Privacy Policy

VietFrontDesk — a service of Xom Viet USA LLC
San Antonio, Texas · support@vietfrontdesk.com
Effective date: September 3, 2026

VietFrontDesk provides an AI phone receptionist and related services to nail salons and similar small businesses. This Privacy Policy explains what information we collect, how we use it, and the choices you have. It applies to our website (vietfrontdesk.com), our phone answering service, and our text messaging program.

This policy covers two groups of people:

• Salon clients — the business owners and staff who subscribe to VietFrontDesk.
• Callers — the members of the public who call a salon whose phone is answered by VietFrontDesk.

If you are a caller, the salon you called is our client. We handle your information on the salon's behalf so the salon can serve you.

1. Information we collect

From callers

When you call a salon that uses VietFrontDesk, our AI receptionist answers the call. During that call we may collect:

• Your phone number (caller ID).
• Your name and any details you provide to book, change, or ask about an appointment (for example, the service you want, your preferred date and time, and how many guests).
• A recording and a written transcript of the call.
• Whether you asked to receive text messages about your appointment, and the date and time you agreed.

From salon clients

When a salon signs up for VietFrontDesk, we collect:

• Business name, business phone number, business address, and hours.
• The owner's name, email address, and mobile number for account and support purposes.
• Services offered, pricing, and staff names as provided by the salon.
• Billing information, which is handled by our payment processor. We do not store full card numbers.
• Login credentials for the salon dashboard.

From website visitors

When you visit vietfrontdesk.com we may collect standard technical information such as your IP address, browser type, pages viewed, and the date and time of your visit. We may use cookies or similar technologies for basic site operation and analytics.

2. Call recording and transcription

Calls answered by VietFrontDesk are recorded and transcribed. Recordings and transcripts are used to complete your request (such as booking an appointment), to let the salon review what was discussed, to resolve disputes, and to improve the accuracy of our service.

Recordings and transcripts are stored by VietFrontDesk on behalf of the salon. They are not sold and are not used for advertising.

3. How we use information

We use the information we collect to:

• Answer calls, book and manage appointments, and answer questions on the salon's behalf.
• Send appointment confirmations and reminders by text message only if you asked for them (see Section 5).
• Show the salon its call history, bookings, and recordings in the salon dashboard.
• Provide customer support to salon clients and callers.
• Bill salon clients for the service.
• Operate, maintain, secure, and improve our service.
• Comply with law and enforce our Terms of Service.

We do not use caller information to market to callers. We do not build advertising profiles.

4. How we share information

We share information only as described here:

• With the salon you called. Callers' names, numbers, appointment details, recordings, and transcripts are shared with the salon so it can serve you. The salon's own use of that information is governed by the salon's practices.
• With service providers that help us run the service. These include our telephone carrier, our AI voice platform, our cloud database and hosting providers, our calendar service, our text messaging carrier, and our payment processor. Each provider may access only the information needed to perform its function for us and may not use it for any other purpose.
• For legal reasons. We may disclose information if required by law, subpoena, or court order, or to protect the rights, safety, or property of VietFrontDesk, our clients, callers, or the public.
• In a business transfer. If VietFrontDesk is sold or merged, information may be transferred to the new owner, who will remain bound by this policy.

We do not sell personal information. We do not share personal information with third parties for their own marketing.

Text messaging opt-in data

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All the categories above exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

5. Text messaging (SMS) program

If you tell our AI receptionist that you want a text confirmation or reminder for your appointment, we will send text messages to the phone number you called from (or the number you gave us). Details of the program, including how to opt out, are on our SMS Terms page at vietfrontdesk.com/sms.html.

Key points:

• Consent to receive texts is given verbally during the call, and the time of consent is recorded.
• Messages are limited to your appointment: confirmations, reminders, and changes.
• Message frequency varies; typically one to three messages per appointment.
• Message and data rates may apply.
• Reply STOP to any message to opt out. Reply HELP for help, or email support@vietfrontdesk.com.
• Your phone number and your consent are used only for this program and are never shared or sold for marketing.

6. How long we keep information

We keep information for as long as it is needed to provide the service to the salon, to keep accurate business records, to resolve disputes, and to meet our legal obligations. Recordings, transcripts, and messages are retained according to our internal retention schedule and are deleted or de-identified when no longer needed. Salon clients may request deletion of their account data when they leave the service, subject to legal record-keeping requirements.

7. Your choices

• Callers: To opt out of text messages, reply STOP to any message. To ask what information we hold about you, to correct it, or to request deletion, email support@vietfrontdesk.com or contact the salon you called. We will respond within a reasonable time and may need to verify your identity.
• Salon clients: You may update your business information in your dashboard at any time. To close your account or request deletion of account data, email support@vietfrontdesk.com.
• Website visitors: You can control cookies through your browser settings.

We honor requests under applicable state privacy laws. We do not discriminate against anyone for exercising their privacy rights.

8. Security

We use reasonable administrative, technical, and physical safeguards to protect information, including encrypted connections, access controls, and role-based permissions so that each salon can see only its own data. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Children

Our service is intended for adults and for businesses. We do not knowingly collect personal information from children under 13. If you believe a child has provided us information, email support@vietfrontdesk.com and we will delete it.

10. Changes to this policy

We may update this policy from time to time. The effective date at the top shows when it was last changed. Material changes will be posted on this page. Continued use of the service after a change means you accept the updated policy.

11. Contact us

Xom Viet USA LLC, doing business as VietFrontDesk
San Antonio, Texas
Email: support@vietfrontdesk.com

Related pages: Terms of Service · SMS Terms