Privacy notice
Last updated 29 September 2026
This notice explains how ReceptOwl uses personal data collected through receptowl.com. It covers demo requests, the chat on our website, emails to us and website analytics.
Who we are
ReceptOwl is the controller for the personal data described here. We’re based in Galway, Ireland. Contact us about anything in this notice at hello@receptowl.com.
This notice doesn’t cover conversations handled by AI receptionists we run for our clients. There, the client business is the controller, we process data on its behalf under a data processing agreement, and the client’s own privacy notice applies. The chat on our own website is ours, and this notice covers it (see Website chat).
What we collect and why
| Data | Why | Legal basis |
|---|---|---|
| Demo request: your name, email, business name and type of business | To prepare your demo and contact you about it | Steps you ask us to take before a possible contract; our legitimate interest in replying to business enquiries |
| Your other answers: your website (if you have one), country and town, what would help most, the channels you’re interested in, roughly how many enquiries you get, your booking system and when you’d like help with calls (if you tell us), what you need before quoting, your notes, how you’d like us to contact you and, if you give it, your phone number | To make the demo relevant, and to call you if you gave a number for that | As above |
| Context sent with the form: the page you used, the button or example on our site you came from, campaign tags in the link you followed (such as utm_source), and the website that referred you (address without query string) | To understand which pages and campaigns lead to demo requests | Legitimate interest in improving our marketing |
| A keyed hash of your IP address (not the address itself), in short-lived counters | To block spam and abuse of our forms | Legitimate interest in keeping the site secure |
| Your marketing preference | To send occasional emails about ReceptOwl, only if you ticked the box | Consent — withdraw at any time |
| Emails you send us | To reply | Legitimate interest in answering enquiries |
| Analytics, only if you accept cookies: pages viewed, buttons clicked and form steps (stored by us without your IP address or an identifier) | To see how the site is used and which campaigns work | Consent — see our cookie policy |
We don’t use your data for automated decisions that have legal or similarly significant effects on you, and we don’t sell it.
Website chat
The chat on our website is answered by an AI assistant on our behalf, and the chat window says so. It answers questions about ReceptOwl and, if you ask, books a demo or a call with our team. People on our team can read the conversation, and pick it up when you ask for a person or a call back.
| Data | Why | Legal basis |
|---|---|---|
| The messages you write and what you choose to tell the assistant — for example your name, email address or phone number, your business’s name, type and website, and what you’d like help with | To answer your questions and, if you ask, to arrange a demo or a call and follow up about it | Steps you ask us to take before a possible contract; our legitimate interest in replying to business enquiries |
| A demo or call you book: the time, the type of meeting and the details it needs (your name and email address for a demo, your name and phone number for a call) | To hold the time in our calendar and contact you about the meeting | Steps you ask us to take before a possible contract |
| Once you’ve given an email address or phone number, a record in our sales system: your contact details, the answers above, any meeting you booked, a short summary of the topics (not the text of the conversation) and our estimate of how ready you are for a demo, based on what you asked for | So our team can follow up on your enquiry, the most pressing ones first | Our legitimate interest in following up business enquiries |
| A random code for your chat session, kept in your browser tab (see our cookie policy), and a keyed hash of your IP address in short-lived counters | To carry on the chat you started while the tab is open, and to stop abuse | Needed for the chat you started; our legitimate interest in keeping the site secure |
To write each reply, the chat sends the conversation to our AI model provider, Anthropic, which processes it on our behalf under contract. Demos and calls you book go into our Google Calendar, with your name and, if you gave one, your phone number. The assistant doesn’t make decisions about you: a person on our team decides what happens next. Please don’t share health or other sensitive details in the chat — answering questions about ReceptOwl never needs them.
Emails we send
When you request a demo we may send a confirmation email and will reply about your request. If you book a demo in the chat, we’ll email you the video link before the call. Those are service messages, not marketing. We only send marketing emails if you opted in, and every one includes a way to unsubscribe.
Who we share it with
We use service providers that process personal data on our behalf, under contract:
- Website hosting: Hostinger International Ltd. (EU data centre)
- Database for demo requests and website chat conversations: Supabase (EU (Ireland, eu-west-1))
- Transactional email: Resend, Inc. (USA)
- AI model that writes the website chat's replies: Anthropic, PBC (USA)
- Calendar for demos and calls booked in the website chat: Google Ireland Limited (Google Calendar) (EU and USA)
Some providers are based outside the European Economic Area or use sub-processors that are. Where personal data is transferred outside the EEA, it’s protected by an adequacy decision (such as the EU–US Data Privacy Framework) or by standard contractual clauses.
How long we keep it
- Demo requests and related emails: up to 24 months after our last contact with you, unless you become a client (then our contract with you sets the period).
- Website chat conversations: 24 months after the last message, then deleted. A record created from a chat is kept like a demo request (above).
- If you ask us to delete a chat record, we delete it and keep only the conversation’s random identifier, so that conversation can’t create a new record.
- Suspected spam submissions: 30 days.
- First-party analytics events: 13 months.
- Security counters: deleted automatically, normally within a day.
- Your marketing preference, with when and how you gave it: for as long as we keep your demo request. If you unsubscribe, we keep only your email address on a do-not-contact list, so we don’t write to you again.
Your rights
You can ask for a copy of your data, ask us to correct or delete it, restrict or object to how we use it, and ask for it in a portable format. You can object to direct marketing at any time, and withdraw any consent you’ve given without affecting what happened before. Email hello@receptowl.com and we’ll respond within one month.
If you’re unhappy with how we’ve handled your data, you can complain to the Data Protection Commission (dataprotection.ie). We’d appreciate the chance to sort it out first.
Security
The site uses HTTPS. Demo requests and chat conversations are stored in a database accessed only from our servers; the chat runs on its own address, separate from the rest of the site. Access to our admin area requires an individual account, and changes are logged.
Changes
If we change this notice we’ll update the date at the top. Version 2026-09-29 is recorded with each demo request.