Who we are
Front Range Operations is a Colorado-based business that provides AI voice receptionist services to veterinary clinics on the Front Range. When we say "we," "us," or "Front Range Operations" in this policy, we mean Front Range Operations as a business operating in the State of Colorado.
You can reach us at hello@frontrangeoperations.com with any privacy-related questions.
Part one: This website
This section covers what happens when you visit frontrangeoperations.com — separate from how the AI receptionist service handles call data, which is covered in Part Two below.
What we collect when you visit the site
Like most websites, we collect basic information automatically:
- Your IP address, browser type, and device type
- Which pages you viewed and how you got here (referring site, search query if available)
- The general region you're visiting from (city-level, not precise location)
This is standard server log and analytics data. We use it to understand whether the site is working and whether people are finding us. We do not sell or share this data with advertisers.
When you submit the contact form
If you send us a message through the contact form, we collect:
- Your name
- Your email address
- Your clinic name (if you provide it)
- Your phone number (if you provide it)
- The contents of your message
We use this information to respond to you. We retain form submissions for as long as is reasonable to maintain conversation history. We do not add you to any marketing list without your consent.
When you book a call
Our booking calendar is hosted by Cal.com. When you book a discovery call, Cal.com collects the information you enter (typically your name, email, and any notes) and we receive a copy. Cal.com has its own privacy policy at cal.com/privacy.
Cookies and tracking
This site uses minimal cookies — essentially what's needed to make the booking widget work and to remember basic preferences. We do not use advertising cookies, retargeting pixels, or third-party tracking scripts beyond what's needed for the site to function.
Part two: The AI receptionist service
This section covers what happens when a pet owner calls a veterinary clinic that uses our AI voice receptionist. This is different from website visitor data, and it matters because the data here belongs to your clients — not to us, and not really to you in the privacy-law sense. We are a service provider acting on the clinic's behalf.
The short version: When a pet owner calls a clinic using Front Range Operations, the AI handles the conversation, captures relevant information (name, pet name, reason for the call), and either books the appointment or routes the call to your team. We retain call recordings and transcripts so we can tune the system and so you have records of what was said. We do not sell or share this data, and we do not use it to train public AI models.
What gets captured during a call
When a pet owner calls a clinic that uses our service, the following can be captured:
- The caller's phone number (from the incoming call metadata)
- Their name and pet's name, if they provide it
- The reason for the call (appointment booking, prescription refill, emergency, general question)
- An audio recording of the call
- A written transcript of the conversation
- The outcome (appointment booked, message taken, call transferred to clinic staff)
Who has access
Call data is accessible to:
- The clinic that owns the account. This is your data. You can request transcripts, recordings, or summaries at any time.
- Front Range Operations staff. We access call data to tune the system, debug issues, and improve performance. Access is logged.
- Our voice AI infrastructure provider (Retell AI). Calls are processed through Retell's platform. They have access to call data as part of providing that infrastructure. Retell's privacy practices are documented at retellai.com/privacy.
Call data is not sold, shared with advertisers, or made available to anyone outside the parties listed above.
How long we keep it
Call recordings and transcripts are retained for the duration of the clinic's active service agreement, plus a reasonable post-termination window for record-keeping. Clinics can request deletion of specific calls or records at any time, subject to any legal retention obligations the clinic may have for veterinary practice records.
Emergency calls
When the system identifies a call as potentially urgent — based on keywords like "collapsed," "bleeding," "hit by car," "can't breathe," "seizure," and similar — it routes the call to the clinic's designated emergency line with a transcript of what's been said. Emergency call data is treated with the same retention and access rules as any other call.
What we don't do
- We do not use call recordings or transcripts to train public AI models.
- We do not sell or share call data with marketing companies, data brokers, or advertisers.
- We do not provide call data to third parties without the clinic's consent, except where required by law.
A note on veterinary records
Veterinary practice records have their own state and federal regulatory considerations. Front Range Operations is not the system of record for any clinic's medical or treatment data — we handle phone communications. Clinics are responsible for their own compliance with veterinary record-keeping laws and for ensuring any medical information that comes through our service is transferred to their practice management system.
Your rights
If you are a website visitor or a form submitter, you can:
- Ask what information we have about you
- Ask us to correct anything that's wrong
- Ask us to delete your information (subject to any legal retention obligations)
- Opt out of any communications you didn't ask for
If you are a pet owner whose call was handled by our system and you want to know what was captured, please reach out to the clinic you called. They own that data and can request copies or deletions from us on your behalf.
For any of the above, email hello@frontrangeoperations.com.
Security
We take reasonable steps to protect the data we handle, including industry-standard encryption in transit, access controls on systems that store call data, and ongoing monitoring of our infrastructure. No system is perfectly secure, and we will notify affected clinics promptly if we ever become aware of a breach affecting their data.
Changes to this policy
If we make material changes to this policy, we'll update the "last updated" date at the top of this page and, if the changes affect active clinic clients, we'll notify them directly. Continued use of the service after changes means you accept the updated policy.
Contact
Questions about this policy, requests about your data, or concerns about how we handle information should be sent to:
hello@frontrangeoperations.com
Front Range Operations
Colorado, United States