Privacy Policy

Northstar Reception

Last updated: August 24, 2026

Northstar Reception ("Northstar," "we," "us," or "our") provides AI-powered virtual receptionist services, including automated call answering, appointment scheduling, and related business communication tools, to small and mid-sized businesses ("Clients") primarily located in the DC, Maryland, and Virginia (DMV) region.

This Privacy Policy explains how we collect, use, disclose, and protect information when you (a) visit our website, (b) engage us as a Client, or (c) interact with an AI voice agent we operate on behalf of a Client ("Caller").

1. Information We Collect

1.1 Information from Clients

When a business signs up for our services, we collect:

• Business name, contact name, email address, phone number, and mailing/service address
• Billing and payment information (processed by our third-party payment processor — we do not store full card numbers)
• Business details needed to configure your AI receptionist (services offered, hours, pricing, booking rules, FAQs, scripts)
• Account credentials for any connected tools (e.g., calendar/booking integrations)

1.2 Information from Callers

When someone calls or messages a phone number connected to a Northstar-powered AI receptionist, we (and our AI voice processing subprocessor) may collect:

• The caller's phone number
• Audio recordings of the call and/or AI-generated transcripts
• Information the caller voluntarily provides during the call (name, reason for calling, appointment preferences, address, etc.)
• Appointment or booking details submitted through our scheduling integration

Call recording notice: Calls handled by our AI receptionists may be recorded and transcribed for the purposes of providing the service, quality assurance, and improving AI performance. Where required by law, callers will be notified that the call may be recorded.

1.3 Website Visitor Information

When you visit our website, we may automatically collect standard technical data such as IP address, browser type, device information, pages visited, and referring URLs, typically via cookies or similar technologies.

2. How We Use Information

We use collected information to:

• Provide, operate, and configure the AI receptionist service for each Client
• Answer calls, schedule appointments, and relay messages/leads to Clients
• Process payments and manage Client accounts
• Improve the accuracy, reliability, and performance of our AI voice systems
• Communicate with Clients about their account, service updates, or support
• Comply with legal obligations and enforce our agreements
• Send marketing communications (Clients and prospects may opt out at any time)

We do not sell Caller or Client personal information to third parties.

3. How Information Is Shared

We share information only as necessary to operate the service:

• AI voice processing providers: Call audio and transcripts are processed by our third-party conversational AI platform provider in order to power the receptionist's real-time responses.
• Scheduling/booking providers: Appointment details are shared with our third-party scheduling integration to book, confirm, and manage appointments.
• Payment processors: Billing information is shared with our payment processor to process Client payments.
• The Client: Information collected from a Caller (name, request, appointment details, transcript/recording) is shared with the specific business the Caller contacted, since that business needs it to serve the customer.
• Legal and safety: We may disclose information if required by law, subpoena, or to protect the rights, safety, or property of Northstar, our Clients, or others.
• Business transfers: If Northstar is involved in a merger, acquisition, or sale of assets, information may be transferred as part of that transaction.

We require our third-party service providers to handle data securely and only for the purposes we've engaged them for.

4. Data Retention

• Call recordings and transcripts are retained for as long as reasonably necessary to provide the service, resolve disputes, and support AI performance improvement, after which they may be deleted or de-identified.
• Client account and billing information is retained for the duration of the business relationship and as needed to comply with legal, tax, and accounting requirements.
• Clients may request deletion of their account data by contacting us, subject to legal retention requirements.

5. Caller Choices

If you are a Caller and do not wish to have your call recorded or processed by an AI system, please inform the AI receptionist during the call or contact the business directly through an alternate method. Because our AI receptionists act as the front-line contact for our Clients, we are unable to unilaterally opt individual callers out of AI processing — that request should be directed to the specific business you contacted.

6. Data Security

We use reasonable administrative, technical, and physical safeguards designed to protect information from unauthorized access, use, or disclosure. No system is completely secure, and we cannot guarantee absolute security.

7. Children's Privacy

Our services are intended for businesses and their customers and are not directed at children under 13. We do not knowingly collect personal information from children under 13.

8. Your Rights

Depending on your location, you may have rights to access, correct, or delete personal information we hold about you, or to opt out of certain processing. To make a request, contact us using the information below. We will respond in accordance with applicable law.

9. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be reflected by an updated "Last updated" date. Continued use of our services after changes take effect constitutes acceptance of the revised policy.

10. Contact Us

Questions about this Privacy Policy or how your data is handled can be directed to: