1. Who controls your information
This privacy notice applies to the Receptonic website, its account and subscription administration, and direct communications with Soft Touch Technologies Ltd (company number 16546192), Suite A, 82 James Carter Road, Mildenhall, IP28 7DE, England. Contact support@receptonic.com for privacy enquiries.
We generally act as the controller of account, marketing website and billing-contact data we collect for our own business purposes. Business customers may act as controllers of their own customers' voice and chat information, with us acting as a processor where we process that information on their documented instructions. The precise roles depend on the activity and contractual arrangements.
2. Information we process
Depending on how you use the service, this may include your name, email, company information, account credentials and authentication metadata, subscription/transaction records, support requests, technical connection data and security logs. Our payment provider processes card payment details; we should not be assumed to store complete card numbers.
Where a business uses voice or chat features, its workspace may contain callers' phone numbers, messages, call recordings or transcriptions, lead details, appointment information, integrations and AI-generated responses. The customer that configured these channels normally determines why this information is collected.
3. Purposes and legal bases
We use account and contact data to provide services and support, deliver important notices, administer billing, protect systems, answer enquiries and comply with legal requirements. Our grounds may include contractual necessity, compliance with law, legitimate interests in secure and effective operation, and consent where required for optional marketing or cookies. Where we rely on legitimate interests, we consider the effect on individuals' rights.
For customer-managed communication data, business customers are responsible for determining the lawful basis and providing appropriate notices to their callers and contacts. Receptonic does not independently authorise a customer's outbound marketing campaign.
4. Service providers and international transfers
We use technology partners to deliver hosting, the AI platform, payment processing and email services. These may include multiple AI platform infrastructure, website delivery platform, business email platform and Stripe (billing). Additional telecommunications, model or integration providers may be involved depending on services enabled by a customer.
Some providers may process information outside the United Kingdom. Before relying on this notice, we must verify each provider's role, processing location, applicable data processing terms and any UK GDPR adequacy or appropriate-transfer safeguards. A current list of relevant sub-processors and transfer arrangements should be made available on request.
5. Data retention
We retain account, payment and correspondence records only as long as needed for their stated purposes, including legitimate support, accounting and legal requirements. Within the Receptonic platform, the currently configured maximums customers can select are 12 months for calls, chat history and SMS, and 24 months for leads. These are limits rather than an assurance that every category is stored for exactly that long; customers may choose shorter periods and deletion processes can involve a scheduled cleanup.
Backups and legally required records may follow separate schedules. Customers are responsible for setting a retention period suitable for their content and legal duties.
6. Your rights
Where UK GDPR applies, you may have rights to access, correct, erase or restrict processing of your personal data, object to certain processing and request portability. Some rights depend on the legal basis and circumstances. You may withdraw consent where processing relies on consent without affecting earlier lawful processing.
To exercise rights concerning our account or website processing, email support@receptonic.com. For information captured by a particular business's AI receptionist or chatbot, contact that business first as it may be the controller. You also have the right to complain to the Information Commissioner's Office.
7. Security and automated processing
We use appropriate technical and organisational measures commensurate with the services and data involved. No internet system can guarantee absolute security. Customers should enable available multi-factor authentication, use strong passwords and limit access to authorised personnel.
AI may generate suggested answers or carry out customer-configured actions. Businesses should supervise consequential decisions and should not use AI output alone for decisions producing legal or similarly significant effects on individuals without appropriate assessment and safeguards.
8. Cookies and updates
Read the Cookie Policy for information about this marketing site and separately operated platform sessions. We may update this notice as services, suppliers or laws change and will take appropriate steps to communicate material changes.