Privacy Policy
Who we are
Robin is an AI receptionist for service businesses, operated by Robin Inc. (DBA "Robin"), based in Walnut Creek, California. For any privacy question, write to contact@robindesk.ai.
What we collect
From operators (the practices using Robin):
- Account information — name, email, business name, address, phone.
- Billing information — handled by Stripe; we never see or store full card numbers.
- Business configuration — your knowledge base, voice settings, schedule.
From callers (people who call your Robin):
- Caller ID phone number, name (if given), and reason for calling.
- Call audio recording and a written transcript.
- Any details the caller shares during the call (appointments, messages).
How we use it
- Run the receptionist — answer calls, book appointments, take messages.
- Show operators their queue, transcripts, and analytics.
- Improve Robin's behavior. Recordings may be reviewed by our team and used to refine prompts; we do not train third-party foundation models on your data.
- Bill you and prevent abuse.
Who we share it with
We use a small set of vendors to deliver the service:
- Vapi — voice platform that powers Robin's calls.
- OpenAI — language model behind Robin's responses.
- ElevenLabs & Deepgram — voice synthesis and transcription.
- AWS — hosting and storage in the United States.
- Stripe — payments.
We do not sell personal data. We do not share it with advertisers.
Call recording & disclosure
Robin records calls. She discloses this to callers when asked ("This call may be recorded for quality and training purposes"). It is your responsibility as the operator to comply with two-party consent laws in your state — we recommend adding a disclosure to your voicemail and to any signage at your practice.
Data retention
Active accounts: we keep call records and transcripts for as long as the account is active. Cancelled accounts: we retain data for 90 days, then delete. You can request earlier deletion by emailing contact@robindesk.ai.
Security
Data is encrypted in transit (TLS) and at rest. Access to production systems is limited and logged. Robin is not HIPAA-compliant today and we do not sign BAAs — it's a good fit for practices with lighter PHI exposure (optometry, dental, veterinary, med spa) and not a fit for primary care or behavioral health right now.
Your rights
You can request a copy or deletion of data tied to your account at any time by emailing contact@robindesk.ai. If you are a caller (not an operator) and want your information removed, contact the practice you called — they control their data and can ask us to delete it.
Children
Robin is not directed at children under 13. If you believe a minor has interacted with Robin, contact us and we'll handle it.
Changes to this policy
We'll update this page when our practices change and post the new effective date at the top. For material changes, we'll email account owners.
Contact
Questions about privacy? contact@robindesk.ai.