Privacy Policy

1. What AeroDesk AI collects

Account information: name, email address, login details, profile photo, team role, support requests, support attachments, referral invites, and referral reward status.

Business information: business name, website, services, location, phone numbers, email addresses, business hours, booking links, review links, branding, chatbot settings, AI receptionist settings, automation settings, integration settings, and notification settings.

Setup and authorization information: saved onboarding drafts, the phone path and number you choose, whether you permit a similar local number, existing-number ownership confirmation, agreement version and time, and supported device or network details used to protect the authorization record.

Customer conversation data: website chat messages, phone call details, call recordings or transcripts when enabled, email messages forwarded into AeroDesk AI, booking requests, customer contact details, customer concerns, review request status, summaries, notes, and follow-up history.

Connected social-channel data: the Facebook Pages, Instagram professional accounts, and WhatsApp senders a business chooses to connect; their provider identifiers, display names, profile images, connection status, encrypted access credentials, and the exact account that received a conversation.

Social conversation data: sender and recipient identifiers, messages, supported attachment details, timestamps, delivery status, and whether AI or a person is handling the conversation. Connected social accounts share one Inbox, but each conversation remains tied to its receiving account and business.

Billing information: plan, invoices, subscription status, usage, Usage Boost purchase count and expiration, referral credits, and Stripe billing identifiers. Card details are handled by Stripe and are not stored directly by AeroDesk AI.

Technical information: device, browser, IP address, logs, error events, security events, widget sessions, PWA install and push-notification data, demo callback events, alert delivery logs, rate-limit events, and usage data needed to run and protect the service. With visitor permission, Google Analytics may receive anonymous page views and conversion events such as pricing CTA clicks, checkout starts, and signup method. AeroDesk AI does not send names, email addresses, phone numbers, setup tokens, or full query strings to Google Analytics. Website-chat analytics may derive an approximate city, region, and country from request information; AeroDesk AI does not store GPS coordinates or an IP address in your business location analytics record.

2. How we use the data

To operate the website chat, AI receptionist, Inbox, review requests, customer follow-ups, alerts, automations, PWA app views, referrals, billing, support, and reporting.

To personalize AI replies with your business name, services, hours, booking link, review link, location, phone number, and instructions.

To save and resume onboarding, verify the owner’s phone choice, prevent duplicate purchases, configure the correct business route, and keep an audit record of activation decisions.

To save customer conversations, transcripts, summaries, and follow-up tasks so you can respond.

To route a social message only to the business and connected account that received it, prevent duplicate processing, deliver an approved same-channel reply, and support Take Over and Return to AI controls.

To count only successfully delivered AI social responses toward the shared social allowance. Incoming messages, manual replies, failed sends and duplicate provider events are not counted as social AI replies.

To send service messages such as support replies, account emails, billing notices, referral reward messages, booking confirmations, review requests, allowed follow-ups, app alerts, and urgent alerts when enabled.

To monitor, secure, debug, improve, and prevent abuse of AeroDesk AI. Optional Google Analytics is used only after analytics consent and can be declined or changed from Analytics preferences on this Privacy page.

To provide your business with grouped, approximate city and country analytics for website-chat visitors, leads, and booking-link activity.

3. AI, calls, transcripts, and customer communications

AeroDesk AI may use AI providers and voice providers to generate replies, answer calls, summarize conversations, transcribe calls, draft follow-ups, support Ask AeroDesk AI, and power approved AI connector workflows.

AeroDesk AI does not use connected-channel message content to train or improve general-purpose AI models. We instruct service providers to process this content only to provide, secure, and support the selected AeroDesk AI functions, subject to their contractual terms and applicable law.

Incoming calls use the receptionist identity you choose for your business. The receptionist must not claim to be human and is instructed to identify itself as automated if a caller asks. Automated outbound calls identify the receptionist as automated and are limited by AeroDesk AI to approved service workflows such as requested callbacks, appointment confirmations, reminders, and rescheduling.

When call recording or transcription is enabled, AeroDesk AI can play a short notice before the conversation continues. You choose your recording and transcript retention settings, and your authorized users can access available call details in your private workspace.

You are responsible for telling your customers when calls or messages may be handled by AI, recorded, transcribed, or monitored, and for getting any consent required by the laws that apply to you.

You are responsible for the content, timing, consent, and legal basis for customer SMS, email, review, and call communications you enable inside AeroDesk AI.

You are responsible for describing approximate website visitor location analytics in your privacy notice and providing any consent or opt-out required by applicable law.

4. How data is shared

We share data with service providers only as needed to run AeroDesk AI. This can include hosting/database providers, email providers, payment processors, phone/SMS providers, AI/voice providers, analytics/error tools, and integrations you choose to connect.

Examples may include Supabase, Stripe, Twilio, ElevenLabs, Meta services such as Facebook Messenger and Instagram, Google Analytics, email delivery providers, hosting providers, Zapier, and AI connectors or other tools you choose to connect.

We do not sell customer conversation data or your customer lists.

5. Your control and business data separation

Your business data is stored separately by business ID. You should access only businesses you are authorized to manage.

