Privacy Policy for One Click Receptionist

Last Updated: January 31, 2026

Introduction

This Privacy Policy describes how One Click Receptionist ("we," "us," or "our") collects, uses, stores, and protects your personal information when you use our mobile application and AI receptionist service (collectively, the "Service"). By using our Service, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

1.1 Personal Information You Provide

Account Information:

Phone number (required for account creation and verification)
Email address (optional)
SMS verification codes
Account credentials

Business Information:

Business name
Business website URL
Business postcode/address
Business type and category
Business description
Business hours and availability

1.2 Automatically Collected Information

Call Data:

Incoming caller phone numbers
Call duration and timestamps
Call recordings (audio)
Call transcripts
Call status and metadata
Twilio call session IDs

Business Profile Data:

Google Business profile information (if available):
- Business ratings and reviews
- Business categories
- Google Place IDs
- Public business hours

Device and Usage Information:

Device type and operating system
App usage analytics
Push notification tokens
Application performance data
IP addresses

Payment Information:

Billing history
Subscription status
Usage metrics for billing purposes
Payment processing is handled by Stripe (see Third-Party Services section)

1.3 AI-Generated Content

AI-generated call scripts customized for your business
AI-generated responses during call sessions
Appointment bookings made through the AI system

2. How We Use Your Information

2.1 Service Delivery

Create and manage your account
Verify your identity through SMS verification
Provision phone numbers for your business
Handle incoming calls with AI assistance
Generate customized call scripts based on your business information
Process and transcribe call recordings
Manage appointments and bookings
Send SMS confirmations and reminders to callers

2.2 Communication

Send you push notifications about incoming calls
Notify you about bookings and important events
Provide customer support
Send service updates and announcements

2.3 Service Improvement

Analyze usage patterns to improve our Service
Train and improve our AI models
Monitor service performance and reliability
Debug and fix technical issues

2.4 Billing and Payments

Process activation fees and usage charges
Calculate pay-per-call billing
Manage subscription plans
Generate invoices and receipts

2.5 Legal and Security

Comply with legal obligations
Prevent fraud and abuse
Enforce our Terms of Service
Protect the security of our Service

3. Third-Party Services

We use the following third-party services that may collect and process your data:

3.1 Twilio

Purpose: Phone number provisioning, call handling, SMS delivery, call recording
Data Shared: Phone numbers, call audio, SMS messages, call metadata
Privacy Policy: https://www.twilio.com/legal/privacy

3.2 Stripe

Purpose: Payment processing and subscription management
Data Shared: Payment information, billing details, transaction history
Privacy Policy: https://stripe.com/privacy

3.3 RevenueCat

Purpose: In-app subscription management
Data Shared: User identifiers, subscription status, purchase history
Privacy Policy: https://www.revenuecat.com/privacy

3.4 OpenAI / AI Services

Purpose: AI-powered call handling, script generation, natural language processing
Data Shared: Call transcripts, business information, conversation data
Privacy Policy: https://openai.com/policies/privacy-policy

3.5 SerpAPI / Google Places API

Purpose: Business information enrichment and verification
Data Shared: Business name, postcode, public business information
Privacy Policy: https://serpapi.com/privacy

3.6 Cloudflare

Purpose: Hosting backend services, data storage (D1 database)
Data Shared: All data processed through our backend API
Privacy Policy: https://www.cloudflare.com/privacypolicy/

3.7 Expo / React Native Services

Purpose: Mobile app framework, push notifications
Data Shared: Device tokens, app usage data
Privacy Policy: https://expo.dev/privacy

4. Data Storage and Security

4.1 Data Storage

Your account data is stored securely on Cloudflare's D1 database platform
Call recordings are stored on Twilio's servers
Data is encrypted in transit using TLS 1.2 or higher
Data at rest is encrypted using industry-standard encryption methods

4.2 Data Retention

Account information: Retained while your account is active
Call recordings and transcripts: Retained for 90 days by default (configurable in settings)
Booking history: Retained for 2 years for business records
Payment records: Retained for 7 years for legal and accounting purposes
Deleted account data: Permanently deleted within 30 days of account deletion

4.3 Security Measures

Secure authentication using SMS verification
API communications over HTTPS only
Regular security audits and monitoring
Access controls and authentication for backend systems
Data encryption in transit and at rest
Secure storage of sensitive credentials using secure key management

5. Data Sharing and Disclosure

We do not sell your personal information. We may share your information only in the following circumstances:

5.1 Service Providers

We share data with third-party service providers (listed in Section 3) who help us operate the Service.

