Security, Recording, and Your Call Data
We explain what callers hear, how call records are handled, and which choices you control before you forward calls. Use the demo to hear the notices, then review the retention and access details below.
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AI and Recording Notices at the Start of Each Call
Your receptionist opens each call with virtual-assistant and recording notices, in English and Spanish with your bilingual greeting setting on. These disclosures are part of the service and cannot be switched off.
AI identified
The greeting tells callers they are speaking with a virtual assistant.
Recording announced
Callers hear the recording notice before the receptionist begins collecting their request.
Both languages
Your bilingual greeting setting enables English and Spanish notices together at the start.
Full details
The opening notices explain who is answering and that the conversation is recorded. We recommend enabling your bilingual greeting setting at setup to include both notices in English and Spanish from the start. With it off, the greeting is in English and the first reply after a caller speaks Spanish repeats both notices in Spanish.
You can test the opening in the spoken demo before adding your own business details. Demo conversations are recorded and transcribed too, so use fictional names and addresses while testing. Changing your services, hours, or intake instructions does not remove the notices from business calls.
Call Records, Storage Providers, and Retention
Hosting and storage providers handle call records, which your business can review through the dashboard. Recordings follow your chosen retention period; transcripts and summaries follow the account lifecycle.
Business access
Your dashboard shows call recordings, transcripts, summaries, usage, and service settings.
Recording choice
You select a recording retention period of 30 or 90 days.
Account records
Transcripts and summaries remain while your account is open, unless deletion is requested.
Full details
Your call records include audio, caller numbers, transcripts, and summaries. Hosting and storage services hold the records, while telephone and AI providers process information needed to handle conversations. Your business receives email and app push alerts with call details, plus a daily digest email.
Recordings are deleted after the 30-day or 90-day period you choose. Transcripts and summaries are deleted within 30 days after account closure or on request. Our privacy policy explains the categories of information and providers involved.
How AI Providers Use Conversation Data
AI model providers process voice and text to support the receptionist. Our AI model provider, OpenAI, does not use our API data to train its models by default.
Voice and text
AI providers process conversation information to support spoken responses and written call records.
Training default
Our API data is excluded from OpenAI's model training by default.
Our use
We do not sell personal information or market to your callers ourselves.
Full details
AI processing is part of answering a call and preparing the transcript and summary. Voice and text providers are among the service providers we use, alongside telephone carriers, hosting, storage, payment processing, email delivery, and analytics.
The training statement describes OpenAI's default treatment of our API data. It does not mean the provider receives no conversation information: processing that information is part of delivering the receptionist. For questions about your account data or a caller's information, email privacy@bilingualanswerdesk.com with the details of your request.
Your Choices for Retention, Access, and Deletion
You choose recording retention and can request access, correction, or deletion by email. Callers can contact the business they called or send a privacy request directly to us.
Retention settings
Choose how long recordings stay available before their scheduled deletion takes place.
Privacy requests
Email privacy@bilingualanswerdesk.com to ask for access, correction, deletion, or an opt-out.
Caller requests
People who called your business can ask you or us about their data.
Full details
Choose 30 or 90 days for recordings based on how your business reviews calls. You can inspect transcripts and summaries in the dashboard while the account remains open, and request deletion when needed.
Send privacy requests to privacy@bilingualanswerdesk.com. Include the business involved and enough context to identify the information you mean. For calls to your business, you decide what information is collected and why; we process it on your behalf. Closing the account starts the stated deletion period for transcripts and summaries.
Service Limits and Certification Claims
We do not claim security certifications, completed audits, or HIPAA readiness. Healthcare use is not offered, and the AI receptionist is not a substitute for emergency services.
No certifications
We make no SOC 2, ISO, or other security certification claims.
Healthcare excluded
The service is not offered for medical, dental, or therapy practices.
Emergency limits
The receptionist directs emergency callers toward immediate help before alerting your business.
Full details
Our security information describes data handling and controls. It is not a certification or audit report. Protected health information is not permitted, and we do not offer legal or medical interpretation.
For gas smells, CO alarms, sparks or burning smells, or flooding near electricity, safety scripts tell callers to get everyone out and call 911 or the utility from outside. For a fire, they say: "Get everyone out first, then call 911 from outside." For medical emergencies or anyone in danger, they tell callers to hang up and call 911 right now. The AI then alerts your business. You remain responsible for reviewing messages and keeping a backup way to be reached. Read the service terms before forwarding calls.