Privacy Policy

Privacy Policy

Effective Date: December 11, 2025

Receptioner.ai ("we", "our", "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your information when you use our services and website.

1. Information We Collect

We may collect the following types of information:

  • • Contact information: name, email address, phone number
  • • Appointment and service data: requested services, appointment times, business location, notes related to appointments
  • • Usage information: IP address, device information, browser type, pages visited
  • • Voice interactions (if applicable): audio recordings and transcripts when you interact with our voice assistant
  • • Connected calendar account data (when you connect Google or Microsoft Outlook):
    • - Basic profile information (e.g., name, email address)
    • - Calendar data (e.g., events, availability, calendar IDs) from Google Calendar or Microsoft Outlook, but only with your explicit consent

2. How We Use Your Data

We use your data to:

  • • Provide and manage appointment booking and scheduling
  • • Communicate with you about appointments, reminders, and support
  • • Operate, maintain, and improve the functionality and reliability of our services
Important: Where we refer to "improve our services" or "improve our AI systems", this does not include using Google or Microsoft user data for training generalized models, advertising, or unrelated analytics. The use of Google and Microsoft user data is strictly limited as described in Section 4 below.

3. Legal Basis

We process your data under one or more of the following legal bases, in line with GDPR:

  • • Your consent
  • • Performance of a contract
  • • Compliance with a legal obligation
  • • Our legitimate interests (such as security, fraud prevention, and service improvement)

4. Connected Calendar Data (Google & Microsoft Outlook)

When you choose to connect your Google or Microsoft account to Receptioner.ai, we may access certain data from those accounts for the sole purpose of providing calendar-related features. This data is accessed only with your explicit consent.

1. Data We Access

Google (via Google OAuth / Calendar API)

We may access:

  • • Basic profile information (name, email address)
  • • Google Calendar data (event details, availability, calendar IDs)

Microsoft Outlook (via Microsoft Graph API / OAuth2)

We may access:

  • • Basic profile information (name, email address)
  • • Outlook Calendar data (event details, availability, calendar IDs)

Note: We do not access emails, contacts, files, or other Microsoft user data.

2. Why We Access This Data

We access your Google or Microsoft calendar data only to:

  • • Display your calendar availability inside Receptioner.ai
  • • Create, update, or cancel appointments at your request
  • • Prevent double-bookings
  • • Improve reliability of the scheduling flow

Important: We do not access or process this data for any unrelated purpose.

3. How We Use, Store, and Share Calendar Data

Calendar data from Google or Microsoft is used only to provide or improve the scheduling features you explicitly use.

We do NOT use Google or Microsoft user data for:

  • • ❌ Advertising or marketing
  • • ❌ Profiling
  • • ❌ Selling data to third parties
  • • ❌ Training generalized AI models
  • • ❌ Any purpose unrelated to your scheduling actions
  • • Storage: Access tokens for Google and Microsoft accounts are stored securely and encrypted.
  • • Revocation: You may revoke access at any time through your Google or Microsoft account settings.
  • • Sharing: We only share this data with essential service providers needed to operate our platform (e.g., hosting and infrastructure), and never for their independent use.
4. Limited Use Compliance

Receptioner.ai adheres to the following policies:

  • • Google API Services User Data Policy (Including Limited Use)
  • • Microsoft API Terms & Microsoft Identity Platform Data Protection Requirements

This means:

  • • We use Google and Microsoft data only for the features the user interacts with.
  • • We do not transfer, store, or process this data for any prohibited purposes.
  • • We maintain strict data-minimization and security practices.
5. Your Rights and Control

You may, at any time:

  • • Disconnect Google access: Google Account → Security → Third-party access
  • • Disconnect Microsoft access: Microsoft Account → Privacy → Apps & Services
  • • Request deletion of your account or calendar data stored by Receptioner.ai
  • • Request access, correction, or removal of your information

5. Sharing Your Data

We never sell your data.

We may share data only with:

  • • Service providers and subprocessors who help us operate our services (e.g., hosting, infrastructure, communication, calendar integration). They are bound by contractual obligations to protect your data and use it only for providing services to us.
  • • Legal or regulatory authorities, where required by law.

Important: We do not share Google or Microsoft user data with third parties except as necessary to provide the calendar-related functionality you have requested.

6. Cookies

We use cookies and similar technologies to:

  • • Provide essential website functionality
  • • Maintain sessions and security

Where required, we will ask for your consent via a cookie banner.

7. Data Retention

We retain your data only for as long as necessary to:

  • • Provide our services
  • • Comply with legal, accounting, or reporting obligations

Google and Microsoft user data: (such as calendar access tokens) is retained only as long as your Google or Microsoft account is connected to Receptioner.ai. You can revoke access at any time through your Google Account or Microsoft Account settings, which will stop any further access to that account's data.

8. Security

We use reasonable technical and organizational measures to protect your data, including:

  • • HTTPS encryption
  • • Secure storage of credentials and access tokens
  • • Access controls and logging

9. Your Rights

If you are in the EU/EEA or a similar jurisdiction, you have rights including:

  • • Access to your personal data
  • • Correction of inaccurate data
  • • Deletion of your data
  • • Restriction or objection to processing
  • • Data portability

To exercise your rights, contact us at:

privacy@receptioner.ai

You can also revoke Receptioner.ai's access to your Google or Microsoft account at any time via your Google Account Security settings or Microsoft Account Privacy settings.

10. Contact Us

If you have questions about this Privacy Policy or how we handle your data, please contact:

Email: privacy@receptioner.ai

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will update the "Effective Date" at the top of this page when we make changes. For material changes, we may provide additional notice (for example, via email or in-app notification).