Privacy Policy
At Receptify, we handle data from your business, your callers, and your team. This policy explains exactly what we collect, why, and the controls you have written plainly, without legal jargon hiding important details.
Overview
Plain-language summary
This Privacy Policy applies to Receptify Inc. ("Receptify", "we", "us", or "our") and all services, APIs, websites, and applications we operate, including the Receptify dashboard, AI receptionist agents, and any associated integrations (collectively, the "Services").
We act as a data controller for account and billing data, and as a data processor for call content and caller data processed on behalf of our customers. This distinction matters: when you use Receptify to handle your customers' calls, you are the controller for that call data and we process it only under your instructions.
This policy is written to comply with the EU General Data Protection Regulation (GDPR), the UK Data Protection Act 2018, the California Consumer Privacy Act (CCPA/CPRA), and other applicable privacy laws.
01.Information We Collect
We collect information in three ways: information you provide directly, information generated by your use of our Services, and information from third parties.
1.1 Account & Registration Information
- ›Full name and business name / organization name
- ›Work email address and phone number
- ›Password (stored as bcrypt hash we never see your plaintext password)
- ›Industry type and organization size
- ›Billing address and VAT/tax identification number (for invoicing)
- ›Organization slug used for your unique Receptify subdomain
1.2 Billing & Payment Information
Payment card details are processed directly by our PCI DSS Level 1 compliant payment processor (Stripe). Receptify does not store raw card numbers. We store only:
- ›Stripe Customer ID and subscription/plan references
- ›Last 4 digits and card brand (for display purposes only)
- ›Billing address linked to your subscription
- ›Invoice history, amounts, and payment status
- ›Add-on minute balances and purchase history
1.3 AI Agent Configuration Data
- ›Agent name, persona, greeting scripts, and voice selection
- ›Knowledge base files you upload (e.g. FAQ documents, product lists)
- ›Business hours, escalation rules, and call routing logic
- ›Twilio phone number bindings and SIP configuration
- ›Integration credentials (stored encrypted at rest)
1.4 Call & Interaction Data
Caller data your responsibility
- ›Caller phone number (E.164 format), call timestamp, and duration
- ›Full call transcript (speech-to-text output)
- ›Sentiment analysis labels (positive, neutral, negative) applied by our AI
- ›Call classification: type (inquiry, order, appointment, complaint, other)
- ›Appointment details booked through the agent (name, date, time, notes)
- ›Order details captured during calls (item, quantity, delivery info)
- ›AI agent responses, decision paths, and escalation triggers
- ›Call recording audio files (if recording is enabled on your account)
1.5 Technical & Usage Data
- ›IP address, browser type, operating system, and device identifiers
- ›Pages visited within the dashboard, timestamps, and session durations
- ›API request logs including endpoint, method, status code, and latency
- ›Error logs and crash reports (anonymized where possible)
- ›Feature usage patterns (e.g. which tabs are accessed, filter selections)
1.6 Communications Data
- ›Email content when you contact our support team
- ›Support ticket history, priority, status, and resolution notes
- ›In-app messages or feedback submitted through the platform
- ›Survey responses and NPS scores (when voluntarily submitted)
02.How We Use Your Information
We rely on the following legal bases under GDPR to process your data. Each purpose is mapped to its legal basis below.
| Purpose | Legal Basis | Detail |
|---|---|---|
| Providing the AI receptionist service | Contract performance | Running your AI agents, processing calls, managing appointments and orders |
| Account authentication & security | Contract performance + Legitimate interest | JWT tokens, bcrypt passwords, rate limiting, fraud prevention |
| Billing & subscription management | Contract performance + Legal obligation | Stripe charges, invoice generation, VAT compliance |
| Platform analytics & improvements | Legitimate interest | Understanding feature usage, improving AI accuracy and response quality |
| Sentiment & call quality analysis | Legitimate interest (B2B) / Consent (B2C callers) | Automated labeling of call transcripts to surface insights to you |
| Transactional emails & notifications | Contract performance | Receipts, password resets, plan expiry notices, call alerts |
| Product & feature announcements | Legitimate interest (opt-out available) | New agent capabilities, integrations, platform updates |
| Legal compliance & audits | Legal obligation | Tax records, GDPR compliance documentation, law enforcement requests |
| Aggregated, anonymized research | Legitimate interest | Industry benchmarks; data is anonymized and cannot identify you |
03.AI & Automated Processing
3.1 AI Models We Use
- ›Large language models (LLM) provided by Google (Gemini API) for natural language understanding and response generation
- ›Text-to-speech synthesis via ElevenLabs for agent voice output
- ›Speech-to-text transcription via Twilio Media Streams for converting caller audio to text
- ›Sentiment analysis applied in real-time to call transcripts using our own classification models
3.2 How Call Transcripts Are Processed
When a call is handled by your AI agent, the caller's audio is streamed to our infrastructure via Twilio, transcribed to text, and passed to the LLM to generate a response. The transcript and response are stored in our database linked to your tenant account. Audio recordings (if enabled) are stored in encrypted object storage.
