Streamline customer Communications for
AUTOMOTIVE DEALERSHIPS
ReceptionMate streamlines your dealerships communication, enabling faster customer responses, and enhancing lead and sales growth.
Boost Sales Opportunities
AI employee continues working 24/7 ensuring instant, personalised responses
Never Miss a Customer Call
ReceptionMate ensures every call is answered professionally, capturing leads and bookings even when you're unavailable, so you don’t miss out on potential business opportunities.
Enhance Customer Experience
With dedicated receptionists managing your calls, customers experience prompt and personalized service, which can help build trust and enhance your reputation.
Pivacy Policy
ReceptionMate (Company no .16839506) (“we”, “our”, or “us”) is committed to protecting your privacy and handling your personal data responsibly. This Privacy Policy explains how we collect, use, and safeguard your information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who We Are
ReceptionMate (Company no .16839506) is a UK-based provider of AI call-handling and communication services for automotive businesses and other sectors.
We act as the Data Controller for all personal data collected through our platform and services.
2. Data We Collect
Depending on how you interact with us, we may collect:
Contact details (name, email address, phone number)
Call-related information (recordings, transcripts, enquiry details)
Booking or enquiry information provided during calls
Business details for onboarding and service setup
We do not intentionally process special category data (e.g., health, ethnicity, or similar sensitive information).
3. How We Use Your Data
We use personal data to:
Provide our AI call-handling and messaging services
Deliver bookings, messages, and enquiries to our clients
Improve service accuracy and performance
Communicate with clients and users
Meet legal, regulatory, or security requirements
4. Lawful Basis for Processing
We process personal data under:
Legitimate interests – delivering call-handling services to our clients
Contract – where processing is necessary to provide services to a client
Consent – where users explicitly provide information during a call or enquiry
Legal obligation – for compliance and record-keeping
5. Data Retention
Call recordings, transcripts, and enquiry data are kept only as long as necessary to provide our services or meet legal requirements.
Client account information is retained for the duration of the business relationship.
Retention periods may vary based on the client’s preferences or legal obligations.
6. Data Security
We protect all personal data using secure, encrypted systems.
Access is restricted to authorised personnel only.
Our third-party platforms and systems operate within the UK/EU or in jurisdictions with equivalent data protection safeguards.
7. Data Sharing
We may share personal data with:
The business you contacted via our AI agent
Service providers who support our platform
Secure third-party systems necessary to deliver our services
All third parties are bound by strict data protection agreements.
8. International Transfers
We do not routinely transfer data outside the UK or EEA.
If this becomes necessary, we only use approved safeguards such as the UK–US Data Bridge or Standard Contractual Clauses.
9. Your Rights
Under UK GDPR, you can request to:
Access your data
Correct inaccurate information
Request deletion
Restrict or object to processing
Withdraw consent (where applicable)
You can exercise these rights by emailing: hello@receptionmate.co.uk
10. Contact Us
If you have any questions about this Privacy Policy or how your data is handled, please contact:
ReceptionMate
Email: hello@receptionmate.co.uk
11. Complaints
If you are unhappy with how we handle your data, you can raise a complaint with the Information Commissioner’s Office (ICO):
www.ico.org.uk
Can Reception Mate integrate with my current phone system?
Yes, Reception Mate is designed to integrate with most modern phone systems. We provide guidance and support to ensure a smooth integration process with your existing setup.
Is Reception Mate suitable for my business?
Reception Mate is versatile and can be customized for various industries, including automotive, healthcare, hospitality, and more. If your business involves managing incoming calls and enhancing customer service, Reception Mate can likely benefit you.
What customization options are available?
You can customize the text messages sent to callers, choose how to route calls based on the caller's responses, and tailor the follow-up actions to align with your business processes.
How does the customer feedback feature work?
After a visit or service, customers are sent a text asking them to rate their experience. Based on their rating, they're either directed to a feedback form for lower scores or asked to leave a Google review for higher scores, helping manage and improve your online reputation.
What kind of support does Reception Mate offer?
We offer comprehensive support including setup assistance, training for your team, and ongoing technical support through various channels such as email, phone, and live chat.
What are the pricing plans for Reception Mate?
Our pricing is structured to accommodate businesses of different sizes and needs, ensuring you find the right fit for your business.
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