Privacy Policy

1. Introduction

AI Reception Ltd ("we", "our", "us") is committed to protecting the privacy and security of your personal data. This privacy policy describes how we collect, use, and protect information when you use our AI phone receptionist service for dental practices.

We are registered with the Information Commissioner's Office (ICO) and comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data Controller

AI Reception Ltd is the data controller for the personal data processed through our platform. For patient call data, dental practices using our service act as data controllers, and we act as a data processor on their behalf under a Data Processing Agreement (DPA).

3. Data We Collect

Practice account data: Name, email address, practice address, phone number, and payment information (processed by Stripe).

Patient call data: Phone numbers, call recordings (when enabled and consented to), call transcripts, appointment details, and any information voluntarily provided during calls.

Usage data: Call volumes, feature usage, and technical logs for service improvement.

4. How We Use Your Data

We process personal data to: provide our AI receptionist service, manage appointments, process payments, send service communications, improve our AI models (using anonymised data only), and comply with legal obligations.

5. Data Retention

Call recordings and transcripts are retained for 90 days by default, or as configured by the practice. Account data is retained for the duration of the subscription plus 30 days. You may request earlier deletion at any time.

6. Data Security

All data is encrypted at rest (AES-256) and in transit (TLS 1.3). Our infrastructure is hosted in the UK/EU. We implement strict access controls and conduct regular security assessments.

7. Your Rights

Under UK GDPR, you have the right to: access your personal data, rectify inaccurate data, erase your data, restrict processing, data portability, and object to processing. To exercise these rights, contact us at privacy@aireception.co.uk.

8. Contact Us

For privacy enquiries, contact our Data Protection Officer at privacy@aireception.co.uk or write to: AI Reception Ltd, Data Protection Officer, London, United Kingdom.