Privacy Policy

Effective Date: September 19, 2025

Introduction

Your privacy is a top priority at Topher AI ("we," "us," or "our"). This Privacy Policy is designed to help you understand how we collect, use, and safeguard the information you provide to us when you use our AI Receptionist services and website (collectively, the "Services").

By accessing or using our Services, you signify that you have read, understood, and agree to our collection, storage, use, and disclosure of your personal information as described in this Privacy Policy.

1. Information We Collect

To provide our Services effectively, we collect information in the following ways:

A. Information You Provide Directly

  • Account & Contact Information: Your name, email address, phone number, and business name when you create an account or contact us.
  • Business Details: Information you provide for the AI to function, such as your business hours, services, and frequently asked questions (your "Knowledge Base").
  • Payment Information: Billing details when you subscribe to a paid plan. This is processed securely by our third-party payment processors, and we do not store your full credit card information.

B. Information Collected Automatically

  • Usage Data: We collect information about how you interact with our website, such as your IP address, browser type, device identifiers, pages visited, and the time and date of your visits. This helps us understand usage patterns and improve the Service.
  • General Location Data: We may derive your general geographic location (e.g., city, state) from your IP address.

C. Information from AI Receptionist Interactions

  • Call and Transcript Data: We process and store the contents of communications handled by our AI Receptionist, including call recordings and transcripts. This is essential for delivering the core service to you.
  • AI Model Improvement: To improve the accuracy and quality of our AI, we may use anonymized and aggregated call and transcript data to train our models. We take commercially reasonable steps to remove personally identifiable information before this data is used for training purposes.

2. How We Use Your Information

We use the information we collect for the following purposes:

  • To operate, maintain, and provide the features and functionality of the Services.
  • To process your payments and manage your account.
  • To communicate with you, including responding to your inquiries and sending important service-related notices.
  • To send you marketing communications, from which you can opt out at any time.
  • To analyze site performance and usage to improve user experience.
  • For security purposes, to prevent fraud, and to enforce our terms of service.
  • To comply with legal and regulatory obligations.

3. How We Share Information

We do not sell or rent your personal information to third parties. We may share information with:

  • Trusted Service Providers: We work with third-party vendors for hosting, payment processing, analytics, and telecommunications. These providers only have access to the information necessary to perform their services and are required to protect it.
  • Legal and Law Enforcement: We may disclose information if required by law, subpoena, or other legal process, or to protect the safety and rights of our users or the public.
  • Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred to the new entity.

4. Data Security

We use a combination of technical, administrative, and physical safeguards to protect your information. This includes encryption of data in transit and at rest and strict access controls. While we take robust measures to ensure security, no system is 100% impenetrable.

5. Cookies and Tracking Technologies

We use cookies and similar technologies to operate our website, remember your preferences, and analyze traffic. You can control the use of cookies at the individual browser level, but disabling them may limit your use of certain features.

6. Your Data Rights and Choices

Depending on your location, you may have the right to:

  • Access, update, or correct your personal information.
  • Request the deletion of your personal data.
  • Object to or restrict certain data processing.

You can exercise most of these rights directly through your account settings or by contacting us using the information below.

7. International Data Transfers

Our Services are hosted and operated in the United States. If you are using the Service from outside the U.S., your information will be transferred to, stored, and processed in the United States under U.S. privacy standards.

8. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of any significant changes by posting the new policy on this page and updating the "Effective Date" at the top.

9. Contact Us

If you have any questions or requests regarding this policy, please contact us: