Privacy Policy
Privacy Policy
Effective date: April 24, 2026. Last updated: July 2, 2026. This Privacy Policy explains how ShopReceptionist (ShopReceptionist.com, operated by Ronald Navarrete) (“we”, “us”) collects, uses, discloses, and protects personal information. It covers visitors to this website, our auto-shop clients, and people who call or text a phone line answered by our AI receptionist on behalf of one of our clients.
Who is responsible
Our designated Privacy Officer is Ronald, Founder. The Privacy Officer is accountable for our compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws, including Quebec’s private-sector privacy act (Law 25). Contact: privacy@shopreceptionist.com.
What we collect and why
Website visitors
- Demo and fit-check forms: name, shop name, email, phone, business type, and your message — to respond to your request and assess pilot fit.
- Website and phone voice demos: your voice audio and its transcript during the demo session — to run the interactive demonstration and review demo quality. Demo recordings are deleted within 30 days.
- “Ask Jordan” website chat: an automated, scripted assistant. Your questions are answered in your browser; interaction events (not message contents) are logged for site analytics.
- Analytics: page-visit and engagement data. Advertising cookies (Meta and Google) are used only if you allow them via our consent banner.
Callers to lines answered by our AI receptionist
- Call audio recordings and transcripts, your name and callback number, vehicle details, the service issue you describe, urgency, preferred appointment window, and preferred language — to capture your service request and deliver a summary to the shop you called.
- SMS interactions (missed-call text-back, appointment confirmations, review requests) — to complete the communication you or the shop requested.
We collect only what these purposes require. We do not sell personal information, and we do not use call content for advertising.
AI processing
Calls are answered by an automated AI system. Callers are informed at the start of each call that they are speaking with an AI assistant and that the call is recorded and transcribed, and can request a voicemail or human callback instead at any time. Our AI vendors are contractually prohibited from using call content to train their models. The AI captures information and routes requests; it does not make automated decisions with legal or similarly significant effects about individuals.
Who we share it with
- The auto shop you called: receives the call summary, recording or transcript, and your contact details — that is the purpose of the call.
- Service providers under contract: telephony, speech-to-text and AI language processing, voice AI, cloud hosting, and SMS delivery. Each is bound by written agreements requiring protection comparable to this policy.
- Legal requirements: where required by law or to protect safety.
Where your information is processed
Our service providers process personal information on servers located in the United States. While your information is outside Canada, it is subject to the laws of those jurisdictions, and authorities there may be able to access it. We use contractual safeguards and encryption to protect information wherever it is processed.
How long we keep it
| Data | Retention |
|---|---|
| Call recordings | 90 days, then deleted (unless your shop's agreement requires longer) |
| Call transcripts and summaries | 24 months from the call |
| Website and phone demo audio | Deleted within 30 days |
| Demo request and chat data | 24 months after our last contact with you |
| SMS logs | 24 months |
| Client account and billing records | 7 years (tax and accounting requirements) |
When retention ends, records are securely deleted or anonymized.
How we protect it
Encryption in transit and at rest, role-based access limited to personnel who need it, multi-factor authentication on systems holding personal information, access logging, and written contracts with all service providers.
Your rights
- Access: request a copy of the personal information we hold about you, including call recordings and transcripts. We respond within 30 days and verify identity before release.
- Correction: ask us to correct inaccurate information.
- Withdrawal of consent: withdraw consent for future collection or use, subject to legal or contractual restrictions.
- Deletion: request deletion of your recordings and transcripts.
- Complaints:contact our Privacy Officer first. You may also complain to the Office of the Privacy Commissioner of Canada (priv.gc.ca) or, in Quebec, the Commission d’accès à l’information (cai.gouv.qc.ca).
When the shop is responsible
For calls we answer on a client shop’s behalf, the shop determines the purposes and we act as its service provider. Questions about how a specific shop uses your information should be directed to that shop; we will assist with any request we receive.
Cookies and analytics
Advertising cookies (Meta Pixel, Google Ads) load only after you allow them through our consent banner; they are off by default. Our own first-party analytics measure page visits and site interactions to improve the site.
Changes
We will post updates to this page with a revised date, and for material changes we will provide notice on the site.
Contact
Privacy requests: privacy@shopreceptionist.com · General: hello@shopreceptionist.com