Privacy Policy

Last Updated: 21 November 2025.

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 your right to privacy. This Privacy Policy explains what information we collect, how we use it, and your rights.

We operate globally, providing virtual receptionist services in the UK, USA, and Canada, and virtual assistant services worldwide.

By using our website, booking a call, submitting a form, or engaging our services, you agree to this Privacy Policy.

1. Information We Collect

We collect personal and business information in the following ways:

1.1 Information You Provide

When you:

• Submit a contact form

• Book a discovery call

• Request pricing or information

• Enter into a service agreement
• Make a payment

• Communicate with us

We may collect:

• Full name

• Email address

• Phone number

• Business/clinic name

• Country and timezone

• Job title or role

• Notes or messages you provide

• Payment information (processed securely via Stripe—never stored on our servers)

1.2 Information We Collect Automatically

Using cookies and tracking tools (Google Analytics, GHL tracking, Meta Pixel, Calendly, Stripe), we may collect:

• IP address

• Device type

• Browser type

• Timezone

• Location (approximate)

• Website pages viewed

• Time spent on pages

• Referral sources

1.3 Information We Process On Behalf of Clients

For clients using our services, we may process limited customer information necessary to deliver virtual receptionist or VA services.
This may include:

• Client names

• Customer contact information

• Appointment details

• Business-specific CRM data

We process this only according to your instructions and never for our own purposes.

2. How We Use Your Information

We use personal data to:

• Respond to enquiries

• Provide virtual receptionist and VA services

• Create and manage your account

• Process payments

• Deliver onboarding and support

• Improve our website and services

• Send updates, reminders, and operational communications

• Maintain regulatory and legal compliance

We do not sell, rent, or share your personal information with third parties for marketing.

3. Legal Bases for Processing (GDPR)

When processing EU/UK data, we rely on:

• Contractual necessity (to provide services)

• Legitimate interests (business operations, fraud prevention)

• Consent (forms, cookies, email opt-ins)

• Legal obligation (record-keeping, compliance)

4. Sharing Your Information

We only share data with third parties necessary to operate our business:

• Stripe (payment processing)

• Google Workspace

• Calendly

• Twilio

• CRM systems

• GHL (forms, automations)

All third-party providers meet GDPR/UK GDPR compliance standards.

5. Data Storage & Security

We implement:

• Encrypted data transfer

• Role-based access

• Secure cloud storage

• Two-factor authentication

• Regular access audits

Data is stored in the UK, EU, or USA, depending on the tool.

6. Your Rights (GDPR / UK GDPR)

You have the right to:

• Access your data

• Correct inaccurate data

• Request deletion

• Restrict or object to processing

• Withdraw consent

• Request data portability

Contact: [email protected]

7. Data Retention

We retain data:

• For as long as you remain a client

• For up to 6 years for legal/accounting purposes

• Or until you request deletion (where applicable)

8. Cookies & Tracking

We use cookies to:

• Improve performance

• Track website usage

• Support marketing analytics

• Enable booking and payment functionality

You can adjust cookie preferences in your browser.

See our Cookie Policy for full details.

9. International Transfers

Our tools may process data outside your country.
We ensure safeguards under:

• UK GDPR

• GDPR Standard Contractual Clauses

• US privacy frameworks (where applicable)

10. Contact Us

For privacy enquiries:
[email protected]
Receptra LTD, United Kingdom