Legal

Privacy Policy

How we collect, use, and protect your data.

Privacy Policy

Updated October 3, 2026

This Privacy Policy explains how X3 E-Commerce LLC d/b/a FrontDesk Global (“FrontDesk Global,” “we,” “us”) collects, uses, and protects information on frontdeskglobal.com and in our products: TheAutoReply, TestimonialCollect, PreventNoShows, FreshLocalSEO, ReplaceReceptionist, and CustomerRetentionAI (together, the “Services”). Each product’s own site also has a privacy policy with the details for that product; if the two differ, the product’s policy applies to that product.

1. Our role

When a business uses our Services, the business decides whose information goes in (its customers, callers, and reviewers) and we process it on the business’s behalf as a service provider (a “processor”). For our own customer relationship (your account, billing, and support) we are the controller.

2. Information we collect

2.1 From business owners

  • Account information: name, business name, e-mail address, password (stored only as a salted hash), phone number.
  • Billing: handled by Stripe. We never see or store full card numbers.
  • Business settings: brand voice, business details, message wording, reminder and approval settings.
  • Support messages you send us.

2.2 About your customers (entered, imported, or synced by you)

  • Names, mobile numbers, and e-mail addresses.
  • Appointments (PreventNoShows), visit and payment history (CustomerRetentionAI, TestimonialCollect), testimonials, optional video testimonials, and sharing choices (TestimonialCollect), photos you upload (FreshLocalSEO), Google reviews and replies (TheAutoReply), and missed-call details, text conversations, booking requests and voicemails (ReplaceReceptionist).
  • Text-message consent records, opt-outs, and message history.

2.3 From services you connect

Only if you connect them: Google Business Profile (reviews, replies, posts, and basic profile details), a Facebook Page (reviews), Stripe or Square (customers and payment dates and amounts, read-only where the service allows it), and private calendar feeds or Square Appointments (appointments). You can disconnect any of them at any time.

2.4 Collected automatically

Server logs (IP address, browser, pages, errors) and a session cookie that keeps you signed in. Our sites use Cloudflare Web Analytics, which does not use cookies. We do not use advertising cookies or third-party tracking pixels.

3. How we use information

  • To run the Services you turn on: draft replies and posts, send the reminders, requests, and messages you set up, text back missed calls, and show you results.
  • To bill you, provide support, keep accounts secure, and prevent abuse.
  • To comply with law and enforce our Terms.

What we do NOT do

  • We do not sell personal information or share it for cross-context behavioral advertising.
  • We do not train AI models on your data or your customers’ data, and our AI provider does not either.
  • We do not link or share customer records between different businesses.
  • We do not use your customers’ contact details to market anything of our own to them.

4. One customer timeline across your FrontDesk Global products

If your business uses more than one of our products, we link records that refer to the same customer — matched by phone number or e-mail address — so you see a single timeline of that customer’s visits, appointments, messages, reviews, testimonials, and calls across your FrontDesk Global products. This linking happens only inside your own business account. One business can never see another business’s customers, and we never combine records across businesses.

4A. FrontDesk hub: Full Circle, the morning text, the Receipt, and plays

Business owners who use our products get a hub at app.frontdeskglobal.com/hub. It uses the linked customer records described above, only inside that business’s account:

  • Customer timelines and notes. The hub shows each customer’s events across the business’s products, lets the owner add private notes and to-dos, and lets the owner merge duplicate records (every merge is logged and can be undone). For healthcare businesses, review events are hidden from timelines.
  • Morning text (“Chief of Staff”). If the owner verifies a mobile number (we store the one-time code only as a hash), we text that number once a day with a summary built from templates, not AI. Replies from that number are used only to send the requested details back to the same number, or a one-time link that expires after 24 hours and still requires the owner to be signed in. Replying PAUSE or STOP stops it.
  • FrontDesk Receipt. We calculate a monthly statement from records in the account and store it, and we e-mail it to the owner unless they turn that off.
  • Plays. Rules the owner can switch on, off, or to preview-only connect products (for example, offering a cancelled time to a regular, or creating a private to-do after a low-star review). Every decision is logged. Plays follow the same consent, quiet-hours, and STOP rules as every text, and never post anything publicly.
  • Quick texts from a timeline. An owner can text a customer from the hub only where there is consent evidence (an informational opt-in, appointment consent, or the customer texted the business in the last 7 days).

4B. Stored media

  • TestimonialCollect videos. If a customer chooses to record a video testimonial (up to 60 seconds), it is stored privately with Cloudflare (R2). It is kept only if the customer allows it to be shown, and it is published only after the business approves it. Otherwise it is deleted when the customer submits.
  • FreshLocalSEO photos. Photos a business uploads are stored privately with Cloudflare (R2) and sent to its Google Business Profile only after the business approves each one.

5. AI features

  • What uses AI: TheAutoReply (review-reply drafts), TestimonialCollect (spelling and grammar tidy-ups, quote and caption suggestions), FreshLocalSEO (post drafts), CustomerRetentionAI (win-back text drafts), and ReplaceReceptionist (text replies to callers after a missed call, voicemail transcripts, and reading your website when you ask it to import it). FreshLocalSEO’s weekly AI answer check sends questions about businesses like yours (no customer data) to AI assistants. PreventNoShows does not use AI; its no-show forecast is a points calculation.
  • Provider: Anthropic (Claude models). We send only the input needed for each task. Anthropic processes it to return output to us and does not use it to train its models.
  • You stay in control: drafts wait for your approval by default. Automatic posting or sending is off until you turn it on, and 1–3★ review replies always wait for you.
  • Private review matching: where we suggest which of your customers may have written a public review (by comparing the reviewer’s public display name and timing with your own records), that suggestion is shown only to you inside your account. It is never included in a public reply, never shown to the reviewer or anyone else, and is off by default for healthcare businesses (such as dental, medical, therapy, chiropractic, pharmacy, and med spa). AI is never used to put private customer details into public replies.