3.3 Automated Decision-Making
Receptify performs automated processing (sentiment scoring, call type classification) that generates labels visible in your dashboard. These labels are used to provide you with analytics and are not used by Receptify to make decisions that have legal or significant effects on callers. If you use these labels to make decisions about your own customers, you are the controller for those decisions and must ensure you have appropriate safeguards.
3.4 AI Training
We do not train on your call data
04.Information Sharing & Disclosure
We do not sell, rent, or trade your personal information. We share data only in the following circumstances:
4.1 Service Providers (Sub-processors)
| Provider | Purpose | Location | Data Shared |
|---|---|---|---|
| Stripe | Payment processing & subscription billing | USA (SCCs in place) | Billing info, email |
| Twilio | Telephony, call routing, audio streaming | USA (SCCs in place) | Phone numbers, audio, transcripts |
| Google (Gemini API) | AI language model inference | USA (SCCs in place) | Call transcript segments (in-context only) |
| ElevenLabs | Text-to-speech voice synthesis | USA (SCCs in place) | Agent response text |
| MongoDB Atlas | Database hosting | EU / Configurable | All structured platform data |
| Contabo / VPS provider | Application server hosting | EU | All application-level data |
4.2 Legal Disclosure
We may disclose your information if required by law, court order, or governmental authority, or if we believe disclosure is necessary to prevent fraud, protect our rights, or protect the safety of persons. Where legally permitted, we will notify you before disclosing.
4.3 Business Transfers
In the event of a merger, acquisition, or sale of assets, your data may be transferred to the acquiring entity. We will notify you via email and/or a prominent notice on our website at least 30 days before data is transferred and becomes subject to a different privacy policy.
4.4 Aggregated & Anonymized Data
We may share aggregated, de-identified data (e.g. "average call duration across the platform") for research or marketing purposes. This data cannot reasonably be used to identify you or your callers.
05.Data Retention
We retain data for as long as necessary to provide our Services and comply with legal obligations. The table below outlines our default retention periods. Enterprise customers may negotiate custom retention terms in their Data Processing Agreement.
| Data Type | Retention Period | Reason |
|---|---|---|
| Account & profile information | Duration of account + 90 days after deletion | Account management, legal compliance |
| Call transcripts | 12 months (configurable, min 30 days) | Analytics, audit, dispute resolution |
| Call audio recordings | 90 days (configurable, auto-purge enabled) | Quality review; audio is large and costly to store |
| Billing records & invoices | 7 years | Tax law and financial audit requirements |
| Knowledge base files | Until deleted by you or account closure | Required for agent operation |
| Security & access logs | 90 days | Fraud detection, incident response |
| Support tickets | 3 years from resolution | Customer service quality, dispute history |
| Anonymized analytics | Indefinite | Platform improvement; no personal data retained |
When you delete your account, we initiate a cascade deletion of your agents, call logs, knowledge base files, appointments, and orders within 30 days. Billing records are retained separately as required by law. Backups containing your data are purged within 90 days of deletion.
06.Data Security
We implement technical and organizational measures proportionate to the risks of processing. Our security practices include:
Encryption in Transit
All data transmitted between clients and our servers uses TLS 1.2+. API endpoints enforce HTTPS exclusively.
Encryption at Rest
Database volumes, audio recordings, and knowledge base files are encrypted at rest using AES-256.
Authentication
JWT access tokens (short-lived) with rotating refresh tokens stored in HttpOnly cookies. bcrypt for password hashing.
