Legal

Privacy Policy

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Note: This policy is provided as a good-faith description of Receptra AI's actual data practices, written to align with common US privacy and telecom-consent regulations (including the TCPA and CCPA/CPRA). It is not a substitute for review by a licensed attorney. If you are relying on this page for regulatory approval, compliance certification, or a legal dispute, have qualified US legal counsel review and, if needed, revise it before publishing.

Receptra Technologies FZE ("Receptra," "we," "us," or "our") provides an AI voice receptionist and business management platform for HVAC service companies operating in the United States. This Privacy Policy explains what information we collect, how we use it, who we share it with, and the choices available to you — whether you are a Receptra client (an HVAC business) or a caller/customer of one of our clients.

1. Information we collect

1.1 From HVAC businesses (our clients)

Account and business details: business name, service area, business hours, representative name, phone number, and login credentials.
Billing information: processed by Stripe on our behalf. Receptra does not directly store full payment card numbers.
Operational data entered into the platform: leads, appointments, quotes, invoices, expenses, technician records, and payroll setup information.

1.2 From callers and service customers (your clients' customers)

Call recordings and transcripts of calls handled by our AI voice agent ("Sara"), including the caller's phone number, name, and the content of the conversation.
Appointment and service details discussed on a call: service address, description of the problem, preferred scheduling, and similar details needed to book or manage a job.
SMS messages sent to confirm appointments or provide service updates, where the caller has consented to receive them (see Section 5).
Technician location at check-in: when a technician checks into a job using our field app, we record a single GPS coordinate (latitude/longitude and accuracy) at that moment, along with the timestamp and job status. We do not continuously track a technician's location in the background.

1.3 Automatically collected information

Our marketing website may use standard web server logs (IP address, browser type, pages visited) for security and basic analytics purposes.

2. How we use information

To operate the AI receptionist service: answering calls, booking appointments, capturing leads, and routing emergencies.
To provide the business platform: scheduling, quotes, invoices, payroll, and reporting for our HVAC clients.
To send appointment confirmations and service updates by SMS, where consented to.
To improve service quality, including reviewing call transcripts for training and quality-assurance purposes.
To process payments (via Stripe) for both platform subscription fees and, where applicable, invoices an HVAC business sends to its own customers.
To comply with legal obligations and enforce our Terms of Service.

3. Call recording and consent (TCPA)

Calls handled by Sara may be recorded for quality, training, and record-keeping purposes. Where required by law, callers are notified that the call may be recorded. Receptra's clients are responsible for ensuring their own use of the platform (including any outbound calling or texting) complies with the Telephone Consumer Protection Act (TCPA) and applicable state call-recording laws, including two-party consent requirements in states that require it.

4. Third-party service providers

We rely on the following categories of third-party providers to operate the service. Each processes data only as needed to perform its function on our behalf:

Provider category	Purpose
Voice AI platform	Powers the conversational voice agent and call handling
Text-to-speech provider	Generates the voice agent's spoken responses
AI language model provider	Assists with lead extraction and text-based automation
Automation platform	Connects call events to calendar bookings and SMS alerts
Cloud data storage	Stores operational records (appointments, quotes, invoices, etc.)
SMS provider	Delivers appointment confirmations, service updates, and emergency alerts
Payment processor (Stripe)	Processes subscription billing and client invoicing
Hosting provider	Hosts our website and client portal

We do not sell personal information to third parties for their own marketing purposes.

5. SMS / text messaging terms

SMS messages (appointment confirmations, service updates, and emergency alerts) are sent only to numbers that have engaged with an HVAC business through a phone call or booking, and only where consent was given during that interaction.
Message frequency varies depending on your service activity (e.g., one confirmation per booked appointment).
Message and data rates may apply.
Reply STOP to any message to opt out at any time. Reply HELP for assistance.
Carriers are not liable for delayed or undelivered messages.

6. Data retention

We retain call recordings, transcripts, and operational records for as long as needed to provide the service, support the HVAC business's own record-keeping, and meet legal or tax obligations, after which they are deleted or de-identified. Retention windows may also depend on the subscription plan of the HVAC business (see plan details on our pricing page).

7. Your privacy rights

Depending on your state of residence, you may have rights under laws such as the California Consumer Privacy Act (CCPA/CPRA) and similar state privacy laws, including the right to:

Know what personal information we have collected about you.
Request deletion of your personal information, subject to legal exceptions (e.g., records an HVAC business must keep for tax or warranty purposes).
Correct inaccurate personal information.
Opt out of the sale or sharing of personal information — we do not sell personal information.
Not be discriminated against for exercising these rights.

To exercise any of these rights, contact us using the details in Section 11. Because much of the information we hold is collected on behalf of an HVAC business (our client), we may direct certain requests to that business, since they are the party with the direct customer relationship.

8. Data security

We use industry-standard safeguards, including encryption in transit and at rest, and restrict access to client data to what is needed to operate the service. No system is 100% secure, and we cannot guarantee absolute security.

9. Children's privacy

Our services are intended for use by businesses and their adult customers. We do not knowingly collect personal information from children under 13.

10. International data handling

Receptra Technologies FZE is based in the United Arab Emirates and provides services to HVAC businesses located in the United States. Data may be processed and stored using service providers located in the United States and other jurisdictions. By using our services, you acknowledge this cross-border handling of information.

11. Contact us

Questions about this Privacy Policy, or requests regarding your personal information, can be sent to hello@receptra.app.

12. Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be reflected by updating the "Last updated" date above.