third-party font; pages use fonts already on your device.

8. How we respond to Do Not Track signals and Global Privacy Control

We do not track you over time and across different websites, and we do not allow third parties to collect personal information about your online activities over time and across different websites through FrontDesk. Because of that, our pages work the same whether or not your browser sends a Do Not Track signal. We treat a Global Privacy Control (GPC) signal as a request to opt out of the sale or sharing of your personal information; we do not sell or share personal information, so that choice is already in effect for everyone.

9. Retention

• Business account data, calendars, appointments and notes are kept while the account is open. After an account closes, the business can ask us to delete them, and we delete them within 30 days of the request.
• Payment, ledger and tax records are kept as long as accounting and tax law require.
• Demo leads are kept until you ask us to delete them. Rate-limit IP addresses are held only in memory; the demo's hashed IP records are kept for abuse prevention.
• Call audio and transcripts are kept by our voice provider under its retention settings.
• Opt-out (STOP) records are kept so we keep honoring them.

10. Security

We use TLS for data in transit, keep each business's data separate from every other business's, store passwords only as one-way digests, and encrypt each business's texting credentials. No system is perfectly secure; tell us right away at privacy@ib365.ai if you think your account is at risk.

11. Your choices and rights

• Business users can see and change most of their information in the app's Settings, and can email privacy@ib365.ai to get a copy of their information, correct it, or delete it.
• Callers and people who book should contact the business first, because it controls its appointments and notes. You can also email us, and we will help the business respond or pass your request on.
• Texts: reply STOP to any message to stop texts from that sender.
• Depending on where you live (for example, California), you may have rights to know, access, correct and delete personal information, and to not be discriminated against for using them. We will verify requests before acting and answer within the time the law allows. You may use an authorized agent.

12. Children

FrontDesk is for businesses and is not directed to children. We do not knowingly collect personal information from children under 13. If you think a child has given us information, contact us and we will delete it.

13. Changes to this privacy policy

When we change this policy we update the effective date above, and for a material change we email account owners before it takes effect.

14. Contact

InboundAI365, LLC, 11344 Coloma Rd, Gold River, CA 95670
Phone: (888) 252-3019
Email: privacy@ib365.ai