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Privacy Policy

Last updated: September 25, 2026

This Privacy Policy explains how Frontivo ("Frontivo," "we," "us") collects, uses, discloses, and safeguards information when you visit frontivo.io, sign up for or use the Frontivo dashboard (the "Service"), or interact with a Frontivo-powered AI receptionist on a customer business's website, phone line, SMS number, WhatsApp, Instagram, or Facebook Messenger (each, an "AI Interaction"). This general template covers the ground a service like Frontivo needs to - it has not been reviewed by a lawyer and should be before you rely on it for a live product handling real customer data.

1. Who this applies to

Two different groups of people interact with Frontivo, and we handle their data differently:

  • Business customers - the companies that sign up for a Frontivo account and configure an AI receptionist ("Customer," "you" if you run a Frontivo account).
  • End users - the people who call, text, or chat with a Customer's AI receptionist ("End Users"). Frontivo processes End User data on behalf of the Customer, acting as a data processor/service provider - the Customer is the data controller responsible for its own end users, and this policy supplements (not replaces) the Customer's own privacy notice to its customers.

2. Information we collect

  • Account data: name, business name, email, phone, password hash, billing details (processed by our payment provider, never stored by us in raw form).
  • Configuration data: business hours, services, pricing, knowledge base entries, AI agent settings you enter into the dashboard.
  • Conversation data: the content of chats, calls, texts, and social messages between End Users and an AI receptionist, including transcripts, call audio/recordings (where enabled), AI-generated summaries, and metadata (timestamps, channel, phone numbers).
  • Usage data: log data, device/browser information, and analytics about how the dashboard and widget are used.
  • Cookies and similar technologies: see our Cookie Policy.

3. How we use information

  • To operate the AI receptionist - understand and respond to End Users, look up business information, check availability, and book appointments.
  • To operate and improve the Service - dashboard features, analytics, reliability, and support.
  • To send account, billing, and service notifications.
  • To detect, prevent, and investigate fraud, abuse, or security incidents.
  • To comply with legal obligations.

We do not sell personal information.

4. AI processing and call/message recording

Conversations are processed by third-party AI providers (large language model, speech-to-text, and text-to-speech vendors) solely to generate and speak the AI receptionist's responses. Where a Customer enables call recording, calls may be recorded and transcribed; some jurisdictions require all parties to a call to consent to recording, and Customers are responsible for configuring an appropriate greeting disclosure and for complying with call-recording laws in the jurisdictions where they operate. See also our SMS Terms for text-messaging-specific disclosures.

5. Sharing and subprocessors

We share information with:

  • Cloud hosting and database providers that store dashboard and conversation data.
  • AI model, speech-to-text, and text-to-speech providers, to generate AI receptionist responses.
  • Telephony and messaging providers, to send and receive calls, SMS, WhatsApp, and social messages.
  • Calendar and payment providers you choose to connect.
  • Service providers who help us operate the business (analytics, customer support, email delivery).
  • Law enforcement or other parties when required by law, or to protect rights, safety, or property.

A current list of subprocessors is available on request. We do not require these subprocessors to be named individually here since the exact set changes as we add or swap providers.

6. Data retention

We retain account and conversation data for as long as the Customer's account is active, plus a reasonable period afterward for backups, legal, and audit purposes. Customers can request deletion of their account data and End User conversation data by contacting support; some records may be retained longer where required by law.

7. Your rights

Depending on where you live, you may have rights to access, correct, delete, or export your personal information, or to object to or restrict certain processing (for example, under the EU/UK GDPR or the California Consumer Privacy Act). To exercise these rights, contact us using the details below. If you are an End User of a Customer's AI receptionist, you may also need to contact that business directly, since they control what information is collected about you.

8. Children's privacy

The Service is intended for businesses and their adult customers, not for children under 13.

9. Security

We use industry-standard technical and organizational measures (encryption in transit, access controls) to protect information, but no system is perfectly secure, and we cannot guarantee absolute security.

10. International transfers

Information may be processed in the United States or other countries where our providers operate, which may have different data protection laws than your country.

11. Changes to this policy

We may update this policy from time to time. Material changes will be reflected by updating the "Last updated" date above; continued use of the Service after changes means you accept the updated policy.

12. Contact us

Questions about this policy or your data can be sent through our contact page.