If you own the account, you can invite team members, configure alerts, manage settings, manage billing through Stripe, view referral status, and request account deletion review.

Your customers can request access, correction, deletion, or opt-out through your business. You are responsible for handling your customer privacy requests, and AeroDesk AI can help process platform-level requests when needed.

For customer conversations collected on your behalf, you decide why your business communicates with the customer and what information it submits. AeroDesk AI processes that information to provide your configured service and protect the platform.

6. SMS, email, opt-outs, and review requests

You should send customer SMS and email follow-ups only when you have a valid reason and the required consent. Customers must be able to opt out where required.

Mobile numbers and SMS consent information are not sold or shared with third parties or affiliates for their own marketing or promotional purposes. They may be shared with communications providers and other service providers only as needed to deliver, secure, support, or comply with law for the requested service.

When SMS is enabled, message frequency depends on the customer-requested appointment or service activity. Message and data rates may apply. Customers can reply STOP to opt out and HELP for help.

Optional AeroDesk product tips are separate from essential account, billing and security messages. Where enabled with your permission, we store campaign timing, send and delivery outcomes, opt-outs and Instagram link clicks. A link click, including a possible automated email-scanner visit, is not proof that you followed our Instagram account. You can manage product email permission in Settings or unsubscribe from the email.

Review request emails include an unsubscribe option when sent through AeroDesk AI. Public review requests should not be gated based on whether a customer is happy or unhappy.

App alerts are internal dashboard/PWA alerts for your business. Urgent SMS alerts to the business owner are also internal alerts. Your customers do not see the owner’s private number.

7. Security and retention

We use access controls, authentication, business-level data separation, encrypted connections, provider security controls, logging, and abuse protections to help protect data.

No internet service can promise perfect security. You should use strong passwords, limit team access, keep email forwarding and integrations secure, review connected AI tools, and tell us quickly if you suspect unauthorized access.

We keep data while an account is active and while needed to provide the service, comply with legal obligations, resolve disputes, protect the service, or maintain legitimate business records. Different records can have different retention periods.

You can configure call recording and transcript retention for your business. Some operational, billing, consent, security, suppression, and audit records may need to remain longer than conversation content so AeroDesk AI can protect accounts, honor opt-outs, and maintain accurate records.

When an authorized owner deletes a supported provider recording, the provider audio or conversation is permanently removed as supported by that provider. AeroDesk keeps the saved caller details, date and time, duration, outcome, AI summary, transcript, call history, and deletion audit record. Whole-call and transcript deletion are not offered in this flow.

Deletion requests are reviewed so billing, phone numbers, customer records, integrations, active subscriptions, legal holds, and support records are handled safely and accurately.

8. Children and sensitive data

AeroDesk AI is not intended for children under 13.

You should not use AeroDesk AI to collect highly sensitive information unless you have confirmed the service is appropriate for your use case and you have the required safeguards and permissions.

9. Analytics, cookies, and device permissions

Necessary browser storage may be used for sign-in, security, preferences, PWA behavior, and other features required to operate the service.

Optional website analytics run only after the visitor chooses analytics. Visitors can reopen Analytics preferences on this Privacy page and change that choice.

Push notifications, microphone access, installation, camera access, and similar device features require the user or device to grant permission. AeroDesk AI cannot override browser or operating-system permissions.

10. Service providers and international processing

AeroDesk AI relies on service providers for hosting, databases, payments, email, communications, AI, voice, analytics, security, and customer-enabled integrations. We share only the information reasonably needed for the selected function.

Those providers may process information in Canada, the United States, or other locations where they operate. Information may therefore be subject to the laws and lawful access rules of those locations.

If you enable a third-party integration, you are responsible for reviewing it, limiting its access, and confirming that it is appropriate for your customers and business.

11. Access, correction, deletion, and complaints

Account owners can update much of their business and account information directly. They can request a data export or account deletion from Settings, or send an access, correction, export, or deletion request to support. We may require identity or account verification before acting.

Disconnecting Facebook, Instagram, or WhatsApp stops AeroDesk AI from using that saved connection after the disconnect completes. It does not by itself erase earlier conversation, delivery, consent, security, billing, or audit records. An account owner can use the deletion request process for existing AeroDesk AI data.

If you are a customer of a business that uses AeroDesk AI, normally contact that business first because it controls the customer relationship and can identify the relevant conversation or record.

We may keep limited information when required for billing, fraud prevention, legal obligations, dispute resolution, security, or suppression of future communications. We will explain material limitations when responding to a verified request.

Privacy concerns can be sent to support. Nothing in this policy removes rights that cannot legally be waived under applicable privacy law.

12. Policy updates

We may update this policy when the product, providers, legal requirements, or data practices change. The updated date at the top shows when this version was last revised.

If a change materially affects how account or customer information is handled, we may provide an additional account notice or request a new choice when required.

13. Contact

AeroDesk AI is operated by Briteapps Inc. Questions about privacy or data requests can be sent to support@aerodeskai.com.

Mailing address: 3230 Yonge Street, #4218, Toronto, Ontario M4N 3P6, Canada.