More detail: AI Disclosure.

6. Text messages (SMS)

TestimonialCollect, PreventNoShows, and CustomerRetentionAI send texts that a business sets up for its own customers, and ReplaceReceptionist texts a caller back after a missed call, replies to the texts they send, and sends at most one follow-up the next morning if they never reply. We also send owners the alerts and morning text they ask for, at the mobile number they provide. The business is the sender; FrontDesk Global delivers the messages through our SMS provider, Telnyx.

  • Two kinds of consent. Each business keeps separate consent for each phone number: informational texts (about something the customer asked for or booked, such as appointment reminders, confirmations, and feedback requests after a visit) and marketing texts (promotions such as win-back offers). Marketing texts go only to people who agreed to receive marketing texts from that business.
  • Quiet hours. Automated texts are sent only between 8:00 a.m. and 9:00 p.m. in the business’s local time. Texts that come due outside that window wait until it opens.
  • STOP works per business. Replying STOP (or STOPALL, UNSUBSCRIBE, END, QUIT, CANCEL, REVOKE, OPT OUT) to a business’s text stops all further texts from that business through any FrontDesk Global product. It does not stop texts from other, unrelated businesses that use FrontDesk Global; reply STOP to their messages separately. Replying START to that business opts you back in.
  • HELP. Reply HELP for help, or e-mail hello@frontdeskglobal.com.
  • Consent records. We keep the consent and opt-out records a business needs to show compliance (time, method, and the consent wording where we collected it), for at least four years.
  • No sharing of mobile data. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text-messaging opt-in data and consent are never shared with any third party, except our SMS provider for the sole purpose of delivering messages.
  • Message frequency varies by business. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages.

How customers opt in: frontdeskglobal.com/sms-consent.

7. Google user data — Limited Use

TheAutoReply and FreshLocalSEO connect to Google Business Profile only when you authorize it. Our use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We use Google data only to provide the features you see (reading reviews, posting replies and posts you approve). We do not use it for advertising, do not use it to train AI models, do not transfer it except to the sub-processors below as needed to run the Services, and do not let people read it except with your consent, for security, or as required by law. When you disconnect, we stop accessing your Google data immediately and delete the stored access tokens. Reviews, replies, and posts already in your account remain available to you until you ask us to delete them or close your account.

8. Sub-processors

VendorWhat they do
Cloudflare, Inc.Hosting, database, private file storage (videos and photos), security, and cookieless site analytics
Anthropic, PBCAI text generation (Claude models)
Telnyx LLCText-message delivery; phone numbers, forwarded calls and voicemail recording and transcription for ReplaceReceptionist
Resend, Inc.Transactional e-mail
Stripe, Inc.Subscription billing and payments
Google LLCGoogle Business Profile APIs, only when you connect a profile
Local FalconLocal search ranking scans for FreshLocalSEO, only if turned on for your account
Google LLC (Maps Platform, Gemini)FreshLocalSEO listing checks (Places API) and, where enabled, the AI answer check (no customer data)
OpenAIFreshLocalSEO AI answer check, where enabled (no customer data)
Open-MeteoPreventNoShows weather forecasts, only if a business turns weather on (business location only)

9. Sharing and disclosure

We share information only with the sub-processors above, with services you connect, when required by law or valid legal process, to protect rights and safety, or with a successor in a merger or acquisition that keeps these commitments.

10. Retention

  • Account and product data: while your account is active. After you cancel, we keep it at least 30 days so you can export it, then delete it within 90 days.
  • Payment records: as long as tax and accounting law requires (typically seven years).
  • Text-message consent and opt-out records: at least four years, and opt-outs for as long as needed to honor them.
  • You can ask us to delete specific data sooner by e-mailing hello@frontdeskglobal.com; we complete deletion within 30 days of your request, except where the law requires us to keep it.

11. Your rights

Wherever you live, you can ask to access, correct, export, or delete your personal information, and to object to or restrict certain processing. If your information was given to us by a business that uses our Services (for example, you are that business’s customer), we will pass your request to that business and help it respond. E-mail hello@frontdeskglobal.com. We respond within 30 days, or sooner where the law requires. California residents: we do not sell or share personal information as those terms are defined in the CCPA/CPRA. EU/UK residents may also complain to their data protection authority.

12. Children

The Services are for businesses and are not directed to children under 16. We do not knowingly collect children’s information; contact us and we will delete it.

13. International transfers

We are based in the United States and process data in the U.S. and wherever our sub-processors operate.

14. Security

Data is encrypted in transit (TLS) and stored with Cloudflare, which encrypts it at rest. Passwords are stored only as salted hashes, and payment-connection keys and calendar links are additionally encrypted. No system is perfectly secure; if a breach affects your data, we will notify you as the law requires.

15. Changes

We will post changes here with a new date, and e-mail account holders about material changes before they take effect.

16. Contact

X3 E-Commerce LLC d/b/a FrontDesk Global, Howell, Michigan, USA · hello@frontdeskglobal.com