Privacy Policy

1. Who we are

ReceptionPro (Netmaxis UK) operates the website receptionpro.co.uk (“the Site”) and related services. We are the data controller responsible for your personal data. Contact us at hello@receptionpro.co.uk.

2. What data we collect

We may collect the following categories of personal data:

• Contact information: name, email address, phone number
• Business information: clinic name, website URL, location
• Calculator inputs: call volume and revenue figures you enter into our ROI calculator
• Usage data: IP address, browser type, pages visited, time on site (via analytics)
• Communications: any messages you send us via our contact form or email

3. How we use your data

We use your data to:

• Respond to your enquiries and provide our services
• Send you your requested ROI report and follow-up information
• Book and manage demo appointments
• Improve our website and services
• Comply with legal obligations

Our lawful basis for processing is: legitimate interests (for business communications and service improvement), contract performance (for active clients), and consent (for marketing emails where you have opted in).

4. Cookies

We use essential cookies to ensure the website functions correctly. We may also use analytics cookies (e.g., Google Analytics) to understand how visitors use our site. You can manage cookie preferences via your browser settings. For full details, see our Cookie Policy.

5. Third-party services

We use the following third-party services that may process your data:

• Cal.com — appointment booking (see Cal.com's privacy policy)
• Neon (PostgreSQL) — secure cloud database for lead data
• Vercel — website hosting
• AWS SES — email delivery

All third-party processors are required to protect your data in line with applicable law.

6. Data retention

We retain your personal data for as long as necessary to provide our services and comply with legal obligations. Lead and enquiry data is typically retained for 2 years. You may request deletion at any time.

7. Your rights (UK GDPR)

Under UK GDPR, you have the right to:

• Access — request a copy of the data we hold about you
• Rectification — request correction of inaccurate data
• Erasure — request deletion of your data (“right to be forgotten”)
• Restriction — request we limit how we use your data
• Portability — receive your data in a structured, machine-readable format
• Objection — object to processing based on legitimate interests

To exercise any of these rights, contact us at hello@receptionpro.co.uk. We will respond within 30 days.

8. Data security

We implement appropriate technical and organisational measures to protect your data against unauthorised access, loss, or disclosure. All data is transmitted over HTTPS. Database access is restricted and encrypted.

9. International transfers

Some of our service providers are based in the United States. Where data is transferred outside the UK, we ensure appropriate safeguards are in place (e.g., Standard Contractual Clauses).

10. Changes to this policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by updating the “Last updated” date above. Continued use of the Site after changes constitutes acceptance.

11. Contact & complaints

For privacy enquiries, contact us at hello@receptionpro.co.uk.

If you are unhappy with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO): ico.org.uk.