Privacy policy

Effective 10 September 2026

GoReceptionist provides an AI phone receptionist for UK businesses. This page explains, in plain English, what personal information we handle, why, and what your rights are. It covers two groups of people: businesses that use GoReceptionist, and people who call those businesses. Questions or requests: email info@goreceptionist.co.uk.

If you called a business that uses GoReceptionist

When you ring a business that uses our service, an AI receptionist answers instead of a person. At the start of the call it tells you: “Please note, this call may be recorded for quality and training purposes.” Here is exactly what that means.

What we collect about you

• The phone number you called from (unless you withheld it), and the number you dialled.
• A recording of the call, and a written transcript of it.
• A short AI-generated summary of what the call was about.
• The details you give the receptionist — typically your name, the best number to call you back on, and a description of what you need. If you give the same callback number when you call that business again, the receptionist may see an appointment already booked under it, so it can check whether that's what you're calling about.
• The date, time and length of the call.

The receptionist only asks for your name, a callback number and what you need. It will never ask for card details, passwords or payment information. Please bear in mind that anything you choose to say on the call will appear in the recording and transcript, so avoid sharing sensitive details that aren’t needed.

How AI is involved

Your call is handled by artificial intelligence from start to finish: your speech is converted to text, an AI language model (OpenAI’s GPT-4o) works out how the receptionist should reply, and a synthesised voice speaks the answer. After the call, AI also produces the written summary. The companies that provide this technology for us are listed in the “Who helps us provide the service” section below. Each of them handles your call under its own contracts and published policies. Some AI providers’ published policies reserve the right to keep recordings and transcripts to improve their models; we have not verified whether that applies to calls made through our service. What we can promise is our own conduct: we use your call data only to run the service, and never sell it or use it for advertising.

Why we’re allowed to do this

Recording and transcribing these calls is done on the basis of legitimate interests — the business you called needs an accurate record of your message so they can call you back and do the job you asked about — and in accordance with the Telecommunications (Lawful Business Practice) (Interception of Communications) Regulations 2000, which permit businesses to record calls for purposes such as quality and training. The announcement at the start of every call is how we make sure you know before you say anything.

Who can see your call

• The business you called: they see your call, the recording, the transcript and the summary in their private dashboard, and we email them the summary and transcript after each call, so they can call you back. Those emails never contain a link to the recording.
• GoReceptionist: we can access call data to run the service, fix problems and check quality.
• The technology providers listed below, strictly to operate the service.
• You, on a later call: if you give the same callback number again, the receptionist may refer to an appointment already booked under it. It won't volunteer your name or what the job was unless you mention them first.

How long we keep it

Transcripts and summaries are kept while the business’s account remains open, so they can refer back to their call history. Call recordings are different: they are held by our voice provider, not by us, and the provider stops making them available after about 14 days — we keep no copy of the audio ourselves. When an account is closed, or when you ask us to (see “Your rights” below), we delete the call data from our systems and instruct our providers to do the same with anything they still hold.

If you have a GoReceptionist account

What we collect about you

• Your email address and a password (stored securely hashed — we can't read it).
• Your business details from setup: business name, trade (e.g. plumbing, electrical), the main contact's name, and an optional emergency contact number.
• The UK phone number we set up for your receptionist, and your call history (the same call data described above).
• Usage information — the minutes your receptionist has been on calls, used for your plan's included-minutes meter.
• Subscription records from Stripe, our payment provider.
• If you complete the phone number registration form: the registered business details you provide (such as your registered business name and address). UK numbering rules require these to be registered, so they are submitted to Twilio, our phone number provider.

Card details: when you pay, your card number goes directly to Stripe. It never touches our servers and we never see it. We store only references (such as your Stripe customer ID) so we know your subscription is active.

Why

We use this information to provide the service you’re paying for: creating and running your AI receptionist, showing you your calls, billing you correctly, and emailing you about your account (for example, confirmation and password-reset emails, the summary email after each call, and an alert as you approach your included minutes). That’s contract performance in data-protection terms. We keep billing records as long as tax law requires.

How long we keep it

While your account is open. If you close your account, we delete your business details and call data, keeping only what we’re legally required to retain (such as invoicing records).

Google Calendar (appointment booking)

You can connect your Google Calendar so your receptionist can offer callers appointment times and book jobs in. This section explains how that works. If you never connect a calendar, nothing in this section applies to you.

