Privacy Policy
How we collect, use and protect personal information when providing our services.
Last Updated: 14 August 2026
Receptra LTD
Registered in the United Kingdom
Company Number: 16632553
Website: www.receptra.co.uk
Receptra LTD ("Receptra", "we", "our", or "us") is committed to protecting your personal information and respecting your privacy. This Privacy Policy explains what information we collect, how we use it, how we protect it, and the rights you have in relation to your personal data.
Receptra LTD provides virtual receptionist and administrative support services to healthcare clinics. While our primary focus is supporting clinics across the United Kingdom, we may provide services to clients in other countries where appropriate.
By using our website, submitting an enquiry, booking a discovery call, or engaging our services, you agree to this Privacy Policy.
1. Information We Collect
1.1 Information You Provide
We may collect personal and business information when you:
- Submit an enquiry or contact form
- Book a discovery call
- Request pricing or additional information
- Enter into a service agreement
- Make a payment
- Contact us by email, telephone or other communication channels
This information may include:
- Full name
- Email address
- Telephone number
- Business or clinic name
- Country and time zone
- Job title or role
- Information you choose to include in messages or enquiries
- Payment information (processed securely by our payment provider and never stored on our own servers)
1.2 Information Collected Automatically
When you visit our website, we may automatically collect certain technical information, including:
- IP address
- Browser type
- Device type
- Approximate location
- Time zone
- Pages viewed
- Time spent on pages
- Referral source
- General website usage information
This information helps us improve our website, understand visitor behaviour and measure the effectiveness of our marketing activities.
1.3 Information We Process on Behalf of Our Clients
As part of delivering our services, we may process personal information on behalf of our clients.
This may include:
- Patient names
- Contact information
- Appointment details
- Communications relating to appointments
- Information contained within a client's practice management system or CRM
Where we process personal information on behalf of a client, we do so as a data processor and only in accordance with that client's documented instructions and applicable data protection legislation.
We never use this information for our own marketing or business purposes.
2. How We Use Your Information
We use personal information to:
- Respond to enquiries
- Arrange discovery calls
- Deliver our virtual receptionist and administrative services
- Manage client accounts
- Process payments
- Provide onboarding and ongoing support
- Improve our website and services
- Send operational updates and service communications
- Comply with legal and regulatory obligations
We do not sell, rent or share your personal information with third parties for marketing purposes.
3. Legal Basis for Processing
Where UK GDPR or GDPR applies, we process personal information under one or more of the following lawful bases:
- Performance of a contract
- Legitimate interests
- Consent
- Compliance with legal obligations
4. Sharing Your Information
We only share personal information with trusted third-party providers where necessary to operate our business.
These may include providers of:
- Payment processing
- Business email and productivity services
- Appointment scheduling
- Telephony and communications
- Customer relationship management (CRM)
- Website hosting
- Website analytics
- Marketing platforms
All providers are selected carefully and are expected to maintain appropriate security and data protection standards.
5. Data Storage and Security
Protecting personal information is extremely important to us.
We implement appropriate technical and organisational measures including:
- Encrypted data transmission
- Role-based access controls
- Secure cloud storage
- Multi-factor authentication where appropriate
- Regular review of user access permissions
Where we process personal information on behalf of clients, we ensure it is accessed only by authorised personnel and only where necessary to provide the agreed service.
Receptra LTD is registered with the UK Information Commissioner's Office (ICO) and processes personal information in accordance with UK GDPR and applicable data protection legislation.
6. Your Rights
Depending on your location and applicable legislation, you may have the right to:
- Access your personal information
- Correct inaccurate information
- Request deletion of your data
- Restrict or object to certain processing
- Withdraw consent
- Request a copy of your personal information in a portable format
To exercise any of these rights, please contact:
7. Data Retention
We retain personal information only for as long as necessary to fulfil the purposes for which it was collected.
This may include:
- The duration of our relationship with you
- Up to six years where required for legal, accounting or regulatory purposes
- Longer where required by law
- Until a valid request for deletion is received, where applicable
8. Cookies
Our website uses cookies and similar technologies to:
- Improve website performance
- Understand how visitors use our website
- Measure the effectiveness of our marketing
- Enable website functionality such as forms and appointment booking
You can manage or disable cookies through your browser settings.
For further information, please refer to our Cookie Policy.
9. International Data Transfers
Some of our service providers may process personal information outside the United Kingdom.
Where this occurs, we take appropriate steps to ensure suitable safeguards are in place, including:
- UK GDPR requirements
- Standard Contractual Clauses (where applicable)
- Other legally recognised international transfer mechanisms
10. Contact Us
If you have any questions about this Privacy Policy or how we process your personal information, please contact: