Privacy Policy
Effective Date: October 3, 2026 (provisional, subject to confirmation before publication)
- Who We Are and the Scope of This Policy
- Categories of Personal Information We Collect
- Sources of Information
- Purposes for Processing Information
- Cookies, Analytics, Tracking, and Controls
- Email and SMS Communications
- Disclosures to Service Providers and Other Recipients
- Information We Process on Behalf of Client Businesses
- Retention and Deletion
- Reasonable Security Measures
- Your Privacy Rights and How to Make Requests
- International Processing
- Children's Privacy and Our Intended Audience
- Policy Updates
- Contact Information
1. Who We Are and the Scope of This Policy
ReceptionFlow LLC ("ReceptionFlow," "we," "us," or "our"), trading as ReceptionFlow, operates receptionflowai.com and provides three services to local and regional service businesses across the United States: Smart Site website development and monthly care, Google Reviews request automation and review management, and Google Business Profile optimization and ongoing management.
This Privacy Policy explains how we collect, use, disclose, and protect information when you visit our website, submit a booking or inquiry, receive outreach from us, or interact with a system we operate on behalf of one of our clients. It does not apply to the websites we build for clients, which are governed by those clients' own privacy policies.
By accessing our website or using our services, you agree to the collection and use of information described in this policy. This policy is offered in plain language and is not a contract. Our Terms of Service govern the use of our services separately.
2. Categories of Personal Information We Collect
Information you provide directly
- Contact and business information: first and last name, email address, phone number, business name, website URL, service area, and the service you are interested in, submitted through our contact form, booking scheduler, or email.
- Booking details: the date and time you select, your time zone, and any notes you add when scheduling a call through our booking scheduler.
- Communications: records of correspondence with us, including email, text messages, and call notes.
- Account access credentials: where you grant us management access to your accounts, such as your Google Business Profile or domain registrar. We do not request or store passwords where delegated access is available.
Information collected automatically
- Technical data: IP address, browser type, device information, operating system, referring URL, and pages viewed, collected by our hosting and booking platforms as part of normal website operation.
- Usage data: the URL and page title you are on, your user agent, and whether you are on a mobile or desktop device, transmitted when you submit the booking form for lead tracking purposes.
Information we do not collect through this website
We do not collect or process payment card information through this website. Build and setup fees are invoiced and paid outside the website. We do not knowingly collect government identification numbers, financial account numbers, biometric data, precise geolocation, or information about health, religion, political affiliation, or sexual orientation. Please do not send us this information.
3. Sources of Information
We collect information from the following sources:
- Directly from you: when you fill out a form, book a call, send an email, or grant us account access.
- Automatically from your device: technical and usage data collected by our website and booking platform as described above.
- From publicly available business listings: business name, address, phone number, published services, hours, and publicly displayed reviews, used to identify prospective clients and build demonstration websites as described in Section 8.
- From our clients: customer contact lists and business information provided by clients so we can deliver the Google Reviews and Google Business Profile services on their behalf.
4. Purposes for Processing Information
We use the information we collect to:
- Build, host, and maintain the Smart Site websites we deliver to clients.
- Respond to inquiries, schedule strategy calls, and provide support.
- Send service updates, appointment confirmations, and requested information by email and SMS.
- Manage accounts, track bookings, and maintain records of our engagements.
- Send review requests and manage Google Business Profiles on behalf of client businesses, as described in Section 8.
- Identify and contact prospective clients using publicly available business information.
- Comply with legal obligations, enforce our terms, and protect against fraud, abuse, and security threats.
We do not use our clients' customer data for our own marketing purposes.
6. Email and SMS Communications
We distinguish between our own communications and campaigns we send on behalf of client businesses.
Our own messages
- Service messages: appointment confirmations, scheduling updates, and account or service notices, sent to the contact information you provide. These do not require marketing consent.
