Privacy Policy

ReceptionFlow AI ("ReceptionFlow AI," "we," "us," or "our") is a product of Nova Core, providing an AI-powered phone receptionist and appointment booking platform for appointment-based businesses. This Privacy Policy explains how we collect, use, disclose, store, and protect information when you visit our website, sign up for an account, or use our AI receptionist and business management services (collectively, the "Services").

By accessing or using our Services, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with our policies and practices, please do not use our Services.

We collect information that you provide directly to us, data generated through your use of the Services, and information gathered on behalf of your business by our AI receptionist.

Account & Business Information

• Name, email address, phone number, and job title.
• Business name, industry, business address, and business phone number.
• Billing information, including payment card details processed by our payment provider.

Customer & Call Data

• Call recordings, transcripts, and voice interaction data processed by our AI receptionist on behalf of your business.
• Appointment details, such as customer names, contact information, service requests, and scheduling preferences.
• Metadata about calls and bookings, including timestamps, call duration, and outcome.

Technical Information

• Device information, IP address, browser type, and operating system.
• Usage data, such as pages visited, features used, and referral source.
• Log files and diagnostic data used for security and troubleshooting.

We use the information we collect to:

• Provide, operate, and maintain the ReceptionFlow AI platform.
• Power our AI receptionist so it can answer calls, book appointments, and respond to customer inquiries on your behalf.
• Process payments, manage subscriptions, and send billing communications.
• Provide customer support and respond to inquiries or support requests.
• Monitor, analyze, and improve the performance, accuracy, and reliability of our AI models and Services.
• Detect, investigate, and prevent fraud, abuse, and security incidents.
• Send important service updates, security alerts, and, where permitted, marketing communications you can opt out of at any time.
• Comply with applicable legal and regulatory obligations.

We take the security of your data, and your customers' data, seriously. We implement industry-standard technical and organizational safeguards designed to protect information against unauthorized access, alteration, disclosure, or destruction.

• Data is encrypted in transit using TLS and encrypted at rest on our infrastructure providers.
• Access to production systems and customer data is restricted to authorized personnel on a need-to-know basis.
• Call recordings and transcripts are retained only for as long as necessary to provide the Services or as required by law, after which they are securely deleted or anonymized.
• We regularly review our security practices and work with reputable cloud infrastructure providers that maintain rigorous compliance standards.

While we take reasonable steps to protect your information, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

We use cookies and similar tracking technologies to operate and improve our website and Services. Cookies are small data files stored on your device that help us recognize your browser, remember your preferences, and understand how our website is used.

• Essential cookies — required for core site functionality, such as keeping you logged in to your dashboard.
• Analytics cookies — help us understand how visitors interact with our website so we can improve the user experience.
• Preference cookies — remember choices you make, such as display settings.

You can control or disable cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of our website and dashboard.

We work with trusted third-party service providers to deliver and improve our Services. These providers may process information on our behalf, subject to appropriate confidentiality and data protection obligations, including:

• Cloud hosting and infrastructure providers used to store and process data securely.
• Telephony and voice AI providers used to power call answering, transcription, and appointment booking.
• Payment processors used to securely handle billing and subscriptions.
• Analytics providers used to help us understand product usage and improve our Services.

We do not sell your personal information or your customers' personal information to third parties. We only share information with third parties as necessary to provide the Services, comply with the law, or protect our rights.

Depending on your location, you may have certain rights regarding your personal information, including the right to:

• Access the personal information we hold about you.
• Request correction of inaccurate or incomplete information.
• Request deletion of your personal information, subject to certain legal exceptions.
• Object to or restrict certain processing of your personal information.
• Request a copy of your data in a portable format.
• Withdraw consent where processing is based on consent.

To exercise any of these rights, please contact us using the details below. We will respond to your request within the timeframe required by applicable law.

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your information, please reach out to us:

• Email: hello@novacorehq.ai
• Phone: +353 83 802 0347
• Address: Dublin, Ireland

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, operational, or regulatory reasons. We encourage you to review this page periodically for the latest information on our privacy practices.