5.2 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

5.3 Legal Requirements

We may disclose your information if required by law, court order, or governmental regulation, or to protect:

Our legal rights
The safety of our users
Investigation of fraud or security issues

5.4 With Your Consent

We may share your information for other purposes with your explicit consent.

6. Your Rights and Choices

6.1 Access and Correction

You can access and update your account information and business profiles through the app settings.

6.2 Account Deletion

You can delete your account at any time through the app settings. This will:

Permanently delete your account data
Delete all associated business profiles
Delete call recordings and transcripts
Cancel active subscriptions
Release provisioned phone numbers

6.3 Data Portability

You can request a copy of your data by contacting us at the email address below.

6.4 Opt-Out Rights

Push Notifications: You can disable push notifications in your device settings
Marketing Communications: You can unsubscribe from marketing emails using the link provided in the email
Call Recording: Call recording is essential to the Service and cannot be disabled while using the Service

6.5 Cookie-Like Technologies

Our mobile app uses secure storage to maintain your session and preferences. You can clear this data by logging out or deleting the app.

7. Children's Privacy

Our Service is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe your child has provided us with personal information, please contact us to have that information deleted.

8. International Data Transfers

Our Service is operated from the United Kingdom and uses infrastructure located in multiple countries. Your information may be transferred to and processed in countries other than your country of residence, including the United States. These countries may have data protection laws different from your country. By using our Service, you consent to the transfer of your information to these countries.

9. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

Right to Know: You can request information about the categories and specific pieces of personal information we collect
Right to Delete: You can request deletion of your personal information
Right to Opt-Out: You have the right to opt-out of the sale of personal information (note: we do not sell personal information)
Right to Non-Discrimination: We will not discriminate against you for exercising your CCPA rights

To exercise these rights, please contact us using the information in Section 12.

10. European Privacy Rights (GDPR)

If you are located in the European Economic Area (EEA) or United Kingdom, you have rights under the General Data Protection Regulation (GDPR):

10.1 Legal Basis for Processing

We process your personal data based on:

Contract Performance: To provide the Service you've requested
Legitimate Interests: To improve our Service and prevent fraud
Consent: For marketing communications and certain data processing activities
Legal Obligations: To comply with applicable laws

10.2 Your GDPR Rights

Right to access your personal data
Right to rectification of inaccurate data
Right to erasure ("right to be forgotten")
Right to restrict processing
Right to data portability
Right to object to processing
Right to withdraw consent
Right to lodge a complaint with a supervisory authority

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by:

Posting the new Privacy Policy in the app
Updating the "Last Updated" date at the top of this policy
Sending a push notification for significant changes

Your continued use of the Service after changes become effective constitutes acceptance of the updated Privacy Policy.

12. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Email: contact@yindustriesltd.com
Company: Y Industries Ltd
Company Number: 12426899
Address: 20-22 Wenlock Road, London, England, N1 7GU

For UK/EU users, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data protection rights have been violated.

13. Data Controller

For the purposes of GDPR and UK data protection laws, the data controller is:

Y Industries Ltd
Company Number: 12426899
Bundle Identifier: com.yindustriesltd.ocrapp
Registered Office: 20-22 Wenlock Road, London, England, N1 7GU

14. Specific Data Processing Details

14.1 Call Recording and Transcription

All calls to your business number are recorded for transcription and AI processing
Callers are notified at the beginning of the call that the conversation may be recorded
Call recordings are used to generate transcripts and improve AI accuracy
You can access and delete call recordings through the app

14.2 AI Processing

Your business information and call data is processed by AI systems to:
- Generate customized call scripts
- Handle caller conversations
- Extract booking information
- Provide intelligent call routing
AI processing occurs in real-time during calls
Call transcripts may be used to improve AI model performance (anonymized)

14.3 Website Scraping

When you provide your business website URL, we automatically scan and extract:
- Business information
- Service descriptions
- Contact information
- Operating hours
This data is used solely to generate accurate call scripts for your business

14.4 Booking Data

Appointment bookings include caller phone numbers and appointment details
Booking data is shared with your business through the app
SMS confirmations are sent to callers using their provided phone numbers
Booking data is retained for business record purposes

15. Cookies and Tracking

Our mobile application does not use cookies. However, we use:

Secure Local Storage: To maintain your login session and app preferences
Analytics Services: To understand how users interact with our app (anonymized)
Crash Reporting: To identify and fix technical issues

You can opt out of analytics by contacting us.

Acceptance of This Policy

By using the One Click Receptionist Service, you acknowledge that you have read and understood this Privacy Policy and agree to its terms.