Officially Front Desk Privacy Policy

1. Information We Collect

Early-access information you provide

When you join the Front Desk early-access list, we collect the information you submit, which is stored in our database (hosted by Supabase). This includes:

• your name
• your business or organization name (optional)
• your email address
• your phone number (optional)

Account and business information

Once the live Service is available and you set up a Front Desk account, we collect the information needed to configure and run it for your business, such as your name and contact details, your business name, the phone numbers, email addresses, and website chat widget you connect to Front Desk, and the team members and access levels you configure.

Conversation data we process on your behalf

To do its job, Front Desk answers and organizes inbound calls, text messages, website chat messages, and emails from your customers and prospective customers, and turns them into leads and appointments. That content - and the contact details of the people who send it - is collected and processed on your business's behalf as part of operating the Service. If you use Front Desk to communicate with your own customers, you are responsible for making sure you have the rights and consents needed to share their information with us and to route their communications through the Service.

Usage and analytics information

We use first-party product analytics to understand how Front Desk is used so we can maintain and improve it. Through this, we collect an opaque account identifier, product-interaction and usage events (for example, which screens are opened and which features are used), and basic technical information such as device type, browser, and app version.

SMS and text messaging

Texting is core to how Front Desk works: once enabled, we collect the phone numbers you connect and the text messages sent and received through the Service, including missed-call text-backs to your customers. See SMS and Text Messaging below.

2. How We Use Information

We use the information above to:

• create and operate your account and provide the Services
• respond to inbound calls, texts, website chat, and email on your behalf, and organize the results into leads and appointments
• send account, lead, and appointment-related notifications
• follow up on your early-access request and let you know when access opens
• understand product usage and maintain, troubleshoot, and improve the Services
• provide customer support and respond to your requests
• protect against fraud, abuse, and unauthorized access, and keep the Services secure
• comply with applicable legal and regulatory obligations, including maintaining records of SMS consent and opt-outs

3. Analytics and Identifiers

Our analytics are first-party product analytics. We use them to measure and improve how Front Desk works. The opaque account identifier lets us understand usage on a per-account basis.

We do not use these identifiers or any analytics data to advertise to you, to build advertising profiles, or to track you across other companies’ apps or websites. We do not share this data with third parties for their own advertising or marketing purposes.

4. Account and Business Notifications

We send notifications about your account, leads, appointments, and early-access status by email and, where enabled, by text message. You can manage notification preferences from your account settings once the live Service is available; opting out of a notification channel does not delete your account or stop other parts of the Services from working.

5. SMS and Text Messaging

With your enrollment, Front Desk sends and receives text messages on your business's behalf - including missed-call text-backs, appointment reminders, and follow-ups with your customers and prospective customers - and lets you text from your Front Desk dashboard. We also use text messages to reach you about your own account.

No mobile information is shared with third parties or affiliates for their marketing or promotional purposes. Text messaging data and consent are never sold or shared with third parties for their own marketing.

You (and your customers) may withdraw consent at any time by replying STOP to any message, or reply HELP for assistance. Message and data rates may apply. For full details, see our Messaging Privacy Policy and Messaging Terms & Conditions.

6. How We Share Information

We do not sell your personal information. We share information only with service providers that help us operate the Services, and only as needed to perform services for us. These include:

• Supabase - database and account infrastructure that stores your account, lead, and appointment data
• telecommunications and messaging providers that carry the calls, texts, and website chat messages Front Desk sends and receives on your behalf
• email and website-integration providers you connect to Front Desk
• hosting, security, and support providers required to run the Services

These providers may only process information as necessary to provide services to us and may not use it for their own advertising or marketing purposes. We may also disclose information when reasonably necessary to comply with applicable law, legal process, or a governmental request; to enforce our agreements; or to protect the rights, property, or safety of Front Desk, our users, or others.

7. Data Security

We use reasonable administrative, technical, and organizational measures designed to protect information against unauthorized access, loss, alteration, or disclosure. Access to the Service is protected by sign-in. No electronic transmission or storage system can be guaranteed to be completely secure, however, and we cannot guarantee absolute security.

8. Data Retention

We retain information for as long as your account is active and as reasonably necessary to provide the Services, maintain business and transaction records, resolve disputes, enforce our agreements, and comply with our legal obligations. SMS consent records may be retained for up to 24 months after you opt out or close your account in order to honor opt-out requests and maintain proof of consent. You may request earlier deletion at any time.

9. Your Choices and Rights

You can:

• access, correct, or update most account information from your Front Desk dashboard once the live Service is available
• opt out of SMS at any time by replying STOP
• ask us to remove you from the early-access list
• request that we access, correct, or delete your data by contacting us

To make a data request or ask a question about this policy, email support.frontdesk@officially.pro.

10. Children’s Privacy

Front Desk is intended for business owners and their team members, and is not directed to children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided us information, please contact us and we will take appropriate steps to delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the effective date above and, where appropriate, provide additional notice. Your continued use of the Services after an updated policy becomes effective is subject to the revised policy, except where additional consent is required by law.

12. Contact Us

If you have questions about this Privacy Policy or our privacy practices, contact us at support.frontdesk@officially.pro.