Privacy Policy

Last updated: November 13, 2026

This policy explains how UltraReception (“we”, “us”) handles information when you visit ultrareception.online, use the UltraReception dashboard, or chat with an UltraReception receptionist on a clinic's website.

Important: not for health information

UltraReception is designed for general administrative questions only — such as opening hours, location, services and booking links. It is not designed to receive, store or process patient health information. UltraReception is not a HIPAA, PHIPA or PIPEDA health-information compliant service, and clinics should not use it to collect patient information. Website visitors should not share names, dates of birth, health card numbers, symptoms, diagnoses or other personal health details in the chat.

Information we collect

Clinic accounts

• Account details: name, email address and password (passwords are handled by our authentication provider and never stored in plain text).
• Clinic information you enter: business name, contact details, address, opening hours, services, FAQs, policies, booking link and widget appearance settings.
• Usage records: the number of receptionist requests, token counts, timestamps and success or error status, used for usage limits and billing.

Website visitors chatting with a receptionist

• Chat messages are sent to our servers and to our AI provider to generate an answer. UltraReception does not store the content of chat conversations. We record only that a request happened (for usage counts), not what was said.
• Your IP address is used temporarily, in hashed form, to prevent abuse through rate limiting.
• The website address where the receptionist is installed is recorded to show clinics whether the widget is installed correctly.
• Your recent messages are kept only in the open web page, so the receptionist can follow the conversation. Refreshing or closing the page clears them.

Contact form

When you submit our contact form, we store your name, business name, email, website URL and message so we can reply.

How we use information

• To provide the receptionist and dashboard, including generating answers from a clinic's approved information.
• To enforce usage allowances, prevent abuse and keep the service secure.
• To respond to inquiries and provide support.

We do not sell personal information and we do not use chat content for advertising.

Service providers

We rely on a small number of providers to run UltraReception:

• Supabase — database, authentication and file storage.
• DeepSeek — AI model used to generate receptionist answers. Visitor messages and the relevant clinic information are sent to this provider to produce each answer and are processed under its terms.
• Our hosting provider, which serves the website, dashboard and widget.

These providers may process data outside your country, including in the United States or other jurisdictions.

Clinic data separation

Each clinic's information is stored separately and access-controlled. A receptionist only uses the information of the clinic it belongs to.

Retention

Clinic account data is kept while the account is active and deleted on request after the account is closed. Usage records are kept as needed for billing. Contact form submissions are kept for as long as needed to handle the inquiry.

Your choices

You can ask to access, correct or delete your account information by emailing hello@ultrareception.online. If you're a website visitor with a question about a clinic's practices, please contact that clinic directly.

Changes

We may update this policy. Material changes will be posted on this page with a new “last updated” date.

Contact

Questions about this policy: hello@ultrareception.online.