Privacy Policy

1. Information We Collect

1.1 AI Receptionist Service

When a client's customer calls a phone number connected to our AI Receptionist system, we may collect and process:

• The caller's phone number
• Call audio and/or call transcripts, used to identify the caller's intent (for example, requesting a callback or needing service information) and to route the call appropriately
• SMS messages exchanged between the caller and the client's business number, when the missed call text back feature is used
• Client business information (business name, hours, services) needed to answer or respond to calls on the client's behalf
• Calendar availability data, where a client has connected their Google Calendar to allow appointment scheduling

Call transcripts and related data are retained only as long as needed to provide the service and for a limited period afterward for support and quality purposes, after which they are deleted or de-identified.

1.2 Website Design and Management Service

Brechtland builds and manages websites on behalf of clients. Brechtland does not directly collect or store visitor data (such as form submissions or analytics) from client websites. Client website inquiries are routed directly to the client's own email address or through a third party form service (such as Formspree) configured by the client. Brechtland does not have standing access to this visitor data unless a client separately shares it with us for support purposes.

1.3 Email Marketing Service

For clients enrolled in our Email Marketing service, clients provide us with their own customer or subscriber email lists, which we upload into our CRM system to build and send email campaigns on the client's behalf, based on the scope of the client's selected service tier. We act as a processor of this data on the client's behalf and do not sell, rent, or use client subscriber lists for any purpose outside of delivering the contracted email marketing service.

1.4 Information We Collect Directly From You

If you are a Brechtland client (business owner) rather than an end customer of one of our clients, we may also collect:

• Contact information (name, business name, email, phone number)
• Payment and billing information, processed through Stripe. Brechtland does not store full payment card details
• Communications you send us directly

2. How We Use Information

We use the information described above to:

• Operate and provide the AI Receptionist, Website Design and Management, and Email Marketing services
• Respond to inbound calls and texts on behalf of our clients
• Schedule and manage appointments via connected calendars
• Send email campaigns on behalf of clients to their own subscriber lists
• Process payments and manage client accounts
• Provide customer support and troubleshoot issues
• Comply with legal obligations

We do not sell personal information to third parties.

3. Third Party Services We Use

Depending on which Brechtland service you use, your information may be processed by the following third party providers, solely to deliver our services:

• Twilio for phone call routing and SMS messaging
• Stripe for payment processing
• Google Calendar for appointment scheduling, only for clients who connect their calendar
• Anthropic (Claude) for AI based call transcript processing and response generation
• Brechtland's internal CRM for client and campaign management, on self hosted infrastructure

Each of these providers has its own privacy practices governing the data they process on our behalf.

4. SMS and Text Messaging Consent

For the AI Receptionist missed call text back feature specifically: text messages are sent only to a phone number that has just called a client business and did not reach anyone. This is a direct, one to one reply to that inbound call. It is not a marketing message, and it is not sent to any purchased or third party contact list.

Message frequency varies based on caller interaction. Message and data rates may apply. Reply STOP to any message to opt out at any time. Reply HELP for assistance.

No mobile information is shared with third parties or affiliates for marketing or promotional purposes.

5. Data Retention

We retain information only as long as necessary to provide our services, support our clients, and meet legal or contractual obligations. Clients may request deletion of their data by contacting tyler@brechtland.com.

6. Data Security

We use reasonable administrative, technical, and physical safeguards to protect information processed through our services, including encrypted connections and access controlled infrastructure. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

7. Children's Privacy

Brechtland's services are intended for business use and are not directed at, or knowingly used by, individuals under the age of 18. We do not knowingly collect personal information from children.

8. Your Rights

Depending on your state of residence, you may have rights to access, correct, or request deletion of your personal information. To make a request, contact tyler@brechtland.com.

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 at the top of this page.

10. Contact Us