Rate Limiting
API endpoints are rate-limited (100 req/15min per IP by default) to mitigate brute force and DDoS attacks.
Multi-tenancy Isolation
All database queries are scoped by tenant ID. Cross-tenant data access is prevented at the middleware level.
Infrastructure
Servers are hardened with Helmet.js HTTP security headers, CORS with credentials validation, and cookie security flags.
Access Controls
Role-based access control (RBAC) separates admin and tenant access. Admin sessions use separate JWT secrets.
Incident Response
We maintain a documented incident response plan. Affected users will be notified within 72 hours of a confirmed breach.
07.International Data Transfers
Receptify is incorporated in the United States. If you are accessing our Services from the European Economic Area (EEA), United Kingdom, or Switzerland, your data may be transferred to and processed in the United States or other countries that may not provide the same level of data protection as your jurisdiction.
For transfers of personal data from the EEA/UK to the US, we rely on the following transfer mechanisms:
- ›Standard Contractual Clauses (SCCs) EU Commission-approved SCCs are incorporated into our Data Processing Agreements with all US-based sub-processors
- ›EU-US Data Privacy Framework where our sub-processors are certified under the DPF, we rely on this as an additional transfer mechanism
- ›Adequacy decisions where transfers are to countries recognized by the EU Commission as providing adequate protection
You may request a copy of the SCCs applicable to your data transfers by contacting our DPO at privacy@devzey.com.
09.Your Privacy Rights
Depending on your jurisdiction, you have the following rights regarding your personal data. We will respond to all valid requests within 30 days (extendable by 60 days for complex requests, with notice).
Right of Access
Request a copy of the personal data we hold about you, including the purposes of processing and retention periods.
Right to Rectification
Correct inaccurate or incomplete personal data. You can update most information directly in Settings.
Right to Erasure
Request deletion of your personal data where there is no legitimate reason for continued processing.
Right to Restrict Processing
Request that we limit how we process your data in certain circumstances (e.g. while a dispute is resolved).
Right to Data Portability
Receive your data in a structured, machine-readable format (JSON/CSV) to transfer to another provider.
Right to Object
Object to processing based on legitimate interests, including for direct marketing (instant opt-out).
Right to Opt-Out of Sale
We do not sell personal data. California residents may still submit this request for documentation purposes.
Right to Non-Discrimination
Exercising your privacy rights will not result in denial of service, different pricing, or reduced quality.
10.Children's Privacy
Our Services are not directed to children under the age of 16 (or 13 in jurisdictions where 13 is the applicable minimum age). We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately at privacy@devzey.com and we will take steps to delete such information.
If your business uses Receptify to interact with callers who may include children (e.g. a school or pediatric clinic), you are responsible for ensuring compliance with applicable children's privacy laws (COPPA, UK AADC, etc.) in your use of our platform.
11.Third-Party Services
Our Services may contain links to third-party websites or integrate with third-party tools (e.g. CRM systems, calendar platforms). This Privacy Policy applies only to Receptify's processing. We encourage you to review the privacy policies of any third-party services you connect to through our platform.
When you connect a third-party integration, you authorize us to share the data necessary for that integration to function (e.g. sending appointment details to your calendar). You can revoke integration access at any time from Settings → Integrations.
12.Contact & Data Protection Officer
If you have any questions, concerns, or requests related to this Privacy Policy or our data practices, please contact us through any of the following channels:
📮
Postal Address
Receptify Inc., [Address on file]
EEA and UK residents may also contact our EU/UK representative (details on request) or lodge a complaint directly with their national data protection supervisory authority.
13.Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, Services, or applicable law. We distinguish between material and non-material changes:
- ›Material changes (e.g. new purposes for processing, new categories of data, new sub-processors): We will notify you by email at least 14 days before the change takes effect and display a prominent notice in the dashboard.
- ›Non-material changes (e.g. clarifications, formatting, contact details): We will update the 'Last updated' date at the top of this page without direct notification.
- ›Emergency changes (e.g. required by law or to address a security issue): We may make changes immediately and notify you as soon as practicable.
Your continued use of our Services after the effective date of any change constitutes your acceptance of the updated policy. If you do not agree with a material change, you may terminate your account before the change takes effect.
A changelog of all previous versions of this Privacy Policy is available on request by emailing privacy@devzey.com.