- Marketing messages: special offers, discounts, and service updates, sent only if you check the optional marketing consent box on our contact form. Marketing consent is not required to submit an inquiry or receive services.
SMS disclosures
- Frequency: message frequency varies based on your interactions and the services requested.
- Rates: message and data rates may apply.
- Opt-out: you may opt out at any time by replying STOP to any message. You will receive a single confirmation of your opt-out.
- Help: reply HELP or email support@receptionflowai.com.
We use messaging providers to deliver authorized communications. Mobile opt-in data and SMS consent are not sold or shared with third parties or affiliates for their independent marketing purposes.
Messages sent on behalf of clients
For the Google Reviews service, we send review request emails and SMS messages to a client's customers on that client's instructions. The client business is responsible for obtaining and documenting consent from its customers before we send those messages, and we require this contractually. Opt-out requests apply to messages from that client business. A2P registration and carrier approval support message delivery but do not create consent or guarantee compliance on their own.
Wireless carriers are not liable for delayed or undelivered messages.
7. Disclosures to Service Providers and Other Recipients
We do not sell personal information. We do not share personal information for cross-context behavioral advertising. We do not share SMS opt-in consent data with any third party for marketing purposes.
We share information only as necessary to deliver our services:
- Booking and customer management platform: the platform that powers our scheduling and lead tracking receives the information you submit through the booking scheduler, including your name, email, phone, notes, and basic technical data.
- Email and SMS delivery providers: used to send service and, where consented, marketing messages, and to send review requests on behalf of client businesses.
- Google: for managing client Google Business Profiles and responding to reviews, under access the client grants.
- Font delivery: a third-party font service delivers the typefaces used on the site and may receive your IP address as part of that request.
- Between us and our clients: where we act as a processor, information flows to the client business that controls it.
- Legal requirements: when required by law, subpoena, or legal process, or to protect the rights, property, or safety of ReceptionFlow, our clients, or the public.
- Business transfers: in connection with a merger, acquisition, or sale of assets, information may be transferred as a business asset. We will provide notice before your information becomes subject to a materially different privacy policy.
These service providers are bound by contractual confidentiality and data-protection obligations and may use the information only to provide services to us or to our clients. A current list of service provider categories is available on request at hello@receptionflowai.com.
8. Information We Process on Behalf of Client Businesses
When delivering the Google Reviews and Google Business Profile services, we process information belonging to our clients' customers. In that role we act as a processor: we use the information only to deliver the contracted service on the client's instructions. The client business is the controller of that information, and its own privacy policy governs. Requests to access or delete that information should be directed to the client business, and we will assist our clients in responding.
What we process for clients
- Review request data: customer contact information provided by the client so review requests can be sent following completed service. We use it solely to send the agreed request and any agreed follow-up reminders. We do not use it for our own marketing.
- Review content: we access and respond to reviews published on our clients' Google Business Profiles. Review content is published by the reviewer on a public platform and is governed by that platform's policies.
- Profile information: business details, photos, posts, and updates we publish or manage on a client's Google Business Profile under the access the client grants.
How we handle review requests
Every eligible customer receives the same opportunity to leave an honest review. We do not filter the Google review link by rating, route only satisfied customers to Google, incentivize reviews, write reviews on behalf of customers, or imply that negative reviews can be hidden. Our clients are responsible for obtaining lawful consent from their customers before we send messages on their behalf, and for maintaining records of that consent.
Demonstration websites for prospective clients
We may build unsolicited demonstration websites for prospective clients using publicly available business information. Demonstration sites are private preview builds, are not published to the business's domain, are configured to discourage search engine indexing, and do not access, alter, or affect the business's existing website, accounts, or listings. We may contact a business at its publicly listed details to share a demonstration site. Every outreach message includes a means of opting out, and we honor opt-out requests promptly. If you want a demonstration site removed or no further contact, email hello@receptionflowai.com and we will take it down and remove you from outreach without requiring a reason.
