Privacy Policy
This policy explains how Frontmate handles personal information on the public website and when someone uses the AI receptionist.
Last updated: August 18, 2026
1. Who we are
Frontmate operates frontmateai at https://www.frontmateai.com. Frontmate provides an AI phone receptionist that answers calls, captures caller details, and can transfer a caller to a person when that option is configured.
Privacy questions and requests: info@frontmateai.com.
2. Scope of this Privacy Policy
This policy describes personal information handled through the Frontmate website and the live calling features that currently ship with the product. It covers:
- people who visit the website
- people who submit the homepage demo form, the contact form, or the blog newsletter form
- people who speak with the AI receptionist on a Frontmate call
The public website does not currently include customer account sign-in. If you later use Frontmate under a customer agreement, that agreement may add terms for information processed on your behalf.
3. Information we collect
Information you provide
The homepage demo form collects:
- first name
- phone number
- industry (for example healthcare, trades, real estate, legal, or finance)
The contact form collects:
- name
- email address
- phone number
- business name
- industry
- message
The blog newsletter form collects:
- email address
Call and communication information
When a demo or inbound Frontmate call runs, the product may process:
- calling and called phone numbers
- Twilio call identifiers and call status (for example ringing, in progress, completed, or transferred)
- first name and industry associated with a demo request
- spoken words converted to text during the call
- the receptionist’s spoken replies
- details the caller provides in conversation, such as a callback number, reason for calling, or appointment window, depending on the industry playbook
- a short AI-generated call summary after the call ends
The current calling implementation uses Twilio speech recognition to turn live speech into text. It does not include a separate audio-file recording feature in the application database. Twilio still processes call audio in order to connect the call and convert speech to text.
Automatically collected information
This website does not include Google Analytics, Google Tag Manager, or advertising pixels. Our hosting provider may collect ordinary technical logs needed to deliver pages, which can include IP address, request time, requested URL, and browser user-agent.
4. How we use information
We use the information described above to:
- place the requested demo call and run the AI receptionist
- answer, route, or transfer calls when those features are configured
- capture lead and callback details from a conversation
- generate a short summary of the call for follow-up
- respond to contact-form messages
- send a welcome email when you join the blog newsletter
- email you when a new Frontmate blog post is published
- operate, debug, and secure the website and calling stack
- meet legal obligations that apply to us
This codebase does not include a Frontmate-operated model-training pipeline. Conversation text is sent to Google Gemini so the receptionist can reply and summarize, as described below.
5. AI processing
Frontmate uses Google Gemini to understand what a caller said and to generate the next spoken reply. After a call, Gemini may also receive the text transcript to produce a two-sentence summary of intent and callback details.
Depending on the selected industry playbook, the receptionist is instructed to collect practical follow-up details (for example name, reason for the call, and a callback number) and to refuse medical, legal, investment, or tax advice.
Google’s handling of information submitted through the Gemini API is governed by Google’s terms and privacy documentation for that API. This policy does not describe Google’s own model-training practices.
6. Calls, speech, and transcripts
Demo calls are initiated when someone submits a phone number on the homepage. Inbound calls are answered through Twilio webhooks. During a call, Twilio gathers speech, Frontmate stores the resulting text turns, and Gemini generates the next reply. Amazon Polly, accessed through Twilio, is used to speak those replies.
Where a transfer number is configured, a caller who asks for a person may be connected to that number.
Call-recording and consent rules vary by jurisdiction. The current product stores text transcripts and summaries rather than a dedicated audio recording file. Customers who enable additional telephony recording outside this codebase are responsible for any notices and consents those features require. This policy is not a guarantee that every Frontmate customer is compliant with call-recording law.
8. Sale of personal information
The current website and calling stack do not include data-broker, advertising-pixel, or paid-audience integrations. Whether a particular disclosure is a “sale” or “share” under a specific privacy law is a legal question. If you want to make a request related to sale or sharing, email info@frontmateai.com.
10. Retention
The product does not currently publish a fixed deletion schedule (for example 30 days or 7 years). We keep demo leads, call records, transcripts, summaries, contact submissions, and newsletter emails for as long as reasonably needed to provide the requested demo, inquiry follow-up, or newsletter, operate the service, debug issues, and meet legal obligations. You can ask us to delete information we hold about you by emailing info@frontmateai.com.
11. Security
We use reasonable administrative and technical measures appropriate to this product, including TLS for the public website, environment variables for secrets, Twilio request-signature checks on voice webhooks, and access-controlled cloud hosting and databases. No method of transmission or storage is completely secure, and this policy does not claim certifications such as SOC 2, HIPAA, PCI, or specific encryption standards.
12. International transfers
Frontmate is operated from the public website at https://www.frontmateai.com. Service providers such as Twilio, Google, Neon, and Hostinger may process information in the United States or other countries where they operate. This policy does not claim participation in a specific transfer framework.
13. Privacy rights
Depending on your location and applicable law, you may have rights to request access, correction, deletion, restriction, objection, portability, or withdrawal of consent where consent is relied on. Not every right applies in every place.
To make a request, email info@frontmateai.com with enough detail for us to find the relevant records (for example the phone number used on a demo call or the email used on the contact or newsletter form). Newsletter emails include an unsubscribe link. You can also email info@frontmateai.com to stop newsletter mail.
14. EEA and UK
If European or UK data-protection law applies to a particular processing activity, we rely on the lawful basis that fits that activity. For this product that typically includes taking steps at your request before a contract (a demo or inquiry), consent where you submit an email for the newsletter, legitimate interests in operating a requested AI receptionist demo and securing the service, and legal obligations where they apply.
15. U.S. state privacy rights
Residents of some U.S. states may have additional rights under applicable state law. Frontmate does not, in this policy, claim that a specific statute such as the CCPA necessarily applies to it. Email info@frontmateai.com to exercise any right you believe you have, including access or deletion.
16. Children’s privacy
Frontmate is a business phone-receptionist product. It is not directed at children, and we do not knowingly collect personal information from children through the public demo, contact, or newsletter forms. If you believe we have information about a child, email info@frontmateai.com.
17. Third-party links
The website may link to third-party sites or services, including provider documentation. Those services have their own privacy practices. This policy applies to Frontmate’s website and the calling features described here.
18. Changes to this policy
We may update this policy as the product or our practices change. The “Last updated” date at the top of this page will change when we publish a revision.
19. Contact us
Frontmate
Website: https://www.frontmateai.com
Email: info@frontmateai.com
Related: Terms of Service.