Privacy Policy
Last updated: 12 May 2026
1. Who we are
Recepflo ("we", "us", "our") provides AI-powered receptionist services to businesses. Our registered office is at 16 Warbler Crescent, Papakura, Auckland 2110, New Zealand. We are committed to protecting personal information in accordance with the New Zealand Privacy Act 2020 and, where applicable, the EU General Data Protection Regulation (GDPR).
2. Information we collect
- Customer account data — name, business name, email, phone number, billing details.
- Call data — audio recordings, transcripts, caller phone numbers, timestamps, and call summaries generated by our AI.
- Usage data — log files, IP addresses, browser type, pages visited on our website.
- Cookies — strictly necessary cookies and, with consent, analytics cookies.
3. How we use information
We use personal information to provide and improve the Recepflo service, including call handling, appointment booking, sending summaries to our customers, billing, customer support, security, and product development. We may also use it to comply with legal obligations.
4. Call recording and AI processing
Callers to a Recepflo-enabled number hear a notice that the call is being answered by an AI receptionist and may be recorded. Recordings and transcripts are processed by third-party AI providers (including large language model and speech providers) under strict data processing agreements. Recordings are encrypted at rest and in transit.
5. Sharing
We do not sell personal information. We share information only with: (a) sub-processors who help us deliver the service (cloud hosting, telephony, AI inference, analytics); (b) our customers (the business whose calls we answer); and (c) authorities when legally required.
6. Retention
Call recordings and transcripts are retained for 90 days by default, or for the period configured by our customer. Account data is retained while the account is active and for up to seven years after closure to comply with NZ tax and financial record-keeping obligations.
7. Your rights
You have the right to access, correct, or request deletion of personal information we hold about you, and to lodge a complaint with the Office of the Privacy Commissioner of New Zealand. Email privacy requests to hello@recepflo.ai.
8. Security
We use industry-standard safeguards including TLS encryption, encrypted storage, access controls, and regular security reviews. No system is perfectly secure, but we work hard to protect your data and will notify affected users in the event of a breach as required by law.
9. International transfers
Some of our sub-processors are located outside New Zealand (including in the United States and the European Union). We use contractual safeguards to ensure your information remains protected.
10. Changes
We may update this policy from time to time. Material changes will be communicated by email or via our website.
11. Contact
For any privacy-related question, contact us at hello@recepflo.ai or write to Recepflo, 16 Warbler Crescent, Papakura, Auckland 2110, New Zealand.