Last updated: 9 October 2026

1. Who we are

AI Receptionist Ireland is a trading name of AI Receptionist Limited, a company registered in Ireland (company number 826097), with its registered office at 14 Clanwilliam Square, Dublin 2, D02 FK23. We provide fully managed AI receptionist services to Irish small and medium-sized businesses.

For any data protection queries, contact us at: [email protected] or by phone at +353 1 263 6824.

2. What data we collect

We collect and process the following categories of personal data:

Contact data: name, phone number, email address, and business name provided via our website contact forms, booking system, or direct enquiry.
Call data: voice recordings, call transcripts, and call metadata (date, time, duration) processed through our AI receptionist platform on behalf of our clients.
Caller data: information provided by callers to our clients' AI agents, including names, phone numbers, addresses, Eircodes, and appointment details.
Usage data: standard website analytics including IP address, browser type, pages visited, and referral source.
Business data: operational information provided during onboarding, including service descriptions, pricing, staff details, and scheduling preferences.

3. How we use your data

We use personal data for the following purposes:

Delivering and managing our AI receptionist service to clients
Processing inbound calls and generating call transcripts and summaries
Routing call data to client CRM systems, calendars, and booking platforms
Responding to enquiries and booking consultation requests
Sending service updates, invoices, and account notifications to clients
Complying with our legal and regulatory obligations

4. Legal basis for processing

We process personal data on the following legal bases under GDPR Article 6:

Contract performance: processing necessary to deliver our service to clients under our service agreement.
Legitimate interests: processing necessary for our legitimate business interests, including improving our service, preventing fraud, and maintaining security.
Consent: where you have given clear consent for a specific processing activity, such as marketing communications.
Legal obligation: where processing is required to comply with Irish or EU law.

5. Call recordings and voice data

Our AI receptionist service processes voice calls on behalf of our clients. Callers interacting with an AI agent powered by AI Receptionist Ireland should be aware that:

Every caller is informed at the beginning of the call that they are speaking with an automated AI assistant. This disclosure is mandatory and cannot be disabled.
Call transcripts and summaries are transmitted to our client (the business whose number was called) via their chosen delivery method, email, SMS, or CRM integration.
Voice audio data is processed by our voice infrastructure sub-processors under appropriate data processing agreements and Standard Contractual Clauses. No call audio is used to train AI models.
Under our standard deployment, voice audio is not retained following call completion. Transcripts are delivered to the client and are not stored on any third-party server thereafter.
For high-compliance deployments where full EU data residency is required, all processing occurs exclusively within the European Economic Area. Contact [email protected] for details.

Our clients are responsible for informing their own customers that calls may be handled by an AI system. We provide caller disclosure scripts and notice templates to all clients as part of the compliance documentation pack. For the full documentation pack, contact [email protected].

6. Data retention

We retain personal data only for as long as necessary for the purposes for which it was collected:

Voice audio (standard deployment): zero retention. Audio is processed in real time and not retained on any third-party server following call completion.
Call transcripts: delivered to the client immediately after the call and not retained on our systems or our sub-processors' systems thereafter.
Client account data: for the duration of the service contract plus 6 years for legal and tax compliance purposes.
Website enquiry data: up to 24 months.
Analytics data: up to 26 months in anonymised form.

Full retention schedules are set out in the Data Processing Agreement, which is available to all clients on request. Contact [email protected].

7. Who we share data with

We do not sell personal data to third parties. We may share data with the following categories of recipients:

Voice infrastructure sub-processors: specialist voice processing platforms engaged under executed Data Processing Agreements and Standard Contractual Clauses. A full sub-processor schedule is available on request.
Automation and delivery sub-processors: platforms used to route call summaries and transcripts to client inboxes and CRM systems. All such platforms are engaged under data processing agreements and operate on EEA infrastructure.
Our clients: call transcripts, summaries, and caller details are shared with the client whose AI agent handled the call.
Professional advisors: legal, financial, or compliance advisors where necessary.
Regulatory authorities: where required by Irish or EU law, including the Data Protection Commission Ireland.

