Last updated 7 October 2026
Receptly is an AI receptionist service operated by Agentive Group Co Pty Ltd (ACN 695 269 222, ABN 54 695 269 222) (“we”, “us”). We answer phone calls on behalf of Australian trade businesses that subscribe to the service (“clients”). This policy explains what personal information we collect, why, and what we do with it. We handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.
Who this policy covers
- Callers — people who ring a business that uses Receptly to answer its phone.
- Clients — the businesses that subscribe to Receptly and their staff.
- Website visitors — anyone using receptlyai.com.au, including the demo number and the missed-call calculator.
What we collect
If you ring a business that uses Receptly
The receptionist asks the questions the business needs to book or follow up a job. Depending on what you tell it, that can include your name, phone number, the address of the job, a description of the work, how urgent it is, and when you’re available. The call is recorded and transcribed. See our call recording disclosure for how that works and how to opt out.
If you are a client
Business name, ABN, contact names, phone numbers, email addresses, business address, service areas, calendar or job-software connection details, billing details, and the instructions you give us about how calls should be handled. Payment card details are handled by our payment provider and are not stored on our systems.
If you ring our demo number
Our demo line answers like a real business so you can hear how it works. It keeps your phone number (from caller ID), a recording and transcript of the call, and a short summary. Anything you tell it about a job comes to us, not to a tradesperson.
If you visit this website
Standard analytics data (pages viewed, device type, approximate location from IP address), anything you enter in a form, and the numbers you enter into the missed-call calculator (which run in your browser and are not sent to us unless you submit a form).
Why we collect it
- To answer calls on behalf of the client and pass the details of the call to them so they can do the job.
- To book jobs into the client’s calendar or job-management software where the client has connected one.
- To send the client a text or email summary of each call.
- To set up, monitor, tune and support the service, including reviewing recordings and transcripts to fix mistakes.
- To check the quality of every call. A written transcript of each call is reviewed automatically, by software, against our own standards — did the receptionist take the details correctly, did it follow the safety rules, did it say anything it should not have. Anything that looks wrong is flagged to us so we can tell the business and fix it. No caller is contacted as a result of this review.
- To bill clients and run the business.
- To ring back people who called our demo line and ask whether they’d like it for their own business. We ring during normal business hours and we don’t text or email you about it unless you ask us to. Tell the person who rings you, or email privacy@receptlyai.com.au, and we won’t ring again.
- To meet legal obligations.
Who we share it with
- The business you called. They are the primary recipient of everything you tell the receptionist. How they handle it from there is covered by their own privacy practices.
- Service providers we use to run Receptly. These providers process information only to deliver the service to us, under contract, and are listed below.
- Our own team, including a team member based in the Philippines who makes calls for us. They see contact details and call summaries, not recordings, and work under a written agreement with us.
- Professional advisers, regulators and law enforcement where the law requires it.
We do not sell personal information and we do not use call content to advertise to callers.
The providers we use
This is the current list. We update it when it changes, and the date at the top of this page tells you when it was last revised.
- HighLevel Inc. (United States) — the platform that runs the receptionist, stores call records and contact details, and sends text messages and email on our behalf. HighLevel in turn engages telephony carriers and speech-to-text and voice synthesis providers to carry and transcribe calls.
- Twilio Inc. (United States) — telephone numbers and call carriage, engaged through HighLevel.
- OpenAI, L.L.C. (United States) — the language model the receptionist uses to hold the conversation.
- Anthropic PBC (United States) — reviews the transcript of each call for quality, as described above. Transcripts only, not recordings.
- Brevo (France) — email delivery and our marketing contact list.
- Google LLC (United States) — business email, the spreadsheet in which call quality results are logged, and website analytics (Google Analytics, which you can turn off with “Turn off” on the cookie notice).
- Hostinger International (Lithuania) — hosting for this website.
- Meta Platforms Ireland Ltd (Ireland, with processing in the United States) — advertising measurement and ad audiences. The Meta pixel loads when you visit unless you turn it off with “Turn off” on the cookie notice. It tells Meta that a visit, demo request or booking happened, both from your browser and from our server (Meta’s Conversions API), using Meta’s own cookie identifiers rather than your name, email or phone number. If you arrive from one of our Facebook or Instagram ads and then request a demo or book a call, our server also tells Meta that this happened, whatever you chose on the cookie notice, so we can tell which ads work. That message contains only the click ID from the ad link, your IP address and your browser type, never your name, email or phone number. We use this to measure our Facebook and Instagram ads, to show our ads to people who have visited this site, and to stop showing them to people who have already booked a demo. You can turn it off at any time: tap Cookies at the bottom of any page, then Turn off. That also deletes the Meta and Google cookies already set, and you can manage the ads you see in your Facebook or Instagram ad preferences.
- Slack Technologies (United States) — internal alerts to our team, which can include a caller’s name, number and a one-line description of the job.
- The job-management or calendar software the client has connected — for example ServiceM8, simPRO, Fergus or AroFlo. The client chooses this and it is covered by their agreement with that provider.
Our own automation server, which moves information between these systems, is operated by us on infrastructure we control.
Overseas disclosure
Some of the providers above process data outside Australia, in the United States, France and Lithuania. A member of our team works from the Philippines and can see contact details and call summaries held in our systems. Where that happens we rely on contractual protections and the provider’s own security commitments. By using the service, clients acknowledge this, and callers are told at the start of each call that the call is answered by an automated receptionist and recorded.
How long we keep it
Call recordings are deleted automatically after six months. The written transcript of each call is kept while the business you rang is a Receptly client, and deleted within thirty days of that business leaving. A client can ask us to delete either sooner. See our call recording disclosure. Client account records are kept for the life of the account and for seven years after it closes, to meet tax and record-keeping obligations. Website analytics are kept in aggregated form. When a client leaves, we keep their setup (script, service areas and rules) for 90 days in case they come back, and a count of the calls answered and jobs booked while they were with us. Not the calls themselves.
Security
Data is encrypted in transit and at rest. Access to recordings and transcripts is limited to staff who need it to set up, support or improve the service, and every access is logged. No system is perfectly secure; if we become aware of a data breach that is likely to cause serious harm we will notify affected people and the Office of the Australian Information Commissioner as the law requires.
Your rights
You can ask us what personal information we hold about you, ask us to correct it, or ask us to delete recordings of your calls. Email privacy@receptlyai.com.au and we will respond within 30 days. If you rang a business that uses Receptly, we may need to confirm the request with that business first, since the information belongs to them as well.
Complaints
If you think we have mishandled your information, contact us first at privacy@receptlyai.com.au or Sydney, NSW, Australia. If you are not satisfied with our response you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.
Changes
We update this policy when the service or the law changes. The date at the top tells you when it was last revised.