​1. Introduction

AI Reception Ltd (“AI Reception”, “we”, “us”, “our”) is a technology company that provides AI voice agents and related services for sales, customer service and operational automation. This Privacy Policy explains how we collect, use, disclose and protect your personal data when you visit our website www.aireception.biz (“Website”) or use our services, including our AI voice agents operating over phone, web and integrated channels.​

By using our Website or services, you acknowledge that you have read this Privacy Policy and understand how your personal data will be processed.

2. Who we are and contact details

Company name: AI Reception Ltd (trading as “AI Reception”)

Registered address: 71–75 Shelton St, London, WC2H 9JQ, United Kingdom

Website: https://www.aireception.biz

Email: [email protected]

Phone: 07886 077384

For all privacy-related queries, including data subject requests, please contact us at [email protected].

3. Scope of this policy

This Privacy Policy applies to:

Visitors to our Website.

Prospective, current and former customers and their representatives.

End users who interact with our AI voice agents via phone, web, or other supported channels on behalf of our customers.​

If you are an end user of one of our customers, AI Reception typically processes your data as a data processor on behalf of that customer, who is the data controller under applicable data protection laws.​

4. Information we collect

4.1 Personal data

Depending on how you interact with us, we may collect:

Identity data: Name, job title, company name, username or similar identifiers.

Contact data: Email address, phone number, postal address and preferred communication channel.​

Customer account data: Billing address, subscription details, plan selection (e.g. Basic or Custom), transaction history and payment-related records (processed via payment providers).​

Voice and interaction data: Audio recordings, call transcripts, chat transcripts, call metadata (time, duration, line used), and outcomes (e.g. lead qualified, appointment booked, FAQ answered).​

Technical and usage data: IP address, browser type, operating system, device identifiers, referral URLs, pages visited, links clicked, session duration and other analytics data collected via cookies and similar technologies.​

Marketing and communications data: Preferences for receiving marketing from us, engagement metrics and communication history.​

4.2 Non-personal data

We may collect or create aggregated or anonymised data (for example, overall system performance metrics, success rates or usage statistics) that does not identify any individual.​

5. How we collect information

We collect personal data through:

Direct interactions: When you fill out forms on our Website, request a demo, subscribe to a plan, contact us by phone or email, or interact with our AI agents.​

Automated technologies: Cookies, pixels and similar tools on our Website and web-based voice interfaces.​

Customer-provided data: Our business customers may provide contact lists, CRM records or configuration data for integration with our platform (e.g. CRM, calendar, telephony, web chat).

Third-party sources: Analytics tools, advertising partners and integration partners (such as CRM, telephony or calendar systems), in accordance with their privacy policies and your settings.​

6. Legal bases for processing (GDPR/UK GDPR)

Where GDPR or UK GDPR applies, we rely on one or more of the following legal bases:​

Consent: For certain marketing activities, cookies (where required) and specific types of voice recording or analytics, we may rely on your explicit consent.

Contractual necessity: To provide our services and perform our contract with you or the organisation you represent.

Legitimate interests: To operate, secure, improve and grow our business, provided these interests are not overridden by your rights.

Legal obligation: To comply with applicable laws, regulations and regulatory requirements.

Where AI Reception acts as a data processor, the relevant lawful basis is determined by our customer (the data controller).​

7. How we use your information

We process personal data for the following purposes:​

Service delivery:

Running inbound and outbound AI voice agents for lead qualification, appointment booking, FAQ handling and customer support.

Integrating with customer systems such as CRMs, calendars, telephony platforms and web chat tools.

Customer management:

Setting up and administering customer accounts and subscriptions (e.g. Basic and Custom plans), including billing and support.

Communication:

Responding to enquiries, sending service-related notifications and providing technical or customer support.

Sending marketing communications where permitted by law and your preferences.

Improvement and analytics:

Analysing usage of our Website and services to improve performance, accuracy and reliability of our AI voice agents and platform.

Security and fraud prevention:

Monitoring for and preventing unauthorised access, misuse and other security incidents.​

Legal and compliance:

Meeting our legal obligations and assisting customers with their own compliance efforts, including GDPR/UK GDPR obligations for voice data.​

We do not sell your personal data.

8. Cookies and tracking technologies

Our Website and certain services use cookies and similar technologies to:​

Remember preferences and improve user experience.

Perform analytics on Website and service usage.

Support marketing and advertising, where permitted.

You can manage cookies through your browser settings and, where implemented, our cookie banner or preference centre. Disabling some cookies may affect Website functionality.

