Privacy Notice
Last Updated August 1, 2023
RELIABLE RECEPTIONIST, INC.
This Privacy Notice explains how we at Reliable Receptionist, Inc. (“Reliable,” “us” or “we”) collects and uses your information and the choices you have over your information. Please read this Privacy Notice carefully to understand our privacy practices. This Privacy Notice is governed by and part of our Terms of Use. Any terms we use in this Privacy Notice without defining them have the definitions given to them in the Terms of Use. We may provide additional notices about our privacy practices, each of which is considered part of this Privacy Notice.
Scope. This Privacy Notice describes how we collect and treat information collected through our Services, which includes our virtual receptionist services, chat services, applications and software (“Software”), Reliablereceptionist.com (the “Site”), and your other interactions with Reliable as a subscribing customer (“Customer”), a caller interacting with Reliable by telephone, text, live chat, or other Software features (“Caller”), or as a visitor.
Reliable interacts with Callers as a service provider under the instructions of our Customers. This Privacy Notice does not apply to our Customers’ websites or any third-party services or platforms. Any collection or use of a Caller’s Personal Information is subject to the respective Customer’s privacy practices, not ours. Callers should direct any privacy-related questions to the Customer they contact via our Services.
Your Consent. By visiting the Site or using our Services in any manner, you consent to this Privacy Notice and our privacy practices. Your use of our Services is subject to this Privacy Notice and our Terms of Use, including its applicable limitations on damages and the provisions regarding resolution of disputes. If you do not agree with this Privacy Notice, do not access or use the Services.
Personal Information. As used in this Privacy Notice, “Personal Information” means information that identifies, relates to, describes, references, is capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular individual consumer or household.
Categories and Sources of Personal Information. Reliable collects your Personal Information (a) with your consent; (b) if we have a legitimate interest in doing so; or (c) as authorized or required by law. Reliable collects Personal Information from these sources:
Callers. Reliable interacts with Callers as a service provider to our Customers.
Customers. Reliable collects and uses Personal Information from our Customers with consent and according to the Customer’s instructions, as follows:
o When you sign up as a Customer, Reliable will collect information about your company such as name, email, phone, and other identifiers for yourself or your employees.
o A Customer may provide Reliable with their employee’s identifiers or employment-related information to include the employee in the Customer’s list of potential call recipients, grant the employee access to our Software or other Services.
o Reliable collects any information a Customer submits via the mobile application, Customer portal or other Software, such as account profile information and any Personal Information included in communications with us related to the Customer’s subscription or our Services.
o If a Customer syncs their own software, like contact lists, calendars, or billing software, with our Software, Reliable will access this information to provide enhanced Services as requested by the Customer.
o Customers that collect technical information about their Callers’ online activities may share that information with us. We may combine this information with other data to gather feedback about the Software and to run reports on behalf of our Customers. We only use information Customers provide to us in our capacity as a service provider as permitted by our agreements with Customers or as permitted by law. Note that Customers may use this information for their own purposes according to their own privacy practices. If you have any questions about a third-party advertisement or targeted content, you should contact the third party directly.
Note that the Customer is solely responsible for ensuring the Customer is authorized to share Personal Information with Reliable for any purpose. Reliable reserves the right to refuse Customer instructions to collect or process Personal Information about another individual without their consent or in a manner or for a purpose that Reliable determines violates others’ privacy or publicity rights, or otherwise violates Reliable’s Terms of Use, and such instructions may result in termination of Services at our option. Reliable is not responsible for the privacy practices of any of our Customers or any third party.
No Payment Processing. Reliable charges Customers fees to use the Services and sometimes facilitates payments from Callers to Customers as a Services feature. Reliable is not a payment processor and we do not store payment information or process payments or receive, transmit, or otherwise handle or process any funds as part of the Services. If a Customer pays for Services by ACH payment, the Customer’s banking institution processes the payment. Any questions related to payment by ACH should be directed to your banking institution.
Children's Privacy. Our Services are designed for adults, not children. Reliable does not knowingly collect Personal Information online from children under 16 without verification of parent or guardian consent. If we discover that a child under 16 has provided us with Personal Information without parent or guardian consent, we will delete such information from our systems. If you believe we might have any information collected online from a child under 16, or if you become aware of any unauthorized submission of information to Reliable, please contact us at info@reliablereceptionist.com. Any Personal Information Reliable collects from a Caller who is a child under age 16 is collected in our role as a service provider to the Customer and subject to the Customer’s privacy practices and legal compliance. Please contact the Customer if you have questions or concerns.
