1. Introduction
ReceptFlow ("we", "us", or "our") operates the ReceptFlow platform, an AI receptionist service for local service businesses. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service.
2. Information We Collect
Account Information
- Name, email address, and password when you create an account.
- Business name, phone number, and service details you provide during onboarding.
Lead & Conversation Data
- Names, phone numbers, email addresses, and messages submitted by your customers through the chat widget.
- Conversation transcripts between the AI receptionist and your customers.
- Appointment preferences and booking details.
Usage Data
- Log data such as IP address, browser type, and pages visited.
- Feature usage patterns to improve the service.
3. Google User Data
ReceptFlow accesses Google Calendar data solely to provide its core service — automatically booking appointments on behalf of the business owner when a lead qualifies through the AI chat widget.
What we access:
- Your calendar's free/busy information to determine available appointment slots.
- We create calendar events when appointments are booked through the AI receptionist.
- We store an encrypted OAuth refresh token to maintain the connection. We do not store your Google password.
- Your Google account email address solely to display which account is connected.
What we do not do:
- We do not use Google user data for advertising, marketing, or any purpose unrelated to providing this calendar booking functionality.
- Google Calendar data is never shared with third parties, sold, or used to build user profiles.
- Google user data is not used to train AI models or for analytics beyond providing the appointment booking service.
You can disconnect Google Calendar at any time from your dashboard settings, which immediately revokes our access and deletes the stored token.
We handle all Google user data in accordance with the Google API Services User Data Policy, including the Limited Use requirements.
4. How We Use Your Information
- To provide and operate the AI receptionist service.
- To qualify leads and book appointments on your behalf.
- To send appointment confirmations and notifications.
- To improve our AI models and service quality.
- To communicate with you about your account and service updates.
- To comply with legal obligations.
5. Data Sharing
We do not sell your personal information. We may share data with:
- AI Providers: Conversation data is processed by third-party AI providers (e.g., Anthropic) to generate responses. This data is not used to train their models.
- Infrastructure Providers: We use cloud hosting and database services that store data on our behalf under strict confidentiality agreements.
- Legal Requirements: We may disclose information if required by law or to protect our rights.
6. Data Security
We implement industry-standard security measures including encryption of sensitive data at rest and in transit, secure token storage, and access controls. However, no method of electronic storage is 100% secure.
7. Data Retention
We retain your data for as long as your account is active. Conversation and lead data is retained for up to 12 months after the last interaction. You may request deletion of your data at any time by contacting us.
8. Your Rights
Depending on your jurisdiction, you may have the right to:
- Access the personal data we hold about you.
- Request correction of inaccurate data.
- Request deletion of your data.
- Export your data in a portable format.
- Withdraw consent for optional data processing.
- Object to automated decision-making.
To exercise any of these rights, contact us at the email below.
9. Cookies
We use essential cookies to maintain your session and authentication state. We do not use third-party advertising or tracking cookies.
10. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by email or through the service. Continued use after changes constitutes acceptance.