Privacy Policy

Last updated: April 25, 2026

NinjaOtter ("we," "our," or "us") operates the ninjaotter.io website and AI receptionist platform. This Privacy Policy explains how we collect, use, and protect your information when you use our service.

1. Information We Collect

Account Information: When you sign up, we collect your email address and password. If you sign in with Google, we receive your name and email from Google.

Business Information: During onboarding, you provide your business name, type, services, hours, location, phone number, and other details to train your AI receptionist.

Customer Conversations: When your customers contact your business through connected channels (SMS, phone, email, Facebook Messenger, Instagram, webchat), we process and store those messages to generate AI responses on your behalf. When customers send SMS messages to a NinjaOtter-powered business, we collect the customer's phone number and message content solely to deliver responses to that customer's inquiry.

Payment Information: Payments are processed by Stripe. We do not store your credit card number. Stripe handles all payment data under their own privacy policy.

Channel Credentials: If you connect email (IMAP/SMTP), Facebook, or Instagram, we store the credentials needed to read and send messages on your behalf.

2. How We Use Your Information

To provide the AI receptionist service — answering calls, texts, emails, and messages on behalf of your business
To generate AI responses using your business information and conversation history
To book appointments and manage your schedule
To process payments and manage your subscription
To send you notifications about your account (bookings, escalations, billing)
To improve our service and fix issues

3. How We Share Your Information

We do not sell your data. We share information only with:

AI Providers (Groq, Google Gemini, OpenAI) — to generate responses. Only the conversation text is sent, not your account details.
Twilio — to handle phone calls and SMS on your behalf.
Meta (Facebook/Instagram) — to send and receive messages on your connected pages.
Stripe — to process your subscription payments.
Vapi — to power AI phone call answering.

Mobile phone numbers and SMS consent data are never sold, shared, or transferred to third parties for marketing purposes. Customer phone numbers collected through SMS are used solely to respond to that customer's inquiry through the NinjaOtter-powered business they contacted.

We may also share data if required by law or to protect our rights.

4. Data Storage and Security

Your data is stored on secure servers. We use encryption for sensitive data like passwords and channel credentials. We perform nightly backups to prevent data loss.

While we take reasonable measures to protect your information, no system is 100% secure. You are responsible for keeping your account credentials safe.

5. Data Retention

We retain your data for as long as your account is active. If you cancel your subscription, your data is retained for 30 days in case you reactivate, then permanently deleted.

You can request deletion of your account and all associated data at any time by contacting us.

6. Your Rights

You have the right to:

Access your data through the dashboard
Update your business information at any time
Delete your account and all data
Disconnect any channel to stop message processing
Turn off AI automation at any time using the dashboard toggle

7. Cookies

We use a session token stored in your browser's local storage to keep you logged in. We do not use third-party tracking cookies.

8. Third-Party Services

Our service integrates with third-party platforms. Each has their own privacy policy:

9. Children's Privacy

NinjaOtter is not intended for use by anyone under 18. We do not knowingly collect data from minors.

10. Changes to This Policy

We may update this policy from time to time. We'll notify you of significant changes via email or dashboard notification.

11. Contact Us

If you have questions about this privacy policy or your data, contact us at:

Email: [email protected]

Website: ninjaotter.io

12. SMS Messaging

NinjaOtter enables businesses to communicate with their customers via SMS text messaging. The following terms apply to all SMS communications sent through our platform:

Program name: NinjaOtter AI Receptionist
Consent: SMS messages are only sent to customers who have either (a) initiated contact by texting a NinjaOtter-powered business number first, or (b) explicitly opted in through a web form that displayed opt-in disclosure language at the time of submission. No messages are ever sent to customers who have not consented.
Message frequency: Message frequency varies based on customer-initiated inquiries.
Message and data rates: Standard message and data rates may apply.
Opt-out: Reply STOP to unsubscribe from any NinjaOtter-powered business at any time. You will receive a one-time confirmation message and no further messages will be sent.
Help: Reply HELP for support information. You may also contact us at [email protected].
Data: Mobile phone numbers and SMS consent data are never sold, shared, or transferred to third parties. See our full data practices in Section 3 above.

For the full SMS consent and opt-in flow documentation, visit: ninjaotter.io/sms-compliance.html

Founded and operated by Benjamin Jacobs, Owner & CEO of Jacobs Logistics LLC. Contact: [email protected]