Privacy Policy

1. Information We Collect

We may collect the following types of information:

Personal Information

• Full name
• Email address
• Phone number and information you provide during a support call
• Basic application information you ask the AI receptionist to place into an unfinished form draft
• Mailing address
• Emergency contact information
• Date of birth (if required for membership)

Membership Information

• Membership type and status
• Payment history
• Contract submissions
• WiFi subscription status

Payment Information

Payments are processed securely through Stripe. We do not store full credit card numbers on our servers. Stripe may collect payment details in accordance with its own privacy policy.

Website & Technical Data

• IP address
• Browser type
• Device information
• Basic website usage analytics (via Google Analytics)
• AI receptionist routing and delivery diagnostics, including the top-level wording used to understand a request and the receptionist response for automatically flagged turns

2. How We Use Your Information

We use your information to:

• Process memberships and contracts
• Manage billing and subscriptions
• Send membership confirmations and updates
• Respond to customer support inquiries
• Measure and improve AI receptionist routing, call reliability, form assistance, messaging, and transfers
• Create a temporary, prefilled form link when you request guided form assistance by phone
• Provide WiFi access to subscribers
• Maintain facility security and operational records
• Comply with legal obligations

We do not sell, rent, or trade your personal information.

3. How We Share Information

We may share information with:

• Stripe for payment processing
• Technology service providers (such as website hosting or form platforms)
• Law enforcement if required by law

All third-party providers are expected to maintain appropriate security measures. When you call the RORC phone line, speech may be processed by our telephony and AI service providers to operate the receptionist, answer general questions, and route an approved request to the RORC team. Guided form answers are handled by RORC's server-side form workflow and are not intentionally submitted to the general-answer AI model. Please do not provide passwords, PINs, payment-card information, signatures, or other sensitive secrets by phone.

4. Data Storage & Security

We take reasonable administrative and technical measures to protect your information from unauthorized access, disclosure, or misuse.

However, no method of electronic transmission or storage is completely secure. By using our services, you acknowledge this risk.

5. Data Retention

AI receptionist form-draft links expire seven days after creation. Expired drafts cannot be opened through the website and are removed by an automated cleanup process. A draft is not a submitted application; you must review, complete, and submit the form online.

Top-level caller wording used to route an AI receptionist request is retained for no more than seven days for troubleshooting. When a turn is automatically flagged because of low confidence, fallback routing, a clarification, an unresolved answer, or a system error, the caller wording and receptionist response may also be retained for no more than seven days in an Account Manager-only review queue. Structured call and reliability metadata is retained for no more than 180 days. Caller phone numbers are replaced with a one-way keyed identifier in receptionist analytics. PIN digits, keypad input, and answers collected while completing a guided form are not stored in receptionist analytics.

An Account Manager may create a longer-lived regression test from a reviewed turn only after removing names, phone numbers, account details, and other identifying information. These approved test cases contain reusable example wording and expected behavior, not a call recording or customer profile.

We retain membership and payment records as long as necessary for:

• Active memberships
• Accounting and tax purposes
• Legal compliance

You may request deletion of your personal data, subject to any legal or financial record-keeping requirements.

6. Your Rights

You may:

• Request access to your personal information
• Request corrections to inaccurate information
• Request deletion of your data (when legally permissible)
• Withdraw consent for communications

To make a request, contact us at:

support@ruthobenchainrc.com

7. Children’s Privacy

Our services are not directed toward children under 13 without parental or guardian consent.

8. Changes to This Policy

We may update this Privacy Policy periodically. Updates will be posted on this page with a revised effective date.

9. Contact Information

If you have questions about this Privacy Policy, please contact:

Ruth Obenchain Recreation Center
support@ruthobenchainrc.com
www.ruthobenchainrc.com