🗄️ Where are employee contact details stored?
Employee contact details are stored within our cloud application on Google servers located in data centers within the European Union, specifically in Belgium. As the provider of the aReception.ai service, we act as the data processor, while our customers are the data controllers. This means customers retain full control over their data and can edit, delete, or manage it themselves through the admin interface. These details are not shared with any third party.
If the digital avatar calls an employee, only their phone number is used—no other personal data is transmitted to the external telephony service. Therefore, no link is created between names and phone numbers.
🛡️ How is data protected against unauthorized access?
We use an Identity & Access Management System, ensuring that only authorized users have access to the data.
📷 Are camera recordings stored anywhere?
We do not store any audio, video, or image recordings from the camera. Only an anonymous transcript of spoken interactions is saved in the client's chatbot. This transcript is not associated with any individual or personal data. Through authorized access, clients can view these transcripts to review and improve their chatbot responses.
🤖 Chatbot (Coworkers/Daktela)
We use chatbots and a low-code platform for scenario configuration provided by Coworkers/Daktela, hosted within data centers in the European Union.
🧠 What about data shared with the digital avatar and OpenAI?
We do not send any personal data to OpenAI.
aReception.ai uses the OpenAI API (/v1/chat/completions) exclusively for real-time text processing.
- No personal data is shared.
- We do not allow model training on our data.
- No data is permanently stored.
This means:
✅ Your company or visitor data is not used for model training.
🕓 Requests are not persistently stored—they are processed and then automatically deleted.
👤 We do not transmit personal data—we use anonymization or pseudonymization.
🔐 We use a secure API platform with full data control.
More information:
The screenshot below from the OpenAI interface confirms that data sharing is explicitly disabled in our organization:
⚙️ Settings → Data Controls → Sharing:
- Data sharing for model training: Disabled
- Sharing of inputs and outputs: Disabled
This ensures:
🔒 No data is shared with OpenAI for model improvement.
📌 We use only secure APIs, with no data sharing or logging outside the organization.
🧩 Settings are GDPR-compliant and regularly audited by our technical team.
🌐 What about data shared with the digital avatar and Google Gemini?
We do not send any personal data to Google.
In some cases (e.g. when OpenAI services are unavailable), we use the Google Gemini API for query processing. Even then, strict data protection policies apply. Within paid services (e.g. Gemini API subscriptions), Google explicitly does not use your prompts or responses for model training or service improvement.
This means:
✅ No company or visitor data is used to improve Google products.
🧾 Google does not retain the content of prompts, system instructions, files, or responses for development purposes.
👤 Again, we do not transmit personal data—we use anonymization or pseudonymization.
🔐 We use only a secure, paid Gemini API access with guaranteed data isolation.
More information:
✅ Once again: no personal data leaves the EU or is shared outside your control.
Have questions or need more information?
Feel free to contact us anytime.