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Privacy Policy
Last updated: October 22, 2026. This policy covers our website and our AI receptionist service.
1. Who we are
Valley Front Desk ("we", "us") provides an AI receptionist that answers phone calls for offices and service businesses ("customers"). We're based in Gilroy, CA. You can reach us at [email protected] or through our contact form.
We handle two kinds of information: information about people who visit our website or contact us, and information about callers that we handle on behalf of the offices we answer phones for. If you called one of our customers, that office decides how your information is used. Please contact the office first; we'll help them respond.
2. What we collect
From website visitors and business contacts. When office staff email us or use our contact form, we receive what they choose to send, such as name, business name, email, phone number and message. Our contact form only opens your own email app; nothing you type is stored on our website. We don't put advertising cookies or third-party analytics on our website. Our hosting provider may process standard technical information, such as IP address and browser type, to deliver and protect the site.
From callers, on behalf of our customers. When we answer a call for an office, we collect what's needed to help the caller, such as name, phone number, reason for calling and appointment preferences. Depending on the office, this can include insurance carrier and member details, or the type of legal matter and the names of other people involved. Calls are recorded and transcribed.
Text messages. If an office uses text features, we handle the phone numbers we text, the messages sent and received, and whether the person has opted in or out.
Payments. We don't take payment card numbers by voice. Payments go through secure hosted payment links or card readers, with the office as the merchant.
3. How we use information
- To answer calls, answer the questions each office has approved, book or request appointments, route urgent calls, and send call summaries to the office
- Where an office uses these features, to send check-in, intake-form and secure payment-link messages
- To send one informational text to a caller whose call wasn't answered, and other messages, such as confirmations and reminders, only to people who have agreed to receive them
- To keep the service secure, fix problems and improve the answers for that office
- To reply to business inquiries
We don't sell personal information. We don't use caller information for advertising, and we don't contact callers for marketing. We don't train our own AI models on your calls.
4. Call recording and AI disclosure
At the start of every call, callers will be told that they're speaking with an AI receptionist and that the call is recorded. We follow each state's call-recording consent rules. A caller who doesn't want to be recorded can end the call and contact the office directly.
Our AI receptionist doesn't give legal, clinical, dental, medical or other professional advice. It takes messages, collects intake details and books appointments; the office's own team answers professional questions.
5. How we share information
- With the office you called. Call details, recordings, transcripts and summaries go to the office the call was for.
- With our service providers. We use a small number of providers to run the service, such as our voice platform and telephone carrier, website hosting and email. They may use the information only to provide their services to us. Before any office goes live, we require a signed Business Associate Agreement (BAA) from each provider that handles health information. Offices can ask us for the list of vendors that handle call data.
- When the law requires it, or when needed to protect someone's safety.
We don't share caller information with anyone else.
6. Healthcare offices
Offices covered by HIPAA, such as dental, medical, chiropractic and therapy practices, sign a BAA with us before any patient call goes live. For those offices we act as a business associate, and our use of patient information is governed by that BAA and by the office's own privacy practices. We also follow California's medical privacy law (CMIA) for California healthcare offices.
7. Retention
Each office chooses how long its call recordings and transcripts are kept, and we delete them after that period. We keep business emails and inquiries as long as needed to respond and for ordinary business records.
8. Security
- We require our voice platform to encrypt calls and records in transit and at rest.
- Personal details will be automatically removed from transcripts.
- We collect only what the office needs.
- We limit access to named people on our team and require two-factor sign-in.
- Before any office goes live, we will have written privacy and security policies in place and train our team on them.
No system is perfectly secure. If something goes wrong, we notify affected offices promptly and follow the notice steps in our agreement with them.
9. Your choices and rights
Business contacts can ask to see, correct or delete their information by emailing us. Callers should contact the office they called; we'll help that office respond. Depending on where you live, you may have more rights under your state's privacy law. To make a request, email [email protected].
Texts. Reply STOP to any text we send to opt out, or HELP for help.
10. Children
Our website is meant for office and business staff, not children. When a parent or guardian calls an office about a child, we handle that information for the office under our agreement with it, including a BAA for healthcare offices.
11. Changes to this policy
We'll post any updates on this page and change the "last updated" date.
12. Contact
Questions or requests: [email protected], or use our contact form. Gilroy, CA.