Privacy notice
Last updated 22 September 2026
This notice explains how ReceptOwl uses personal data collected through receptowl.com. It covers demo requests, 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.
What we collect and why
| Data | Why | Legal basis |
|---|---|---|
| Demo request: your name, email, business name and (optionally) website | 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 |
| Optional details: type of business, main channel, main problem, your notes, how you take bookings, 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, 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.
Emails we send
When you request a demo we may send a confirmation email and will reply about your request. 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: Supabase (EU (Ireland, eu-west-1))
- Transactional email: Resend, Inc. (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).
- 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 are stored in a database accessed only from our servers; 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 2026-09-22 is recorded with each demo request.