Retaining Personal Information. As a service provider to our Customers, Reliable retains Caller data until the Customer deletes it or instructs us to do so. Customer account information is retained while the account is active and after the Customer cancels the account. Reliable may retain Personal Information for longer if it may be the subject of a legal claim or may otherwise be relevant for future litigation. We periodically review and delete or deidentify unnecessary data.
Disclosing Personal Information. Reliable will only disclose Personal Information as described in this section, with your permission, or as required by law. Reliable may disclose Customer Personal Information for a business purpose to:
o Service Providers. Vendors that provide us with services (collectively, “Service Providers”) may have receive Customer Personal Information to perform their contractual obligations.
o Law Enforcement, and other governmental agencies, as permitted or required by law. Additionally, if, in Reliable’s sole discretion, Reliable perceives that a Caller is an imminent threat to their own physical safety or the physical safety of another person then Reliable may disclose a Caller’s Personal Information to law enforcement.
o Other Third Parties, as permitted by applicable law. Reliable may disclose Customer, Caller or any other Personal Information collected to other third parties, for example: (i) if we go through a business transition (e.g., merger, acquisition, or sale of a portion of our assets); (ii) to comply with a legal requirement or a court order; (iii) when we believe it is appropriate in order to take action regarding illegal activities or prevent fraud or harm to any person; (iv) to exercise or defend our legal claims; or (v) for any other reason with your consent.
Controlling Your Personal Information. Reliable gives Customers the ability to directly control the Personal Information we collect and hold about you through our Services:
o Your Account. You have the option to access, correct or update, or delete certain Personal Information through your account settings.
o Emails. We may send you informational or support emails related to your Customer account. Depending on your communication preferences, we may also send you marketing emails. If you do not wish to receive emails from us, you can unsubscribe or change your preferences via the links provided in the emails or send a request to info@reliablereceptionist.com.
o Device Settings. You can control the data we collect through cookies and related technologies by adjusting your device settings or your cookie preferences on the Site.
o Texting. If you provide us with your wireless phone number, you consent to Reliable sending you informational or service text messages. However, we will only send you marketing text messages if you opt-in to receive these notifications from us. For all text messages, the number of texts you receive will depend on the Services you use and the information you request from us. You can unsubscribe from our text messages by replying STOP or UNSUBSCRIBE to any of these text messages. Messaging and data charges may apply to any text message you receive or send. Please contact your wireless carrier if you have questions about messaging or data charges.
Consumer Privacy Requests. Note that if you are a Caller or we otherwise collect or process your Personal Information in our capacity as a service provider or processor to a Customer, we may need to relay your request to that Customer for fulfillment. Reliable may only legally fulfill a Consumer Privacy Request when we have sufficient information to verify that the requester is the person or an authorized representative of the person about whom we have collected Personal Information, and to properly understand, evaluate, and respond to the request. We do not charge a fee to process or respond to a verifiable request unless we have legal grounds to do so, such as requests that are excessive, repetitive, or manifestly unfounded. If we determine that the request warrants a fee, we will tell you why we made that decision and provide you with a cost estimate before completing your request.
CCPA. This section provides the disclosures and notices required under the California Consumer Privacy Act of 2018 (“CCPA”). If you are not a resident of California, then other state laws will apply. The following paragraphs apply solely to residents of the State of California (each a “Consumer”). Consumers may exercise the following rights over their Personal Information, subject to our receipt of a verifiable Consumer Privacy Request and any exceptions and limitations that may apply:
o Right to Disclosure. You have the right to request that we disclose information to you about our collection and use of your Personal Information over the past 12 months.
o Right to Correct. You have the right to request that we correct inaccurate Personal Information about you in our systems. If you become aware that the Personal Information that we hold about you is incorrect, or if your situation changes (e.g., you change address), please inform us and we will update our records.
o Right to Access. You have the right to request a copy of your Personal Information, along with details about the types of Personal Information we process, why we process it, and any third parties we work with to collect Personal Information on our behalf (also called a data portability request). We provide copies of the requested pieces of Personal Information in a portable and readily usable format. Please note that some laws prohibit Reliable from disclosing copies of certain pieces of Personal Information (e.g., government identification numbers, financial account information, and passwords or security questions and answers) because the disclosure would create a substantial, articulable, and unreasonable risk to the security of the information, our business systems, or your account. If you are a resident of the State of California, your request is limited to specific pieces of Personal Information we have collected about you over the past 12 months, and we are only required to respond to two such requests within a 12-month period.
