Privacy Policy

This Privacy Policy explains how ReceptionAI (Pty) Ltd ("ReceptionAI", "we", "us") collects, uses, and protects personal information, in line with South Africa's Protection of Personal Information Act (POPIA). We are the responsible party for the information we process about our customers, and our Information Officer can be reached at support@receptionai.co.za. This policy covers our website, web application, and mobile apps.

Information we collect

• Account information — your name, business name, email address, and phone number.
• Business configuration — the details you set up: hours, services, FAQs, greeting, and call-handling preferences.
• Call data — audio, recordings, and transcripts of calls answered by your AI receptionist, plus AI-generated summaries, processed to run the service.
• Lead details — information your callers give (their name, phone number, and what they need), captured on your behalf.
• Usage and billing data — call minutes, plan, and payment records.

How we use it

We use this information solely to provide and improve the service: to answer your calls, capture and deliver your leads to you, book appointments, process billing, and provide support. We do not use your call content or leads for advertising, and we do not sell personal information.

Your leads are never sold

Leads captured by your receptionist belong to you. We deliver them only to you (via WhatsApp and your dashboard) and to the service providers below who help operate the service. We never sell, rent, broker, or share your leads with any third party.

Service providers (sub-processors)

To run the service we share data with trusted providers, each only as needed:

• Vapi — powers the live voice calls.
• Deepgram — transcribes call audio to text.
• Anthropic — provides the AI that understands and responds to callers.
• Twilio — provides phone numbers and WhatsApp message delivery.
• Supabase — hosts our database and handles authentication.
• Paystack — processes subscription payments (card details never touch our servers).
• Google — calendar booking, only if you connect it.

Some of these providers process data outside South Africa. Where that happens, we take reasonable steps to ensure your information receives an adequate level of protection, as required by POPIA.

Call-recording notice

Businesses using ReceptionAI are responsible for complying with applicable call-recording and consent laws in their jurisdiction, including informing callers where required.

If you are a caller

If you called a business that uses ReceptionAI, your details are processed on that business's behalf as their information. Please contact that business about your data, or email us and we will help direct your request.

Retention

We keep personal information while your account is active and as required by law. You may request deletion of your account and associated data at any time; we will delete it within 30 days, except where retention is legally required.

Security

Data is encrypted in transit (TLS) and at rest, and access is restricted through row-level security so each business can only access its own data. No system is perfectly secure, but we take protection seriously.

Your rights under POPIA

You have the right to access, correct, or delete your personal information, and to object to certain processing. To exercise these rights, email support@receptionai.co.za. You also have the right to lodge a complaint with the Information Regulator (South Africa).

Children

ReceptionAI is a business tool and is not directed at children under 18.

Changes and contact

We may update this policy from time to time; material changes will be notified via the app or email. For any privacy question, contact us at support@receptionai.co.za.