Privacy Policy

Last Updated: May 29, 2026

1. Introduction

QS Assist (“we,” “us,” or “our”) provides AI-powered receptionist services, call handling, appointment scheduling, automated messaging, and workflow automation for businesses. This Privacy Policy explains how we collect, use, store, and protect personal information when individuals interact with our services, including phone calls, SMS messages, online forms, and booking systems.

By using our services, you consent to the practices described in this Privacy Policy.

2. Information We Collect

2.1 Information You Provide Directly

We collect personal information when you submit forms, schedule appointments, or communicate with our AI receptionist, including:

• Name
• Phone number
• Email address
• Business information
• Appointment details
• Messages or inquiries

2.2 Information Collected Through Calls

When callers interact with our AI receptionist:

• Calls may be recorded
• Calls may be transcribed
• Metadata such as call time, duration, caller ID, and routing information may be collected

Call recordings and transcripts are used solely to operate, improve, and support the services we provide to our clients.

2.3 Information Collected Through SMS

We collect:

• Phone numbers
• Message content
• Delivery status
• Opt-in/opt-out preferences

2.4 Automatically Collected Information

When interacting with our booking pages or forms, we may collect:

• IP address
• Browser type
• Device information
• Usage data
• Cookies (see Section 10)

3. How We Use Your Information

We use personal information to:

• Schedule appointments
• Send automated SMS reminders and confirmations
• Respond to inquiries
• Operate and improve our AI receptionist
• Provide customer support
• Maintain service quality
• Prevent fraud or misuse
• Comply with legal obligations

We do not sell or rent personal information.

4. Legal Basis for Processing (GDPR-Applicable Regions)

If you are located in the European Economic Area (EEA), we process your information under one or more of the following legal bases:

• Consent
• Performance of a contract
• Legitimate interests (e.g., providing appointment services)
• Compliance with legal obligations

5. How We Share Information

We only share information with third-party service providers necessary to operate our services. These include:

• Twilio — call handling, SMS delivery, call recordings
• Make.com — workflow automation
• Cal.com — appointment scheduling
• Google Calendar / Outlook — calendar syncing
• Retell AI or similar providers — AI call handling
• Cloud hosting providers — secure data storage

These providers process data on our behalf and are contractually obligated to protect it.

We do not share personal information with third parties for marketing purposes.

6. Data Retention

We retain personal information only as long as necessary to:

• Provide services
• Maintain accurate business records
• Comply with legal obligations
• Resolve disputes

Call recordings and transcripts may be retained for quality assurance and service improvement unless a client requests deletion.

7. Data Security

We implement industry-standard security measures, including:

• Encryption in transit (TLS)
• Encryption at rest
• Access controls
• Secure authentication
• Limited employee access
• Monitoring for unauthorized access

While we take reasonable steps to protect data, no system is 100% secure.

8. SMS & Automated Messaging Compliance

By providing your phone number, you consent to receive automated messages related to:

• Appointment confirmations
• Reminders
• Follow-ups
• Service-related notifications

Message and data rates may apply. You may opt out at any time by replying “STOP”.

9. Your Rights

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

• Access your data
• Correct inaccurate data
• Request deletion
• Restrict processing
• Object to processing
• Request a copy of your data
• Withdraw consent

To exercise these rights, contact us using the information below.

10. Cookies and Tracking Technologies

Our booking pages and forms may use cookies to:

• Improve user experience
• Maintain session state
• Analyze usage patterns

You may disable cookies in your browser settings, though some features may not function properly.

11. Children’s Privacy

Our services are not intended for individuals under 13. We do not knowingly collect information from children. If we learn that we have collected such information, we will delete it promptly.

12. International Data Transfers

If you are located outside the United States, your information may be transferred to and processed in the U.S. or other countries where our service providers operate. We take steps to ensure appropriate safeguards are in place.

13. Changes to This Privacy Policy

We may update this Privacy Policy periodically. The “Last Updated” date at the top reflects the most recent revision.

14. Contact Us

If you have questions or requests regarding this Privacy Policy, contact:

QS Assist
Email: [email protected]
Phone: (478) 500-4181

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