Privacy Policy

Last Updated: February 10, 2026

1. Introduction

ReceptionMate ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use,

disclose, and safeguard your information when you use our AI-powered reception and messaging service for automotive

businesses.

2. Information We Collect

2.1 Information You Provide

- Account Information: Business name, contact name, email address, phone number, billing address

- Business Information: Branch details, opening hours, services offered

- Payment Information: Billing details processed securely through our payment provider

2.2 Information Collected Automatically

- Call Data: Phone numbers, call duration, call recordings, transcripts

- Message Data: Customer messages via WhatsApp, Facebook Messenger, and Instagram

- Usage Data: How you interact with our platform, browser type, IP address

- Cookies: We use cookies to enhance your experience

2.3 Customer Data

When your customers interact with ReceptionMate:

- Contact Information: Names, phone numbers

- Conversation Data: Call recordings, transcripts, messages

- Booking Information: Appointment details, vehicle information

3. How We Use Your Information

We use collected information to:

- Provide and maintain our AI reception service

- Process bookings and appointments

- Send SMS notifications and booking links

- Handle customer inquiries via phone and messaging

- Process payments and generate invoices

- Improve our AI agent capabilities

- Provide customer support

- Send service updates and important notices

- Comply with legal obligations

4. Data Sharing and Disclosure

4.1 Service Providers

We share data with trusted third-party service providers who assist us in operating our platform:

- Telecommunications providers: For phone call handling and SMS delivery

- Voice infrastructure providers: For call routing and quality

- Messaging platforms: For WhatsApp, Facebook Messenger, and Instagram integration

- Payment processors: For secure payment processing

- Cloud hosting providers: For secure data storage and infrastructure

- AI processing services: For powering our intelligent agent responses

All service providers are contractually obligated to protect your data and use it only for providing services to us.

4.2 Legal Requirements

We may disclose information when required by law or to:

- Comply with legal processes

- Protect our rights and safety

- Prevent fraud or security issues

4.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred.

5. Call and Message Recording

Important Notice:

- All calls handled by ReceptionMate are recorded for quality, training, and service improvement

- All messages (WhatsApp, Facebook, Instagram) are stored and processed

- Recordings may be used to improve our AI agent capabilities

- Your customers will be informed that calls may be recorded

6. Data Security

We implement appropriate technical and organizational measures to protect your data:

- Encryption in transit and at rest

- Regular security assessments

- Access controls and authentication

- Secure data centers within the EU

However, no method of transmission over the Internet is 100% secure.

7. Data Retention

We retain your data for as long as:

- Your account is active

- Needed to provide services

- Required by law (typically 7 years for financial records)

Call recordings and transcripts are retained for 12 months unless required for billing disputes or legal purposes.

8. Your Rights (GDPR/UK GDPR)

You have the right to:

- Access: Request copies of your personal data

- Rectification: Correct inaccurate data

- Erasure: Request deletion of your data

- Restriction: Limit how we use your data

- Portability: Receive your data in a structured format

- Object: Object to processing of your data

- Withdraw Consent: Opt out of marketing communications

To exercise these rights, contact us at: privacy@receptionmate.co.uk

9. Cookies

We use cookies and similar technologies to:

- Keep you signed in

- Remember your preferences

- Analyze usage patterns

- Improve our service

You can control cookies through your browser settings.

10. Data Storage and Processing

All personal data is processed and stored within the European Union using secure data centers. We ensure your data remains

within the EU/EEA and is subject to EU data protection standards.

11. Children's Privacy

Our services are not intended for children under 16. We do not knowingly collect data from children.

12. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of significant changes via:

- Email to your registered address

- Notice on our website

- Notice in the portal dashboard

Continued use of our services after changes constitutes acceptance.

13. Contact Us

For privacy-related questions or to exercise your rights:

ReceptionMate

Email: hello@receptionmate.co.uk

Support: hello@receptionmate.co.uk

Website: https://receptionmate.co.uk

Data Protection Officer:

Email: hello@receptionmate.co.uk

14. Complaints

If you believe we have not handled your data properly, you have the right to lodge a complaint with the UK Information

Commissioner's Office (ICO):

ICO

Website: https://ico.org.uk

Helpline: 0303 123 1113