Privacy Policy

Your privacy is our operational priority.

Front Desk OS by Khan Systems handles call data, transcripts, messages, and customer records as part of front-desk operations. This policy explains what we collect, how it is used, and how we protect it.

1. Information We Collect

We collect the information needed to provide Front Desk OS, including:

  • Account Information: Name, email, business address, and billing details.
  • Call Data: Audio recordings, automated transcripts, summaries, and operational metadata.
  • Messaging Data: SMS and text-based communications sent through missed-call recovery or follow-up flows.
  • Customer Information: Contact details, intent, urgency, and booking requests captured during calls.
  • Technical Data: IP addresses, browser types, and diagnostic logs used to maintain the service.

2. How We Use Data

Your data is used to operate and improve Front Desk OS.

  • Provide AI receptionist coverage and call handling.
  • Generate summaries, lead records, and booking requests for your team.
  • Support scheduling workflows and calendar-related logic.
  • Deliver analytics, diagnostics, and operational reporting.
  • Improve platform performance using de-identified data where appropriate.

3. Data Security & Retention

We use administrative, technical, and organizational safeguards to protect customer information.

  • Encryption: Data is protected in transit and at rest using standard security controls.
  • Access Control: Internal access is restricted to authorized personnel for support and operational needs.
  • Retention: Call recordings and transcripts are retained according to subscription needs, legal requirements, and deletion requests where applicable.

4. Third-Party Providers

We rely on trusted providers such as AWS, Twilio, Stripe, and model providers to deliver infrastructure, billing, and AI capabilities. These providers are used only as needed to operate the service.

5. Your Rights

You may request access, correction, or deletion of certain personal and business information. Some data can be managed through your workspace, and additional requests can be directed to our team.

Contact Privacy Team

Questions about privacy or data handling can be sent to our privacy contact.

privacy@khansystems.com