Privacy Policy
Last updated: July 9, 2026
This Privacy Policy explains how Frontdesk Systems LLC ("Frontdesk," "we," "us") collects, uses, and shares information in connection with our AI voice receptionist service and our website. We deal with two kinds of people: our business clients (auto repair shops), and the callers whose calls our service answers on a client's behalf.
1Information from our clients
When you sign up as a client, we collect business and contact information you give us — your name, business name, email, phone number, business address, your shop's hours, services, and call-handling preferences, and billing details needed to process payment. We also collect basic usage and support information.
2Information from callers
When our service answers a call for one of our clients, we may collect information the caller provides during the call, including their name, phone number, vehicle details (year, make, model, mileage), the reason for the call, and any appointment information. Calls may be recorded and transcribed. This information is collected and processed on behalf of, and at the direction of, the client whose phone we are answering.
3Our role: processor vs. controller
For information collected from callers, our client (the shop) generally decides why and how that information is used, and we act as a service provider processing it on the client's behalf. For information about our clients and our website visitors, we act on our own behalf. If you are a caller and want your information accessed, corrected, or deleted, please contact the shop you called; we will support the shop in honoring valid requests.
4Call recording
Calls handled by the service may be recorded and transcribed to operate, document, and improve the service. Recording laws vary by location, and some require all parties to consent. Our clients are responsible for ensuring callers receive any legally required notice and for the lawfulness of recording calls to their business. We can play a standard recording notice at a client's direction.
5How we use information
- To provide, operate, configure, and improve the service.
- To answer calls, book appointments, capture vehicle and caller details, and deliver call summaries to the client.
- To bill clients and manage accounts.
- To provide support and communicate about the service.
- To maintain security and prevent fraud or abuse.
- To comply with legal obligations.
We do not sell personal information.
6Service providers we share with
We rely on trusted third-party providers to deliver the service, and we share information with them only as needed for them to perform their function. These include providers of:
- Telephony — to connect and route phone calls.
- AI voice and language processing — to understand and respond during calls and to transcribe them.
- Scheduling and CRM — to book appointments and record call details.
- Payment processing — to handle client billing (our processor handles card data; we do not store full card numbers).
- Email, messaging, hosting, and analytics — to deliver summaries, host our systems, and operate our website.
We may also disclose information if required by law, to protect our rights or safety, or in connection with a business transfer.
7Text messaging (SMS)
Text messages are sent in two contexts: (a) appointment confirmations and message notifications sent to a client's callers, at the client's direction, after the caller provides their phone number during a call and agrees to receive the text; and (b) service and account messages to our clients. Message frequency varies. Message and data rates may apply. You can opt out of text messages at any time by replying STOP, or reply HELP for help.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent are not shared with any third parties, except with service providers acting on our behalf solely to deliver the messages.
8Data retention
We keep client information for as long as the account is active and as needed for legal, accounting, and operational purposes. Call recordings, transcripts, and caller details are retained according to the client's instructions and our standard retention period, after which they are deleted or de-identified. On a client's written request after cancellation, we delete the client's data, including its callers' data, within 60 days, subject to legal limits.
9Security
We use reasonable administrative, technical, and organizational measures to protect information. No method of transmission or storage is completely secure, however, and we cannot guarantee absolute security.
10Your choices & rights
Depending on where you live, you may have rights to access, correct, delete, or limit the use of your personal information. Clients can contact us directly. Callers should contact the shop they called, and we will assist the shop. Some U.S. states give residents additional privacy rights; we honor valid requests as required by applicable law.
11Children
Our service is for businesses and is not directed to children. We do not knowingly collect personal information from children.
12International
We are based in the United States and our providers may process information in the United States and other countries. By using the service, you understand information may be processed in the United States.
13Changes to this policy
We may update this Privacy Policy from time to time. We will post the updated version with a new "last updated" date and, for material changes, notify clients directly.
14Contact
For privacy questions or requests, contact hello@frontdesksystems.io or (307) 412-3475, Frontdesk Systems LLC, 1603 Capitol Ave, Cheyenne, Wyoming, USA.