Digital Front DeskSub-processors
Last updated: 2026-09-27 · Version 0.2
The third parties that receive personal information in order to make the service work, and what each one gets. Compiled from the code that sends it, so this list is what actually happens rather than what was intended.
Where your data is stored: Canada (Microsoft Azure, Canada Central). Where it is processed: Canada and the United States, as each row says. The last table lists services a business connects itself; nothing there is used unless it does.
Always used
| Provider | What it receives | Why | Where |
|---|---|---|---|
| Microsoft Azure | Everything the application stores: the database, uploaded files, and each customer's chat-assistant machine with its conversations and memory. | Hosting and storage. | Canada (Canada Central) |
| Azure OpenAI | The text of chat messages and the business information the assistant has been given; call transcripts for summaries; attached or photographed images, receipts and ID documents. | Generates replies and summaries, and reads images. | United States (Microsoft's US data zone) |
| Zoho Mail | Recipient addresses and the content of summary, reminder and notification emails, which can include call summaries and visitor names. | Delivers email. | Canada |
Answering the phone and sending texts
| Provider | What it receives | Why | Where |
|---|---|---|---|
| Twilio | Caller phone number, call audio and call metadata; the content and recipients of text messages (call summaries, appointment reminders, visitor arrival notices, which can include the visitor's name). | Carries calls and text messages. | United States |
| OpenAI | Live call audio, via a direct SIP connection, and the transcript. | Runs the voice assistant. | United States |
| VAPI | Call audio and the transcript, plus the assistant's configured prompt and the business's saved information. | Runs the voice assistant, only for a business on the older phone stack. | United States |
Speech
| Provider | What it receives | Why | Where |
|---|---|---|---|
| Azure Speech | Audio and voice notes attached to a chat; and the kiosk's fixed spoken prompts, which can include staff first names (never what a visitor types). | Transcribes attached audio; the kiosk's voice. | Canada; the kiosk's animated presenter, where switched on, in the United States |
Only if a business connects it
| Provider | What it receives | Why | Where |
|---|---|---|---|
| Sign-in with Google; mail, calendar events, files or spreadsheet rows the business asks the assistant to read or write. | Sign-in, Gmail, Calendar, Drive and Sheets. | United States and other Google regions | |
| AgentMail | Mail sent from and received by the assistant's own inbox. | The assistant's email address. | United States |
| Stripe | The invoice amount and number, and the card details the customer types on Stripe's own page (we never see them). | Card payments into the business's own Stripe account. | United States and Canada |
| Telegram | Messages between the business and its assistant. | Chatting with the assistant from Telegram. | Outside North America |
Our own website
| Provider | What it receives | Why | Where |
|---|---|---|---|
| Google Ads | On our public pages, and only after a visitor presses Accept: whether an ad brought them, and whether they then created an account or asked for a demo, with the steps on the way (Try it free pressed, the sign-up page opened, the demo form started). Nothing from inside the product. | Measuring our advertising (see the privacy policy, "Our own website, and Google Ads"). | United States and other Google regions |
| Google Analytics | On our public pages, unless the visitor opts out (or, where we ask first, until they press Accept): pages opened, how they arrived, cookie identifiers, IP address and browser information. Nothing from inside the product. | Counting visits to our website (see the privacy policy, "Our own website, and Google Ads"). | United States and other Google regions |
| Cloudflare Turnstile | The visitor's IP address and browser signals, on our public booking, intake and chat forms, only where our anti-spam check is switched on. | Telling people from bots. | Cloudflare's global network |
Nothing else receives a business's accounting records. The journal is written and read on that business's own machine, in Canada; the one exception worth stating plainly is a receipt photographed and attached in the chat, which is read by Azure OpenAI in order to be turned into text — and it is that text, not the photograph, that is written into the journal.
Changes to this list
We publish changes here, with the date, before a new provider begins processing. We do not currently offer a contractual notice period or a right to object before a change takes effect; if your organisation requires one, ask us and we will tell you where we stand.
Questions about any provider on this list: info@digitalfrontdesk.ca.