Each greeting identifies AI and announces recording
Your receptionist opens each call by saying it is a virtual assistant and that the call is recorded. These notices cannot be switched off, including when it answers as your business.
- Virtual assistant noticeThe opening identifies the assistant's role to callers.
- Recording noticeCallers are told that the conversation is being recorded.
- Fixed disclosureBoth notices remain part of your receptionist's call opening.
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The greeting makes the virtual assistant and recording notices part of the conversation from the start. You provide the business information and policies used after that opening. The assistant can speak English or Spanish, and callers can switch between those languages during a call.
Our website demo calls and chats are also recorded and transcribed to show the result. Use invented details when testing the fictional demonstration. Listen to the opening as well as the answers when you assess the experience for your spa.
Call records, service providers and retention periods
Your dashboard holds call records, and email and app push alerts deliver call details to your business. Hosting, storage and other service providers process information needed to operate the receptionist.
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We use service providers for hosting and storage, telephone service, AI voice and text processing, payments, email delivery and analytics. Call recordings, transcripts and summaries are available through your service records, with call details also delivered in alerts. For questions about storage location or access, email privacy@medspaaireceptionists.com.
Recordings are deleted after the 30-day or 90-day period your business chooses. Transcripts and summaries remain while the account is open and are deleted within 30 days after closure or on request. The privacy policy describes the information collected across the service and website.
- Call recordsAudio, transcripts, summaries and caller numbers support message handling.
- Recording retentionChoose 30 or 90 days before recordings are deleted.
- Account closureTranscripts and summaries are deleted within 30 days afterward.
AI processing and the default training policy
AI providers process voice and text to operate the receptionist. The AI model provider, OpenAI, does not use our API data to train its models by default. Your business determines why caller information is collected.
- 1Voice and textAI processing supports the receptionist's conversations and records.
- 2Default trainingOpenAI does not use our API data for training by default.
- 3Caller purposeWe do not use callers' data for our own marketing.
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Voice and text model providers are among the service providers involved in handling a call. Their role supports the receptionist's conversation and the resulting records. The model provider, OpenAI, does not use our API data to train its models by default.
We do not sell personal information or use your callers' data for our own marketing. Your business decides what caller information is collected and why; we process it on your behalf. Review those choices alongside your call handling instructions before forwarding calls.
Choose retention and request access or deletion
You choose a recording retention period and can request access, correction or deletion by email. Callers can contact your business or us about their information, including a request to opt out.
- Retention choiceSet recordings to remain for 30 or 90 days.
- Privacy contactEmail privacy@medspaaireceptionists.com about access, correction, deletion or opt-out requests.
- Caller requestsPeople who called your spa may contact either business.
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Choose the recording period that suits your business from the two available options: 30 or 90 days. Recordings are deleted when that period ends. Transcripts and summaries have a separate schedule while your account remains open, with deletion within 30 days after closure or on request.
Send requests about access, correction, deletion or opting out to privacy@medspaaireceptionists.com. A caller can ask your spa or contact us directly. Your business determines the collection and purpose of its caller data. Our full privacy information also covers account details, website analytics and demo records.
Check the healthcare status before using patient information
Our position on use with protected health information is the pending status (no business associate agreement is in place). Until that status is set, the service must not be used with protected health information. We make no certification claims.
- Healthcare statusUse the pending status (no business associate agreement is in place) when reviewing the service for your spa.
- Demo detailsTest with fictional information rather than real patient information.
- Claim boundariesWe state the documented handling practices described on this page.
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The healthcare position you should assess is the pending status (no business associate agreement is in place). Until the status is set, do not use this service with protected health information. A recorded demo conversation is still a record, so keep patient names and personal treatment details out of your tests.
We describe the notices, provider categories, retention and request channels available with the service. We make no certification or audit claims. For questions about these handling practices, email privacy@medspaaireceptionists.com. For help setting up the receptionist or reviewing its call routing, use support@medspaaireceptionists.com.