OctoReception

Privacy Policy

Last updated: July 16, 2026

1. Information we collect

• Account information — your name, email address, and phone number.
• Business profile — information you give us about your business, such as hours of operation, services offered, and frequently asked questions, used to configure your receptionist.
• Payment information — your subscription payments are processed by our PCI-compliant payment processor. We never store your full card number; we receive limited billing metadata (such as plan, amount, and payment status) from the processor.
• Call data — call recordings, transcripts, caller phone numbers, and AI-generated summaries of calls handled by your receptionist.
• Usage metrics — data such as minutes used, call volume, and feature usage.

2. Service providers (subprocessors)

We rely on the following categories of providers to deliver the Service:

• Cloud infrastructure — hosting, database, and account authentication.
• Payment processing — subscription billing and card payments (PCI-compliant).
• Telephony — phone calling and SMS messaging.
• Voice and AI providers — used to answer calls, generate the receptionist's voice, produce call summaries, and extract structured information from your business profile.
• Website analytics — aggregate usage statistics for our own website (pages visited, general region, device type), used to understand and improve the site. Analytics is not applied to your callers' phone calls or call content.

These providers process data only as needed to deliver the Service and are bound by data-protection obligations to us. A current list of subprocessors is available on request at support@octoaiverse.com.

3. How we use information

We use the information described above solely to provide, maintain, and improve the Service — for example, to answer calls, generate summaries, process payments, and provide customer support. We do not sell your personal information or your callers' personal information to third parties.

4. Caller data

When your OctoReception line answers a call, we process data about the person calling you — their voice, phone number, and the content of their message — on your behalf, as the business that operates the receptionist. As between you and your callers, you are the party responsible for how that data is used and disclosed (for example, informing callers that calls may be recorded, as described in our Terms of Service). We act as a data processor for this caller data; you remain the data controller in relation to your customers and callers.

5. Calendar integrations — Google and Microsoft user data

You can optionally connect your Google Calendar or Microsoft Outlook Calendar to OctoReception. These integrations are entirely opt-in, authorized by you through Google's or Microsoft's own consent screens, and can be disconnected at any time from Settings → Integrations. When connected, we handle that data as follows:

• What we access — (a) your calendar's free/busy status (whether a time window is busy or available), used to check availability before offering or booking appointment times; and (b) the ability to create and delete calendar events. We only create, update, or delete the appointment events OctoReception itself books, and we do not read the titles, descriptions, attendees, or contents of your other calendar events.
• How we use it — solely to provide the calendar features you see in the app: showing availability, avoiding double-bookings, and mirroring confirmed appointments onto your calendar. Free/busy-derived availability may be processed by your AI receptionist during a call for the sole purpose of offering open appointment times to your callers.
• What we share — we do not sell or transfer Google or Microsoft user data to third parties. It is processed only on our security-vetted cloud infrastructure as needed to run the Service, and it is never used for advertising and never provided to data brokers.
• How it's protected — the OAuth tokens that authorize calendar access are stored server-side only, encrypted in transit and at rest, and are never exposed to your browser or to any third party.
• Retention and deletion — tokens are kept only while your calendar is connected. Disconnecting in Settings → Integrations deletes our stored tokens immediately. Events created on your calendar belong to you and remain there. Deleting your account removes all stored integration data.
• AI/ML restrictions — Google user data is never used to develop, improve, or train generalized AI or machine-learning models, and is never transferred to third-party services for that purpose.

OctoReception's use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

6. Data retention

Call recordings, transcripts, and related data are retained while your account is active, so that you can review past calls and so the Service can function. If you request deletion of your account, we will delete this data in accordance with our standard deletion process, subject to limited retention where required by law (for example, financial records needed for tax or audit purposes).

7. Your rights

In line with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws, you may request access to, correction of, or deletion of your personal information by emailing support@octoaiverse.com. We will respond within a reasonable time and in accordance with applicable law.

8. Security

We use industry-standard technical and organizational measures to protect your information, including encryption in transit, access controls limiting who at OctoAIverse can view call data, and reliance on reputable, security-vetted infrastructure providers. No system is perfectly secure, and we cannot guarantee absolute security of information transmitted to or stored by the Service.

9. Contact

Questions about this Privacy Policy or how we handle your data can be sent to support@octoaiverse.com.

OctoReception is a service of OctoAIverse. Questions: support@octoaiverse.com