A complete sub-processor schedule naming all relevant parties, their locations, and the transfer mechanisms in use is available as part of the Client Compliance Pack. Contact [email protected] to request this documentation.

8. International data transfers

Our standard deployment processes voice data through sub-processors whose infrastructure is located outside the European Economic Area. Where international transfers occur, we ensure that the following safeguards are in place as a minimum:

Standard Contractual Clauses (Module 3: Processor to Processor) approved by the European Commission under Article 46 GDPR
A Transfer Impact Assessment conducted prior to deployment
Zero audio retention configured as a primary technical safeguard, eliminating post-call data residency risk

For clients with mandatory EU data residency requirements, we offer a full EEA-resident deployment under which all voice processing, webhook routing, and data delivery occurs exclusively within the European Economic Area with no international transfers at any stage. Contact [email protected] to request this deployment. Full details are available on our GDPR Compliance page.

9. EU AI Act, transparency and compliance

Our AI receptionist service constitutes an AI system subject to the transparency requirements of the EU AI Act (Regulation (EU) 2024/1689). We operate as the provider of the underlying AI system. Our clients operate as deployers.

In accordance with Article 50 of the EU AI Act, every caller is informed at the outset of each call that they are interacting with an automated AI system. This disclosure is mandatory, consistent across all deployments, and cannot be disabled or modified to omit the AI identification requirement.

As deployer of our service, our clients are responsible for ensuring their relevant staff have sufficient AI literacy to understand and oversee the use of the system, in accordance with Article 4 of the EU AI Act. We provide guidance on this obligation as part of the onboarding process.

Full details of our EU AI Act compliance position are available on our EU AI Act compliance page.

10. Your rights under GDPR

You have the following rights regarding your personal data:

Right of access: request a copy of the personal data we hold about you.
Right to rectification: request correction of inaccurate or incomplete data.
Right to erasure: request deletion of your personal data where there is no compelling reason for its continued processing.
Right to restrict processing: request that we limit how we use your data in certain circumstances.
Right to data portability: receive your data in a structured, machine-readable format.
Right to object: object to processing based on legitimate interests or for direct marketing purposes.
Rights related to automated decision-making: the right not to be subject to solely automated decisions that produce significant effects on you.

To exercise any of these rights, contact us at [email protected]. We will respond within 30 days. If you are unsatisfied with our response, you have the right to lodge a complaint with the Data Protection Commission Ireland.

11. Cookies and website tracking

When you first visit our website we ask whether you accept analytics and advertising cookies. Nothing other than strictly necessary storage is used until you choose Accept. If you choose Reject, no analytics or advertising cookies are set.

Strictly necessary. We store your cookie choice in your browser so we don't ask you on every page. This does not identify you and does not require consent.

Analytics (only with your consent). We use Google Analytics 4, provided by Google Ireland Limited, to understand how visitors find and use our website, for example which pages are visited and how long people stay. Google Analytics sets cookies such as _ga, which last up to 2 years.

Advertising (only with your consent). We use the Meta Pixel, provided by Meta Platforms Ireland Limited, to measure the results of our adverts on Facebook and Instagram and to show relevant adverts to people who have visited our site. The Meta Pixel sets cookies such as _fbp, which last up to 90 days.

We also record simple actions on our site, such as clicking to call us, opening WhatsApp or booking a demo, so we can see which pages help people get in touch. These are only recorded if you have accepted cookies.

Changing your mind. You can change or withdraw your choice at any time using the Cookie settings link in the footer of every page. You can also delete cookies through your browser settings.

12. Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or destruction. These include encrypted data transmission, access controls, and regular security reviews of our platform and third-party providers.

13. Changes to this policy

We may update this Privacy Policy from time to time. Where changes are material, we will notify clients by email. The current version is always available at ai-receptionist.ie/privacy-policy. Continued use of our service following any update constitutes acceptance of the revised policy.

14. Contact us

For any questions about this Privacy Policy or how we handle your personal data, please contact:

AI Receptionist Ireland
Dublin, Ireland
Email: [email protected]
Phone: +353 1 263 6824