Privacy Policy

Last updated September 11, 2026

This policy explains what information Robyn collects, why we collect it, and what we do with it. It covers tryrobyn.com and the Robyn AI receptionist service.

Who this policy is about

Robyn provides an AI phone receptionist to appointment-based businesses. Two different groups of people are covered here, and they are treated differently:

Clients — businesses that hire Robyn to answer their phone. We decide how client account information is handled, and requests about it come to us.
Callers — people who phone a business whose line Robyn answers. We handle caller information on behalf of that business. The business decides what is collected and how long it is kept. If you called a business and want your information corrected or deleted, contact that business first; we will help them act on it.

What we collect

From clients

Name, business name, email address and phone number.
What you tell us about your business so the agent can answer accurately: services, prices, hours, location, policies and staff.
Calendar, booking and phone number configuration.
Billing details. Payments are handled by a payment processor; we do not store full card numbers.
Support messages you send us.

From callers

The phone number the call came from.
An audio recording and written transcript of the call.
Date, time and length of the call.
Whatever is said during the call. In practice this is usually a name, sometimes an email address, the service being asked about, and the appointment date and time.

From website visitors

Pages viewed, the site you arrived from, approximate location derived from your IP address, and basic device and browser information.
Anything you send us through the chat widget on our contact page. This is the only place on Robyn where we collect contact details, and it is loaded from our CRM provider. If you give us a mobile number there, we may reply by text message as well as in the chat.

Call recording

Robyn records and transcribes the calls it answers. Every call opens by telling the caller the call is recorded, before any other information is collected.

Recording law varies by state. Some states, including Florida, require every party to a call to consent to being recorded. Clients are responsible for confirming that recording, as they have configured it, is lawful where they operate and for the callers they receive. Callers who do not want to be recorded can end the call, or ask to be passed to a person or to leave a message instead.

How we use information

To answer calls, answer questions and book appointments.
To send appointment confirmations and reminders, where the client has turned that on.
To give the client a record of their calls, including recordings and transcripts.
To find and fix mistakes. We review recordings and transcripts to correct how the agent answers for that client. We do not sell recordings or transcripts, and we do not use them to build products for anyone other than the client whose calls they are.
To bill clients, provide support and respond to enquiries.
To meet legal, tax and accounting obligations.

Text messages

Where a client enables texting, Robyn may send appointment confirmations and reminders to callers who provide a mobile number.

Message frequency varies and depends on your appointments. Message and data rates may apply.
Reply STOP to any message to opt out. Reply HELP for help.
Opting out of texts does not cancel your appointment. Contact the business directly to change or cancel it.
We do not sell or share mobile phone numbers, or consent to receive text messages, with third parties or affiliates for their marketing purposes.

Who we share information with

We do not sell personal information. We share it only with providers that run parts of the service, and only so far as they need it:

HighLevel — the platform the agent, phone numbers, calendars, forms and messaging run on.
Telephony carriers — to place and receive calls and text messages.
Vercel — website hosting.
A payment processor — to bill clients.
Professional advisers, and anyone we are legally required to disclose to, such as in response to a valid legal request.

If the business is ever sold or merged, information may transfer as part of it. We would say so before that changed how information is handled.

Cookies

Our site uses cookies to function and to understand how the site is used. The chat widget on our contact page and the voice widget on our home page are loaded from our CRM provider and may set their own cookies. You can block or delete cookies in your browser settings; some parts of the site may stop working if you do.

How long we keep information

Call recordings and transcripts are kept while the client account they belong to is active. Clients can ask us to delete them sooner, or to set a shorter retention period.
Client account information is kept while the account is active and for up to twelve months after it closes, then deleted except where we must keep it for legal or tax reasons.
We act on verified deletion requests within thirty days.

Your choices

You can ask us to give you a copy of the information we hold about you, correct it, or delete it. You can opt out of marketing email at any time using the unsubscribe link, or by emailing us.

If you are a caller rather than a client, contact the business you called first. They control that information, and we will help them respond.

Depending on where you live you may have additional rights, including the right to know what personal information is collected, to have it deleted, to correct it, and not to be treated differently for exercising those rights. We do not sell personal information and we do not share it for cross-context behavioral advertising. To make a request, email contact@tryrobyn.com.

Security

Information is sent over encrypted connections and access is limited to the people who need it. No system is perfectly secure, and we cannot guarantee that information will never be accessed without authorization. If a breach affects you, we will tell you as required by law.

Children

Robyn is a service for businesses and is not directed at children. We do not knowingly collect information from children under 16. If you believe a child has provided information, email us and we will delete it.

Where information is handled

Robyn is operated from the United States and information is processed there. If you contact us from outside the United States, you are sending information to the United States.

Changes

We may update this policy. The date at the top shows when it last changed. If a change materially affects how we handle information, we will tell affected clients directly.

Contact

Questions about this policy, or any request about your information: contact@tryrobyn.com.