Receptionfy

Privacy policy

Last updated: May 2026

1. Data controller

The data controller for Receptionfy is Receptionfy. For any questions about this policy or your personal data, contact us via the Contact page on the website.

2. Data we collect

  • Account data: email, name, password (hashed) or Google sign-in identifier, country, phone (optional).
  • Business data: name, activity type, address, description, hours, website, phone, instructions for the AI, scheduling settings, country code for telephony, and related structured profile fields stored in our database.
  • Website import: when you provide a URL, we fetch public page content to help populate your business profile.
  • Inbound call data: caller and called numbers, date and time, duration, status, and text transcripts (by turn and as a full conversation). We do not store separate call audio files in our database; voice is processed in real time through Twilio and OpenAI.
  • Bookings: customer name, phone, appointment time, notes extracted from calls.
  • Billing data: Stripe customer and subscription identifiers, plan, billing period, and usage counters (minutes, SMS). Card details are held by Stripe, not by Receptionfy.
  • Notifications: phone numbers and email addresses you configure to receive booking alerts.
  • Google Calendar (optional): if you connect a calendar, an encrypted refresh token, calendar ID, and calendar email.
  • Browser demo calls: transcript and demo business fields when you try the product before full setup.

3. Purposes

We process data to provide the service (AI receptionist, bookings), manage your account and subscription, billing, booking notifications, optional calendar sync, customer support, and to improve reliability and security.

4. Legal bases

Processing is based on performing the contract with you, our legitimate interests (security, billing, service improvement), and consent where required (e.g. non-essential cookies).

5. Hosting, storage, and subprocessors

We process personal data in accordance with applicable data-protection laws, including the GDPR for individuals in the European Economic Area, the United Kingdom, and Switzerland. Primary hosting for the Receptionfy application and PostgreSQL database is in the United States of America on infrastructure we operate (typically a VPS, with the database on the same server). A separate European deployment (e.g. receptionfy.eu) may be hosted in the EU — see that site's policy.

We do not sell personal data. Subprocessors that may process personal data on our behalf include:

  • Twilio — telephony and SMS;
  • OpenAI — real-time voice AI, booking extraction, and website-import structuring;
  • Stripe — payments and subscriptions;
  • Google — sign-in and optional Google Calendar;
  • MailerSend — transactional email (sign-up verification code, reservation notifications);
  • Jina Reader and, when configured, Firecrawl — fetching public website pages for import;
  • Vercel Analytics — aggregated website analytics, when enabled on your deployment.

They may process data in the United States and other countries strictly as needed to provide the service. Where personal data is transferred outside the EEA, UK, or Switzerland, we implement appropriate safeguards, including the European Commission's Standard Contractual Clauses where required, unless another lawful transfer mechanism applies. If you are in the EEA, UK, or Switzerland, see section 7 for your rights.

6. Retention

We keep account and business data while your account is active, then according to legal and accounting obligations. Call data and transcripts are retained for the life of the subscription and for a limited period afterwards (typically 12–24 months unless a longer period is required by law). You may request deletion where applicable.

7. Your rights (including GDPR)

Depending on your location, you may have the right to access, rectify, erase, restrict, or object to certain processing, and to data portability. Submit requests via the Contact page; we generally respond within one month. Account holders can export their data from the client area. If you are in the EEA, UK, or Switzerland, you may lodge a complaint with your local supervisory authority. California residents may have additional rights under the CCPA/CPRA where applicable. We do not make solely automated decisions with legal or similarly significant effects without human involvement.

8. Cookies

We use cookies for authentication, preferences (theme, language), and analytics where enabled. You can manage cookies through your browser or our cookie banner.

9. Changes

We may update this policy. Material changes will be communicated by email or through the client area. Continued use after the effective date constitutes acceptance of the updated policy.

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