o Right to Deletion. You have the right to request that we delete any of your Personal Information that we collected from you and retained, with certain exceptions. Reliable may permanently delete, deidentify, or aggregate the Personal Information in response to a request for deletion. If you submit a right to deletion request, we will confirm the Personal Information to be deleted prior to its deletion, and we will notify you when your request is complete.
o Limited Use and Disclosure of Sensitive Personal Information. Reliable does not seek to collect sensitive Personal Information about any individual, but we may collect some sensitive Personal Information in the course of providing our Services, such as the contents of a Caller’s message to a Customer. Reliable only uses this sensitive Personal Information to provide our Services to the Customer, and in no case do we disclose any sensitive Personal Information for the purpose of inferring characteristics about you. If this ever changes in the future, we will update this Privacy Notice and provide you with methods to limit use and disclosure of sensitive Personal Information.
o Do Not Sell My Personal Information. Reliable does not sell your Personal Information to third parties for monetary or other valuable consideration. If this changes in the future, we will update this Privacy Notice and provide you with a method to opt-out.
o Right to Opt-Out of Automated Processing. Reliable does not use automated processing of Personal Information or “profiling” to provide the Services. If this changes in the future, we will update this Privacy Notice and provide you with a method to opt-out.
o Right to Nondiscrimination. We will not discriminate against you for exercising any of your CCPA rights. Unless permitted by law, we will not (a) deny you goods or services, (b) charge you different prices or rates for goods or services, (c) provide you a different level or quality of goods or services, (iv) retaliate against you as an employee, applicant for employment, or independent contractor for exercising your privacy rights; or (d) suggest that you may receive a different price or rate for goods or services or a different level or quality of goods or services, because you exercised a right under the CCPA.
o Right to Disclosure of Marketing Information. California’s Shine the Light Act (Civil Code sections 1798.83-1798.84) entitles California residents to request certain disclosures regarding Personal Information sharing with affiliates and/or third parties for marketing purposes.
Consumers may exercise these rights over their Personal Information. Please note that CCPA privacy rights do not apply where Reliable collects and uses your Personal Information in a business-to-business context when you are acting as an employee to a Customer or potential Customer in the performance of your job duties.
Reliable's Data Security. Reliable employs reasonable and appropriate security procedures and practices to help protect your Personal Information from unauthorized or illegal access, destruction, use, modification, or disclosure. The Platform and our other Services are designed with data security in mind to continuously protect your data and our systems. Reliable maintains internal policies to govern the collection, processing, and handling of data. Access to Personal Information is limited to employees and contractors as needed to perform their job functions. Anyone with this access is subject to strict contractual confidentiality obligations and may be disciplined or terminated if they fail to meet these obligations. We also ensure that our employees, contractors, and agents responsible for handling privacy inquiries are informed of applicable legal requirements and we restrict access to those who need that information to process it.
However, no transmission of data over the Internet is 100% secure, and we cannot guarantee that unauthorized third parties will not defeat our security measures or use your Personal Information for improper purposes. Clients that create an account on the Platform are responsible for maintaining the confidentiality of their username and password. We encourage you to take steps to protect against unauthorized access to your account and device by choosing a robust password and signing off after each session. Reliable is not responsible for any lost, stolen, or compromised passwords, or for any activity on your account via unauthorized activity. If you sign up for receptionist services, we will issue a call forwarding number to you. It is your choice as a Customer whether to share your call forwarding number with others. We are not responsible for any lost, stolen, or compromised passwords or call forwarding numbers, or for any activity on your account via unauthorized activity.
Third Party Platforms. Our Services may contain links to platforms owned or operated by third parties. Reliable has no ability to control, and we are not responsible for, the privacy and data collection, use, and disclosure practices of third-party platforms. If you choose to access the Site from a social networking website, we may receive Personal Information about you from such social networking website, as governed by the terms of use and privacy notice of that website. We may retain this Personal Information with the information we collect from you by other means. We encourage you to read the privacy statements of each online service that collects your Personal Information.
Updates. If we make material changes to how we treat your Personal Information, we will post the revised Privacy Notice on this page. Your continued use of the Services after we make changes is deemed to be your acceptance of those changes. The date that this Privacy Notice was last revised is identified at the top of the page. You are responsible for periodically visiting this Privacy Notice to check for any changes.
Contact Reliable. If you have questions about our privacy practices or would like to make a complaint, please contact us at info@reliablereceptionist.com.