What access we ask for

When you connect Google Calendar, Google will ask you to grant GoReceptionist these permissions (called “scopes”):

• See your Google Account email address (openid and https://www.googleapis.com/auth/userinfo.email) — so your dashboard can show which Google account is connected. That is the only thing we use it for.
• See when you’re free or busy (https://www.googleapis.com/auth/calendar.events.freebusy) — so the receptionist can offer callers times when you’re actually available. We only ask Google whether times in your main calendar are taken; this check does not tell us what your appointments are.
• View and edit events on your calendars (https://www.googleapis.com/auth/calendar.events) — so the receptionist can put a booked appointment into your main calendar and later re-read that same appointment. Google grants this permission across your calendars; we only ever create appointments the receptionist booked, and read those same appointments back.

What we do — and don’t do — with it

• We check your availability at the moment of a call, we create appointment events you've asked the receptionist to book, and we re-check those same events — only ones the receptionist itself created — so a booking you cancel or move in your calendar stops being mentioned to callers. That's it.
• We don't store a copy of your calendar. We keep two things: the secure connection token that lets us make those checks and bookings on your behalf, and the email address of the Google account you connected, so your dashboard can show which account is linked.
• We never sell Google user data, never use it for advertising, and never use it to train AI models — ours or anyone else's.
• No human at GoReceptionist reads your calendar data except with your permission when helping you with a support problem, where required for security reasons, or where the law requires it.
• You can disconnect at any time from your dashboard, or by revoking GoReceptionist's access at myaccount.google.com/permissions. When you disconnect from your dashboard, we delete the stored connection token and the account email address. If you revoke access from your Google account instead, the connection stops working straight away, and we delete the stored token and email address as soon as we notice — at the latest within a day or so, because we check every connection daily.

GoReceptionist’s use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Who helps us provide the service

Running an AI receptionist takes several specialist companies. Each one handles data only under contract — with us, or with the provider we engage them through — and only to provide its part of the service. Where a company works for one of our providers rather than directly for us, its entry says so:

Where your data lives

Our database is hosted in London, so stored call records and account details stay in the UK. However, the live phone call itself is processed by providers based in the United States (Vapi, Twilio, Deepgram, OpenAI and ElevenLabs), and recordings are stored by Vapi in the US — so call data does leave the UK. For the providers we work with directly, safeguards UK law recognises are in place, and we have checked them provider by provider: some hold active certifications under the UK Extension to the EU–US Data Privacy Framework, and the terms that bind them to us incorporate standard contractual clauses with the UK International Data Transfer Addendum. Deepgram, OpenAI and ElevenLabs work under contract with Vapi rather than with us, so the safeguards for those steps sit in Vapi’s agreements with them — the same chain the “Who helps us provide the service” section describes.

Cookies

This website uses only essential cookies — the ones that keep you logged in to your dashboard. We use no advertising cookies, no analytics cookies, and no tracking of any kind.

Your rights

Under UK data protection law (UK GDPR), you have the right to ask us for a copy of the personal information we hold about you, to correct it, to have it deleted, to receive it in a portable format, and to object to how it’s used. This applies to everyone — including callers, who never signed up to anything.

If you called a business and want your recording deleted (or want to know what was kept): email info@goreceptionist.co.uk and tell us the business you called, the rough date and time, and the number you called from, so we can find the right call. You can also ask the business directly.

We respond to all requests within one calendar month. If you’re unhappy with how we’ve handled your information, you can complain to the UK regulator, the Information Commissioner’s Office, at ico.org.uk.

How we protect your data

• Everything travels over encrypted connections (HTTPS).
• Call recordings are only playable through the logged-in dashboard of the business that received the call — recording links are never exposed publicly.
• Each business can only ever see its own calls and details, enforced at the database level.
• Access keys and secrets are never stored in code.

Changes to this policy

If we change how we handle personal data, we’ll update this page and the date at the top. Significant changes will be flagged to account holders by email.

Who we are:GoReceptionist Ltd, a company registered in England and Wales (company number 17228440), registered office: 94 Harbour Way, Folkestone, England, CT20 1NB. We operate www.goreceptionist.co.uk. We are the data controller for account holders’ information, and we process caller information on behalf of the businesses our customers run. Contact: info@goreceptionist.co.uk.