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Privacy Policy

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Privacy Policy

Effective Date: June 3, 2025

FrontOffice AI (“we,” “us,” “our”) operates FrontOffice AI, an AI voice technology company based in New York, NY. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our services, or interact with us in any other capacity. By accessing or using our services, you consent to the practices described below. If you do not agree with this policy, please do not use our services.

1. Information We Collect

1.1. Personal Data You Provide Directly

  • Account Registration: Name, email address, phone number, company name, billing address, payment information (e.g., credit card) when you create an account or subscribe to paid services. 
  • Communications: Any content you send us via email (e.g., hello@myfrontoffice.ai), support tickets, contact forms, or live chat, including feedback, questions, or requests. 
  • Usage of Services: Audio recordings and transcriptions generated or stored through our AI voice platform (only with your explicit consent). 
  • Optional Profile Data: Profile picture, job title, industry information, or any demographic data you choose to share. 

1.2. Automatically Collected Data

  • Usage Logs: Pages you visit, features you interact with, date/time stamps, and your IP address. 
  • Device & Browser Information: Browser type/version, device type (mobile/desktop), operating system, unique device identifiers, and screen resolution. 
  • Analytics & Cookies: 
    • We use cookies, web beacons, and similar technologies to track usage patterns, remember preferences, and aggregate statistics. 
    • Cookies may collect anonymous information such as your browsing behavior, session duration, and referral source. 
    • You can control cookies via your browser settings; however, disabling cookies may limit certain functionality. 

1.3. Third-Party Data

  • Integrations: If you connect FrontOffice AI to external services (e.g., CRM, calendar providers), we may import contact names, event details, and other metadata with your authorization. 

Marketing Providers: With your consent, we may collect data from third-party marketing platforms to help personalize and measure our marketing efforts (e.g., Google Analytics).

2. How We Use Your Information

  • To Provide & Improve Services:
    • Authenticate user accounts, process payments, and deliver AI voice functionalities (e.g., call answering, appointment booking).
    • Personalize user experience, optimize features, and diagnose technical issues.
  • Customer Support & Communication:
    • Respond to inquiries, provide troubleshooting, send administrative messages (e.g., password resets, billing notices).
    • Share product announcements, updates, or promotional offers (you may opt out at any time).
  • Billing & Financial Processing:
    • Verify your financial information, process one-time or recurring payments, and issue invoices or receipts.
  • Compliance & Safety:
    • Detect, prevent, and investigate fraud or unauthorized activity.
    • Comply with legal obligations, enforce our Terms and Conditions, and respond to lawful requests by public authorities.
  • Analytics & Research:
    • Analyze aggregate usage data to understand trends, improve our platform’s performance, and tailor development roadmaps.
  • Marketing & Advertising (with Consent):
    • Send you newsletters or educational resources about AI voice technology and best practices.
    • Display relevant ads on third-party sites (you may disable interest-based advertising via your browser or ad settings).

3. How We Share Your Information

We will not sell your personal data to third parties. We may share your information as follows:

  • Service Providers & Contractors:
    • Third-party vendors who perform services on our behalf (e.g., payment processors, hosting providers, analytics tools, email service providers). These vendors are contractually obligated to protect your information and may not use it for any other purpose.
  • Integrations & API Partners:
    • With your explicit authorization, we share certain data (e.g., contact names, calendar events) with CRM systems or calendar providers to enable integrations you configure.
  • Legal Compliance & Safety:
    • In response to subpoenas, court orders, or other legal processes; to establish or exercise our legal rights; or to defend against legal claims.
    • If we believe disclosure is necessary to investigate, prevent, or take action regarding illegal activities, suspected fraud, or threats to our users’ or public safety.
  • Business Transfers:

In connection with a merger, acquisition, reorganization, or sale of assets, your information may be transferred to the acquiring entity. We will notify you via email and/or prominent notice on our website before your information is transferred and becomes subject to a different privacy policy.

4. Data Retention

  • We retain your personal data as long as necessary to provide you with services, comply with our legal obligations, resolve disputes, and enforce our agreements.
  • If you close your account, we may retain certain personal data for a period to comply with legal requirements, prevent fraud, and enforce our agreements.

Aggregated, anonymized data (e.g., analytics, usage statistics) may be retained indefinitely for research and product development.

5. Security Measures

  • We implement administrative, technical, and physical safeguards designed to protect your data from unauthorized access, disclosure, alteration, and destruction. These include encryption (in transit and at rest), firewalls, secure data centers, and access controls.
  • While we strive to protect your personal information, no method of transmission or electronic storage is 100% secure. You understand and acknowledge this inherent risk.

6. Your Rights & Choices

  • Access & Correction: You may review, update, or correct your account profile and personal data by logging in and editing your “Account Settings.” For other requests, email us at hello@myfrontoffice.ai.
  • Deletion: You can delete your account and personal data by contacting us at hello@myfrontoffice.ai. We will fulfill deletion requests within a reasonable timeframe, subject to any legal or contractual restrictions.
  • Opt-Out of Marketing: To opt out of promotional emails, follow the “Unsubscribe” link at the bottom of any marketing email or email us at hello@myfrontoffice.ai.
  • Cookie Preferences: You may disable cookies or adjust cookie settings in your browser; however, disabling certain cookies may limit functionality on our site.
  • GDPR & CCPA (if applicable):
    • If you are a resident of the European Economic Area (EEA), you have the right to access, rectify, erase, restrict processing, object to processing, and portability of your personal data. To exercise these rights, contact us at hello@myfrontoffice.ai.
    • If you are a California resident, you may request details about the personal information we collect, disclose, or sell; request deletion; and opt out of “sale” of your personal information. Email hello@myfrontoffice.ai with “CCPA Request” in the subject line

7. Children’s Privacy

Our services are not intended for children under 13. We do not knowingly collect personal information from children under 13. If you believe we have collected data from a child under 13, please contact us at hello@myfrontoffice.ai. We will promptly delete such information.

8. Third-Party Links & Services

Our website or platform may contain links to third-party websites, integrations, or services (e.g., calendar providers, CRM systems). This Privacy Policy does not apply to those third parties. We recommend reviewing the privacy policies of any third-party services you use in conjunction with FrontOffice AI.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When changes are significant, we will post a prominent notice on our website and update the “Effective Date” above. Your continued use of our services after such modifications constitutes your acceptance of the updated policy.

10. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy, please contact us at:

FrontOffice AI  

New York, NY 10001  

Email: hello@myfrontoffice.ai