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