Privacy Policy
Effective date: July 1, 2026 · Last updated: July 8, 2026
reception.ai ("we," "us," or "our") respects your privacy and is committed to protecting the personal information of our Customers, their end users, and visitors to our website (collectively, "you"). This Privacy Policy describes how we collect, use, disclose, and safeguard information when you use reception.ai's website, dashboard, and related services (the "Service").
1. Scope of This Policy
This Policy applies to information collected through the Service, including information collected from Customers who register for an account ("Customers") and information collected on behalf of Customers from individuals who call a phone number connected to a Customer's AI receptionist ("Callers"). Where we process Caller information on behalf of a Customer, we act as a service provider/processor, and the Customer is responsible for ensuring lawful collection and use of that information as the data controller.
2. Categories of Information We Collect
| Category | Examples | Source |
|---|---|---|
| Account information | Email address, password (hashed), authentication tokens | Provided directly by Customer |
| Business information | Business name, website URL, hours, services, address | Provided by Customer or retrieved from Customer's public website |
| Call Data | Call transcripts, caller phone number, booking details, call duration | Generated automatically during calls handled by the Service |
| Payment information | Billing address, subscription plan, transaction history | Provided by Customer; card data processed by our payment provider |
| Usage data | Log data, device/browser information, IP address, pages visited | Collected automatically |
3. How We Use Information
We use the information described above to:
- provide, operate, and maintain the Service, including generating AI voice agents and processing calls;
- process subscription payments and manage billing;
- communicate with you regarding your account, updates, and support requests;
- monitor and analyze usage trends to improve the Service;
- detect, prevent, and address fraud, abuse, security incidents, and technical issues; and
- comply with legal obligations.
4. Legal Bases for Processing
Where applicable data protection law requires a legal basis for processing (such as under the EU/UK General Data Protection Regulation), we rely on the following bases: performance of a contract with you, our legitimate interests in operating and improving the Service, compliance with a legal obligation, and, where applicable, your consent.
5. How We Share Information
We do not sell personal information. We may share information with:
- Sub-processors and infrastructure providers who host, transmit, or process data on our behalf, including database hosting, application hosting, telephony, voice-synthesis, and large language model providers, each acting under contractual confidentiality and data-processing obligations;
- Payment processors, to process subscription payments;
- Professional advisors, such as legal or accounting advisors, where necessary;
- Regulators or law enforcement, where required by applicable law or in response to valid legal process; and
- A successor entity, in connection with a merger, acquisition, or sale of assets, subject to standard confidentiality arrangements.
6. Call Recording, Transcription, and AI Processing
When a Caller contacts a phone number connected to a Customer's AI receptionist, audio from that call is processed in real time by third-party voice-synthesis and speech recognition providers to generate a conversational response, and a transcript of the conversation is generated and stored so that the Customer can review call outcomes and bookings. Some jurisdictions require notice or consent before a call may be recorded or processed by an automated system; Customers are responsible for ensuring such notice is provided to Callers as required by applicable law.
7. Cookies and Similar Technologies
We use cookies and similar technologies, such as local storage, to maintain your login session, remember preferences, and understand how the Service is used. You can control cookies through your browser settings; disabling certain cookies may affect the functionality of the Service.
8. Data Retention
We retain account information and Call Data for as long as the associated account remains active, or as necessary to provide the Service, comply with legal obligations, resolve disputes, and enforce our agreements. Upon account closure, we will delete or anonymize personal information within a commercially reasonable period, except where retention is required by law.
9. International Data Transfers
Your information may be transferred to, stored, and processed in countries other than the one in which you reside, including countries that may have data protection laws different from those of your jurisdiction. Where required, we implement appropriate safeguards, such as standard contractual clauses, to protect information transferred internationally.
10. Data Security
We implement reasonable technical and organizational measures designed to protect information from unauthorized access, alteration, disclosure, or destruction, including encryption of data in transit and access controls on our systems. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.
11. Your Privacy Rights
Depending on your jurisdiction, you may have the right to request access to, correction of, deletion of, or a copy of your personal information, and to object to or restrict certain processing. To exercise these rights, contact us using the details in Section 15. We will respond to verified requests within the time period required by applicable law.
11.1 California Residents
If you are a California resident, you may have additional rights under the California Consumer Privacy Act, including the right to know what personal information we collect and the right to request deletion. We do not sell personal information as defined under California law.
11.2 European Economic Area, UK, and Switzerland
If you are located in the EEA, UK, or Switzerland, you have rights under applicable data protection law, including the right to lodge a complaint with your local supervisory authority.
12. Children's Privacy
The Service is not directed to individuals under the age of 18, and we do not knowingly collect personal information from children. If we become aware that we have inadvertently collected personal information from a child, we will take steps to delete it.
13. Third-Party Links
The Service may contain links to third-party websites. We are not responsible for the privacy practices or content of such third-party sites, and we encourage you to review their privacy policies.
14. Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be indicated by updating the "Last updated" date at the top of this page. Your continued use of the Service after such changes constitutes your acceptance of the revised Policy.
15. Contact Us
If you have questions about this Privacy Policy or wish to exercise your privacy rights, contact us at privacy@reception.ai.