This agency policy does not replace a client's own privacy notice, data-processing agreement, or any required healthcare arrangements. A client remains responsible for its own compliance obligations.
9. Retention and Deletion
We retain personal information only as long as necessary for the purposes described in this policy, to comply with legal obligations, resolve disputes, and enforce our agreements.
- Prospect and outreach information: retained until you ask to be removed, or until we determine there is no ongoing business interest.
- Inquiry and booking records: retained for the duration of the engagement and afterward as required by tax, accounting, and legal obligations.
- Client account and billing records: retained for the duration of the engagement and the applicable recordkeeping period.
- Customer contact lists provided by clients: retained only for the duration of the engagement and deleted or returned at the client's direction on termination.
- Review request and response records: retained in the controlling client's account for the duration of the engagement and per the client's direction.
When information is no longer required, we securely delete or anonymize it. Specific retention periods for data held by our service providers are governed by those providers' settings and should be confirmed with us if needed.
10. Reasonable Security Measures
We implement reasonable technical, administrative, and organizational safeguards to protect personal information against unauthorized access, loss, destruction, or alteration. These include using reputable third-party platforms with their own security programs, limiting internal access to those who need it, and transmitting information over encrypted connections where supported.
No method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security. If we become aware of a breach affecting your personal information, we will notify you and any applicable regulator as required by law.
11. Your Privacy Rights and How to Make Requests
Depending on your jurisdiction and subject to verification of your identity, you may have the right to:
- Know what personal information we hold about you, including the categories collected, the sources, the purposes, and the categories of third parties it is shared with.
- Correct inaccurate or incomplete information.
- Delete your personal information.
- Obtain a portable copy of information you provided to us.
- Opt out of marketing communications by using the unsubscribe link in any email or replying STOP to any SMS.
- Opt out of the sale or sharing of personal information. We do not sell personal information or share it for cross-context behavioral advertising, so there is nothing to opt out of, but you may confirm this with us.
- Be free from discrimination for exercising any of these rights.
California residents. Under the California Consumer Privacy Act as amended, you have the rights listed above. We do not sell or share personal information as those terms are defined under the CCPA, and we have not done so in the preceding twelve months. We do not process sensitive personal information for purposes requiring a right to limit. You may designate an authorized agent to make a request on your behalf, with proof of authorization.
Residents of other states with comprehensive privacy laws may have comparable rights. We will respond within the timeframe required by applicable law and will verify your identity before acting on a request.
How to exercise your rights. Email support@receptionflowai.com or hello@receptionflowai.com. If your request concerns information we process for a client business, we will refer you to that business, which is the controller, and assist them in responding.
12. International Processing
ReceptionFlow is a US-based agency and our services are directed to businesses in the United States. We do not intentionally target or monitor individuals outside the United States. Our service providers are primarily US-based, though some may process data in other regions as part of their normal operations.
Because we do not target individuals in the European Union, the United Kingdom, or other regions with comprehensive data-protection laws, this policy is not designed to serve as a GDPR or UK GDPR compliance notice. If you are located outside the United States and choose to use our website, your information will be processed in the United States under this policy.
13. Children's Privacy and Our Intended Audience
Our services are designed for businesses and are not directed to individuals under the age of 18. We do not knowingly collect personal information from anyone under 18, provide services to them, or send messages to them.
If we become aware that we have collected personal information from a person under 18, we will take reasonable steps to delete it promptly. If you are a parent or legal guardian and believe a minor has provided us information, contact support@receptionflowai.com.
14. Policy Updates
We may update this Privacy Policy from time to time. We will post the updated policy on this page and revise the effective date. Material changes will be communicated to active clients in writing. We encourage you to review this policy periodically.
15. Contact Information
If you have questions about this Privacy Policy or wish to exercise your rights:
ReceptionFlow LLC
30 N Gould St, Ste R
Sheridan, WY 82801
General: hello@receptionflowai.com
Support and privacy requests: support@receptionflowai.com