Privacy policy

What information we collect

We collect the information needed to provide and support the receptionist service. This may include:

• customer name, business name, email address and phone number
• setup answers and receptionist wording
• activation, payment status and payment metadata
• assigned temporary phone number
• caller names, phone numbers, messages and reasons for calling
• call summaries and handover notes
• SMS/email notification records
• support tickets
• referral code if used
• basic website analytics or cookie data if used

Why we use this information

We use information to create and manage customer accounts, set up the AI receptionist, answer and handle forwarded calls, create call summaries, send SMS/email notifications, process activations and payments, provide support, prevent abuse or fraud, and improve the service.

Caller information

If a caller rings a number forwarded to One Day Receptionist, we may process their name, phone number, message, reason for calling and other details they provide during the call. This is used to handle the call and send the summary to the customer.

AI processing

AI may be used to help draft setup wording, interpret caller responses and create summaries. The customer remains responsible for checking setup wording before activation.

Who we share information with

We use service providers to run the service. These may include telecoms, number and call providers such as Twilio, SMS providers, email providers, payment providers such as Stripe, AI providers such as OpenAI, hosting and infrastructure providers, and authorised support or admin users. We do not publish or expose secret internal configuration values.

Payments

Payments are handled by Stripe or another payment provider. We do not store full card details.

How long we keep information

Setup wording and receptionist profile information may be retained for up to 12 months so customers can reuse their setup. Support tickets are retained while needed for support and administration. Call summaries are retained for operational review unless deleted earlier. Payment and account records are retained as needed for accounting, legal and administration purposes. Retention periods may vary depending on the type of information and legal or operational needs.

Your rights

Depending on the situation, you may have rights to access, correct or delete personal information, restrict or object to processing, and request data portability where applicable. You can also complain to the Information Commissioner's Office (ICO). To ask about your rights, contact hello@onedayreceptionist.com.

Security

Access is restricted, admin access is controlled, and data is held on secured systems. No system can be guaranteed 100% secure, so we keep security under review as the service develops.

International providers

Some providers may process data outside the UK. Where this happens, appropriate safeguards should be used by those providers.

Cookies and analytics

Analytics may be used to understand website use. Marketing pixels may be used if configured. A fuller cookie consent flow may be added as the site develops.

Changes to this policy

This policy may be updated as the service, providers or legal requirements change.

Contact

For privacy questions, contact: hello@onedayreceptionist.com.