Last updated: September 20, 2026
Recepcia ("we", "us", or "our") operates the Recepcia AI platform, including our website, software, AI receptionist services, and the AI Recepcia mobile app. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service. Please read this policy carefully. Account, security, and other essential processing needed to run the Service is described below. Optional Google Analytics 4 on app.recepcia.ai is not turned on unless you explicitly accept analytics.
Account Information
When you create an account, we collect your name, email address, and password. If you sign in via Google OAuth, we receive your name and email from Google.
Authenticated use of the AI Recepcia mobile app also involves account identifiers such as a user/account ID and a workspace/company identifier. We use these to authenticate you, associate requests with the correct account or workspace, and provide app functionality. Email address and a user/account identifier are required for authenticated access. Account authentication is not optional. A display name is account information you or your workspace may provide; it is not required solely to sign in.
Usage Data
We collect first-party operational information needed to run and secure the Service (for example authentication, error handling, and feature delivery). Optional Google Analytics 4 page-path measurement on app.recepcia.ai is separate: it loads only after you accept analytics, does not run on localhost or staging, and does not send passwords, tokens, transcripts, or message contents. You can change that choice on the Cookie Policy page.
Communication Data
When you use our AI receptionist, messaging, or calling features, we process call recordings, transcriptions, SMS/WhatsApp messages, and email content to provide the Service. This data is stored securely and used solely to deliver and improve the Service.
Customer Data
Contacts, knowledge base articles, scheduling data, product catalogs, and other business information you upload or create within the Service.
Uploaded Files for Import and Extraction
When you use product import features (Image OCR, Import PDF, CSV import, Knowledge Base file upload, or listing photo/document upload), we process the files you submit to extract structured business data. For product OCR import, uploaded menu images and PDFs are transmitted for AI-assisted extraction; the original upload is processed to generate a preview and is not retained as a standalone file after processing unless you save resulting catalog entries. Extracted product names, prices, and categories are stored only after you confirm them in the import review step.
Mobile App Location Data
When you use the AI Recepcia mobile app for an authorized Dispatch / job workflow, we may collect precise or approximate device location as described in the Mobile App Location Data section below. Logging into the app does not start Dispatch location sharing by itself.
Mobile App Device and Notification Identifiers
If you sign in and allow notifications, AI Recepcia obtains a push delivery identifier (an Expo push token derived from the device's Firebase Cloud Messaging token) and stores it on Recepcia so we can send operational alerts to that installation. We may also receive an Expo installation identifier and device or model metadata associated with that notification flow. Expo and Google Firebase receive the underlying delivery identifiers to provide notification delivery services on our behalf. You may decline notification permission or disable Push Notifications in Settings and continue using the rest of the app.
If you use Dispatch job tracking, the app also creates a random per-installation identifier and sends it to Recepcia so the device can be recognized for Dispatch functionality. This identifier is not an Advertising ID, Android ID, IMEI, or MAC address. These identifiers are not used for advertising.
Mobile App Dispatch Photos, Videos, and Signatures
If you use Dispatch workflows that collect job evidence, you may capture and upload photos and videos to Recepcia. Those photos and videos may be stored with the relevant Dispatch job or record to provide operational Dispatch functionality. They are not treated as ephemeral.
When a Dispatch workflow requires acknowledgement or signature, the app may collect a signature image and the printed signer or recipient name. We use this as Dispatch completion evidence for app functionality.
Dispatch photos, videos, signature images, and printed signer or recipient names are optional and are collected only when you use those features. They are not required to create an account or sign in.
Mobile App Feedback and Dispatch Field Content
If you use in-app feedback or bug-report features, we receive the text and related details you submit so we can review the issue and operate the Service.
If you use Dispatch field operations, you may also enter and submit job-related content such as incident or condition notes, checklist information, barcode or other Dispatch field data, and similar user-entered field-ops content. We store this with the relevant Dispatch job or record to provide operational functionality.
Feedback, bug-report text, and Dispatch field content are optional and are collected only when you use those features.
This section describes how the AI Recepcia mobile app accesses, collects, uses, and shares location data. It applies to foreground location and, when authorized, background location during Dispatch job tracking.
What may be collected
During an authorized Dispatch job, the app may collect precise or approximate device location, including GPS coordinates, location timestamps, and related location accuracy, altitude, speed, or heading metadata when the device provides them. The app sends these observations to Recepcia Core API (app.recepcia.ai). The mobile app does not send GPS directly to advertising networks.
When location is collected
Why we collect location
We use Dispatch location so an authorized worker's current job location and progress can be shown to that tenant's dispatcher or office users, to support Dispatch operations, job progress, arrival/job workflow, and route or ETA functionality when the tenant has those features configured.
Who receives location
Location is processed in the tenant / company context. It may be made available to authorized company users such as dispatchers and managers, and to service providers necessary to operate the platform (for example hosting). If tenant routing or ETA features are configured, Recepcia may process coordinates server-side with mapping or routing infrastructure providers solely to operate Dispatch. The mobile app itself sends GPS only to Recepcia. Location is not sold, and Dispatch location is not used for advertising.
When tracking stops
Location sharing stops when the Dispatch job or tracking policy ends, including completion, cancellation, or a policy stop; when you log out; or when device location permission is denied or revoked. Revoking location permission in device settings will stop further collection, but may disable active Dispatch tracking until permission is granted again.
Retention
Live tracking observations older than about 10 minutes are rejected by Recepcia Core API. We retain accepted Dispatch location data only as reasonably necessary to operate Dispatch, resolve disputes, and meet legal obligations. We do not keep stale live-tracking pings as a permanent advertising profile.
Your control
You control OS location permissions, including foreground and background location, in device settings. You may also decline in-app location disclosure. Doing so may prevent Dispatch location sharing for the current job.
Our Service uses artificial intelligence to process voice calls, generate responses, analyze communications, and assist with business data extraction (for example menu and catalog OCR on the Products page). Your content may be processed by third-party AI providers (such as OpenAI) to deliver these features. Product import uses a preview-first workflow: AI-suggested rows are shown for your review and are not added to your catalog until you explicitly confirm save. We apply automated safety checks (for example blocking suspicious contact/phone-like prices and flagging brochure-style documents) but you remain responsible for verifying extracted prices and item names before publishing.
We ensure all third-party processors comply with applicable data protection standards. We do not use your data to train third-party AI models.
We do not sell your personal information. We may share your data with:
We retain your data for as long as your account is active or as needed to provide the Service. When you delete your account, we will delete or anonymize your personal data within 30 days, except where retention is required by law.
We implement industry-standard security measures to protect your data, including encryption in transit (TLS) and at rest, access controls, and regular security reviews. However, no method of transmission over the Internet is 100% secure, and we cannot guarantee absolute security.
Depending on your jurisdiction, you may have the right to:
To exercise these rights, contact us at legal@recepcia.ai.
We use essential cookies to maintain your session and preferences. We do not use third-party tracking or advertising cookies. Google reCAPTCHA is used on the login page for security purposes and is governed by Google's Privacy Policy and Terms of Service. For details, see our Cookie Policy.
The Service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal data, please contact us and we will take steps to delete such information.
We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on the Service. Your continued use of the Service after changes constitutes acceptance of the updated policy.
For questions or concerns about this Privacy Policy or our data practices, please contact us at legal@recepcia.ai.