Privacy Policy
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, emergencies, or callbacks, only after the caller verbally agrees during the call to receive a text — that same confirmation text also lets you opt in to quote/invoice links by replying Y (see Section 5). If you haven't been through a call, an HVAC business's staff will first text you asking you to reply Y before sending any quote or invoice link.
- 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, emergency-alert acknowledgments, and callback confirmations by SMS, only after verbal consent is given during the call; and to let HVAC businesses text quote or invoice links only to numbers that have explicitly replied Y to opt in, whether through the confirmation text or a separate opt-in request.
- 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, emergency-alert acknowledgments, callback confirmations, and business-initiated quote/invoice links |
| 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. No mobile information collected for SMS messaging is shared with third parties or affiliates for marketing or promotional purposes.
5. SMS / text messaging terms
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties, regardless of any affiliate or partnership arrangement.
- Appointment, emergency, and callback confirmations: during a call, our AI receptionist ("Sara") asks "Would you like a text confirmation of this?" We only send a text if you say yes, and it goes to the number you're calling from, tied directly to that specific request. That confirmation text also asks: "Want quote & invoice links texted to this number too? Reply Y to opt in." Only a Y reply enrolls that number for quote/invoice texts.
- Quote and invoice links, without a prior call: if you request a quote or receive an invoice from an HVAC business using Receptra and haven't already opted in through a call, that business's staff will first text you: "Reply Y to receive your quote/invoice link by text." We only send the actual link after you reply Y.
- 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.