9. Voice data and AI processing

Because AI Reception delivers AI voice agents, voice data is a core part of our services:​

Calls and voice interactions may be recorded and transcribed to:

Perform the requested service (e.g. booking an appointment or qualifying a lead).

Improve accuracy, reliability and performance of the agents.

Provide logs and analytics to customers.

Where AI models or third-party AI providers are used, data is processed under strict contractual and technical safeguards aimed at protecting privacy and security.​

Customers can configure retention, recording options and consent workflows, subject to applicable law.

End users should refer to the privacy information provided by the business that is using AI Reception to understand how that business uses their voice data.

10. Sharing your information

We may share personal data with:​

Service providers and processors:

Cloud hosting providers, telephony providers, payment processors, CRM and calendar integration partners, email and SMS providers, analytics and security vendors.

Customers (data controllers):

When providing services on behalf of a customer, voice recordings, transcripts and interaction data are shared with that customer in line with our contract.

Professional advisers:

Lawyers, accountants, auditors and insurers where necessary.

Legal and regulatory authorities:

Where required by law, regulation, court order or regulatory request.

All such parties are required to handle personal data in accordance with applicable data protection laws and appropriate contractual obligations.

11. International data transfers

Your personal data may be processed and stored in countries outside the UK or European Economic Area (EEA), including where our service providers or infrastructure are located.​

Where data is transferred outside the UK/EEA, we implement appropriate safeguards such as:

Standard contractual clauses (SCCs) or equivalent mechanisms approved by regulators.

Technical and organisational measures to protect the data.

You may contact us for more information about the safeguards in place for international transfers.

12. Data security

We implement appropriate technical and organisational measures to protect personal data, including:​

Encryption in transit and at rest where appropriate.

Access controls and role-based permissions.

Secure development and testing practices.

Monitoring, logging and incident response procedures.

Vendor due diligence and contractual security obligations.

No system can be guaranteed 100% secure, but we work to continually improve our security posture.

13. Data retention

We retain personal data only for as long as necessary for the purposes described in this Privacy Policy or as required by law.​

Retention periods vary depending on:

The type of data (e.g. account data vs. call recordings).

Contractual requirements with our customers.

Legal and regulatory obligations.

When data is no longer required, we will delete it or anonymise it so that it can no longer be associated with an identifiable individual.

14. Your data protection rights

Subject to applicable law (including GDPR/UK GDPR), you may have the following rights in relation to your personal data:​

Right of access: To obtain a copy of the personal data we hold about you.

Right to rectification: To correct inaccurate or incomplete data.

Right to erasure: To request deletion of your personal data in certain circumstances.

Right to restrict processing: To request that we limit our processing of your data in certain situations.

Right to object: To object to processing based on legitimate interests or direct marketing.

Right to data portability: To receive your data in a structured, commonly used, machine-readable format where processing is based on consent or contract and carried out by automated means.

Rights related to automated decision-making: To obtain human intervention and to express your point of view where significant decisions are made solely by automated means.​

When AI Reception acts as a processor for a customer, you should direct your request to that customer, who is responsible for handling the request. AI Reception will assist the customer in responding where required.​

To exercise these rights, contact us at [email protected]. We may need to verify your identity before processing your request.

15. Marketing communications

We may send you marketing communications about AI Reception’s services if:​

You have requested information from us or purchased services from us and you have not opted out.

You have provided consent for marketing.

You can opt out of marketing communications at any time by:

Clicking the unsubscribe link in any marketing email, or

Contacting us at [email protected].

Service-related communications (such as billing or security notices) are not considered marketing and you may not be able to opt out of them.

16. Children’s privacy

Our Website and services are not directed at children and we do not knowingly collect personal data from individuals under 16 years of age. If we become aware that we have inadvertently collected such data without appropriate consent, we will take steps to delete it.​

17. Third-party websites and services

Our Website or services may contain links or integrations to third-party websites, platforms or services (such as CRMs, telephony providers or payment processors). Those third parties have their own privacy policies and practices, which we do not control.​

You should review the privacy policies of any third-party service you use in connection with AI Reception.

18. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology or legal requirements. When we do, we will update the “Last updated” date at the top of this page and, where appropriate, notify you through our Website or by email.​

Your continued use of our Website or services after any update constitutes acceptance of the revised Privacy Policy.

19. How to contact us or lodge a complaint

If you have questions, concerns or complaints about this Privacy Policy or how we handle your personal data, you can contact us at:

Email: [email protected]

Address: 71–75 Shelton St, London, WC2H 9JQ, United Kingdom

You may also have the right to lodge a complaint with your local data protection authority, such as the UK Information Commissioner’s Office (ICO), if you believe your rights have been violated.