Security and privacy

The short version

Your AI receptionist handles your customers' calls, so it handles their personal information. We treat that information as yours: we use it to run your service, we don't sell it, and you control what's kept.

What the receptionist collects

On each call, the receptionist may record and process:

• The caller's phone number and the time and length of the call.
• A recording and a written transcript of the conversation.
• Details the caller gives, such as their name, contact information, the reason for the call, and appointment details.
• A summary of the call, which is sent to you by text and email.

It only asks for what's needed for the task you've set up, such as booking an appointment or taking a message. You decide which questions it asks.

Why it's collected

We process call data to answer and route calls, book appointments, send you summaries and alerts, show calls in your dashboard, and improve how your receptionist answers your callers. We don't use your callers' information to market to them, and we don't sell it.

Who can see it

• You and the users you invite to your dashboard.
• Our support team: authorized Wirepilot AI staff can access your dashboard, including call recordings and transcripts, only to set up, support and troubleshoot your receptionist.
• Service providers that host and run the service (for example, cloud hosting, telephony, speech recognition and messaging providers), under contracts that limit their use of the data to providing the service.

Telling callers about recording

Callers should know when a call is recorded. Your greeting can include a short notice, such as "This call may be recorded to help us serve you." We'll help you word it during setup. If you operate in a sector with its own rules on notice or consent, tell us and we'll set the greeting accordingly.

Retention and deletion

Recordings, transcripts and summaries are kept according to your settings. You can choose not to retain recordings and transcripts in your dashboard. You can also ask us to delete recordings, transcripts or a specific caller's information. If a caller asks you to delete their information, forward the request to privacy@wirepilotai.ca and we'll help you respond. When your account closes, we delete this information within 90 days, unless the law requires us to keep it longer.

Security measures

• Data is encrypted in transit.
• Dashboard access requires a login, and access is limited to the users on your account.
• Our team's access is limited to what's needed to support you.

Where data is stored

Customer dashboards, call recordings, transcripts and summaries are stored in Canada. Some service providers that help run the service, such as AI language processing, telephony, email delivery and website analytics, may process information outside Canada, including in the United States.

Certifications and compliance

We don't make certification or compliance claims on this site until they are confirmed in writing. If your organization has specific requirements (for example for a health practice), contact us and we'll answer them in writing before you sign up.

Healthcare practices

For clinics, the receptionist handles scheduling and administrative calls: bookings, hours, directions, billing questions and messages. It never gives medical advice, never diagnoses and never tells a caller what treatment they need. Callers describing an emergency are told to call 911 or go to the nearest emergency department, and you can have urgent calls transferred to your staff.

We recommend keeping clinical detail out of the receptionist's questions. For example, "reason for visit: cleaning" rather than a description of symptoms.

The website and the live demo

Our website uses analytics and advertising cookies only if you accept them. The live voice demo only uses your microphone while you're talking to it, after you click "Start talking". See our privacy policy for details.

Questions and requests

Email privacy@wirepilotai.ca for privacy questions, access or deletion requests. See also our privacy policy and terms.