Privacy Policy for YourReceptionist
Last updated: 10 August 2026
1. Data controller
YourReceptionist is the data controller for the processing of personal data collected in connection with our AI answering service and any other contact with us.
Your Receptionist · CVR 46668391 · Lyngbyvej 83A · 2100 København Ø
2. What personal data we collect
We collect different types of personal data depending on whether you are our customer or whether you call one of our customers' phone lines answered by our AI receptionist.
2.1 Information about our customers (businesses)
- Company details (name, address, CVR number)
- Contact person's name, email and phone number
- Payment details (handled by our payment provider, see section 5)
- Login and usage data for the customer portal
2.2 Information about people who call our customers' phone lines
When a person calls a phone line answered by our AI receptionist on behalf of one of our customers, the following may be processed:
- Phone number (caller ID)
- Name, if given during the call
- The content of the enquiry (e.g. reason for calling, request for an appointment, description of a job)
- Recording and/or transcription of the call, where relevant to answer and pass on the enquiry correctly
2.3 Information from visitors to our website
- Information provided via contact forms (name, email, phone number, message)
- Technical information, see section 10 on cookies
3. Purpose of processing
We process personal data for the following purposes:
- To deliver and operate our AI answering service, including answering calls, assessing urgency and booking appointments
- To manage customer relationships, including subscriptions, invoicing and support
- To pass on messages and call details to the relevant customer (the business receiving the call)
- To improve and develop our service and AI flows
- To comply with applicable law, including bookkeeping legislation
- To respond to enquiries received via the website
- Marketing, to the extent consent has been given or where otherwise lawful
4. Legal basis
Our processing of personal data is based on the following legal grounds:
| Legal basis | Use |
|---|---|
| GDPR Art. 6(1)(b) | Performance of contracts with customers, including delivery of the answering service |
| GDPR Art. 6(1)(f) | Legitimate interest in operating, securing and improving our service, including answering and passing on calls on behalf of our customers |
| GDPR Art. 6(1)(c) | Compliance with legal obligations, e.g. the Danish Bookkeeping Act |
| GDPR Art. 6(1)(a) | Consent, e.g. to marketing by email |
| GDPR Art. 9(2)(a) / (h) | Processing of any health data in connection with calls to health clinics, only to the extent necessary |
For businesses using our service, a data processing agreement is entered into, which governs our processing of personal data on the business's behalf as a data processor in relation to call data.
5. Who we share data with
We use a number of trusted data processors and sub-suppliers to deliver our service. They process personal data only on our instructions and in accordance with the data processing agreements entered into.
| Supplier | Purpose |
|---|---|
| Speech synthesis and AI voice provider | Generating the spoken AI voice in phone calls |
| Telephony platform | Handling inbound and outbound phone calls |
| AI voice orchestration | Managing conversation flow and understanding during calls |
| Payment provider | Handling payments and subscriptions |
| Database provider (hosting) | Storage of customer and call data |
| Workflow/automation platform | Connecting systems, e.g. calls, calendar and payment |
| Email provider | Sending transactional and service emails |
| Accounting system | Bookkeeping and accounts |
Beyond this, we do not disclose personal data to third parties unless it is necessary to fulfil our agreement with you or we are legally obliged to do so.
6. Transfers to third countries
Some of our data processors may be established outside the EU/EEA, including in the USA. In these cases, we ensure that the transfer takes place on a valid transfer basis, typically the European Commission's Standard Contractual Clauses (SCCs), supplemented where necessary by additional safeguards.
7. Retention period
We retain personal data for as long as necessary for the purposes for which it was collected, unless the law requires or permits a longer retention period.
- Customer data is retained for as long as the customer relationship lasts and thereafter in accordance with the retention requirements of the Danish Bookkeeping Act (generally 5 years)
- Call recordings and transcriptions are deleted no later than 30 days after the call, unless the customer has agreed otherwise with us
- Information provided via contact forms on the website is retained for as long as relevant to respond to the enquiry
8. Security
We have implemented appropriate technical and organisational security measures to protect your personal data against unauthorised access, alteration, disclosure or deletion. This includes, among other things, access restrictions, encryption in transit and ongoing assessment of our security level.
9. Your rights
Under the General Data Protection Regulation, you have a number of rights in relation to our processing of your personal data:
- Right of access – you can ask for access to the personal data we process about you
- Right to rectification – you can ask us to correct inaccurate or incomplete data about you
- Right to erasure – in certain cases you can ask us to delete your personal data
- Right to restriction of processing – in certain cases you can ask us to restrict the processing of your personal data
- Right to object – you can object to our processing of your personal data, including its use for marketing
- Right to data portability – in certain cases you can ask to receive your data in a structured, commonly used format
- Right to withdraw consent – where processing is based on consent, you can withdraw it at any time
You can exercise your rights by contacting us, see section 12. You also always have the right to lodge a complaint with the Danish Data Protection Agency (Datatilsynet):
Datatilsynet · Carl Jacobsens Vej 35 · 2500 Valby · www.datatilsynet.dk
10. Cookies
We currently do not use cookies on our website. If this changes, we will update this policy and, where required, obtain your consent via a cookie banner before any cookies are set.
11. Changes to this policy
We may update this privacy policy from time to time, e.g. as a result of changes to our service or to legislation. The current version will always be available on this page, and the date of the latest update is shown at the top of the page.
12. Contact
Your Receptionist
Lyngbyvej 83A · 2100 København Ø
Phone: 90 70 3232 (24/7)
Email: besked@yourreceptionist.co.uk
CVR: 46668391
If you have any questions about this privacy policy or our processing of your personal data, you are always welcome to contact us.
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