Real Receptionist
How we look after your information.
This policy explains what personal information Real Receptionist collects, why, where it is kept and the rights you have under the Protection of Personal Information Act (POPIA).
- Who we are
- Information Officer
- Real people and AI
- What we collect
- Why we use it
- Who we share it with
- Outside South Africa
- How long we keep it
- Security
- Your rights
- Complaints
- Cookies
- Changes
1. Who we are
Real Receptionist is a division of Automation Resource Communication Technology cc, trading as Arc Technology, registration number 2000/029376/23, VAT number 4560191225. Arc Technology is the responsible party for the personal information described in this policy. Its privacy policy for all its services is at arc-tech.co.za/privacy-policy.
Our address is 7A The Ridge Office Park, Door De Kraal Avenue, Kenridge, Cape Town 7550, Western Cape. You can reach us at contact@realreceptionist.co.za or on +27(0)10 745 5544.
Director: Chenara Coetzee.
2. Our Information Officer
Our Information Officer is Chenara Coetzee, registered with the Information Regulator, who is responsible for our compliance with POPIA and the Promotion of Access to Information Act (PAIA). You can contact her about anything in this policy at privacy@arc-tech.co.za or on 021 824 8484.
Our PAIA manual, which explains how to ask for records we hold, is available on request from the Information Officer.
3. Real people, not AI, and how we use AI
Every call we answer is answered by a real person, and a person takes every message and makes every booking. We do not use AI receptionists or voice bots. AI never answers a call and never speaks to a caller.
4. Information we collect about you
- When you ask for a quote or enquire: your name, business name, email address, phone number, the service you are interested in, rough call volume and anything you choose to tell us.
- When you call or WhatsApp our own number: your number, the time and length of the call or chat, and anything you tell us.
- When you become a client: contact and billing details, the call script and instructions you give us, invoices, payments and our emails, messages and calls with you.
- When you visit this website: technical information such as your IP address and browser type, which our hosting provider uses to deliver and protect the site.
5. Why we use it
| What we do | Why we may do it (POPIA s.11) |
|---|---|
| Reply to your enquiry and prepare your quote | You asked us to, before a contract |
| Set up and run your service, send messages, book appointments, bill you | To carry out our contract with you |
| Keep call records so we can bill accurately and show you your calls | Our contract with you, and our legitimate interest in accurate billing |
| Keep accounting and tax records | The law requires it |
| Tell you about our services | Your consent, or because you are an existing client. You can opt out at any time. |
| Keep our website and systems secure | Our legitimate interest |
| Handle callers' details for our clients | Our client's instructions, as their operator |
We never sell personal information.
7. Information that leaves South Africa
Your calls are answered by our team in Cape Town. Some of the cloud services we use, such as business email, client records and invoicing, may store information on servers outside South Africa.
We only use suppliers that are bound by agreements or laws giving your information protection substantially similar to POPIA, as section 72 of POPIA requires.
8. How long we keep it
When we no longer need information, we delete it or remove anything that identifies you.
9. How we keep it safe
- Every receptionist has their own login. We never share logins.
- Multi-factor authentication on our own systems, and we use it on yours when you have it switched on.
- Staff only see what they need for the client they are helping.
- Every team member signs a confidentiality agreement and is trained in data protection.
- Access is removed on the day someone leaves.
- If we suspect a client's information has been compromised, we tell that client within 48 hours of becoming aware of it. Where the information is ours, we report it to the Information Regulator through its eServices portal and tell the people affected.
10. Your rights
You can ask us to:
- tell you whether we hold personal information about you, and give you a copy
- correct anything that is wrong or incomplete
- delete your information, in certain circumstances
- stop using it for direct marketing, at any time
- object to how we use it, on reasonable grounds
- withdraw your consent, where we rely on it
Email contact@realreceptionist.co.za or call 010 745 5544. If you called one of our clients, please contact that business, or contact us and we will pass your request to them.
11. Complaints
If you are unhappy with how we have handled your information, please tell us first at contact@realreceptionist.co.za, and we will do our best to put it right.
You also have the right to complain to the Information Regulator: POPIAComplaints@inforegulator.org.za, 010 023 5200, Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg 2191, or inforegulator.org.za.
13. Changes to this policy
We will update this page if anything changes and show the new date at the top. Last updated 12 October 2026.
Who to contact
Real Receptionist is a division of Automation Resource Communication Technology cc, trading as Arc Technology, registration 2000/029376/23, VAT 4560191225, South Africa. 7A The Ridge Office Park, Door De Kraal Avenue, Kenridge, Cape Town 7550, Western Cape, South Africa
contact@realreceptionist.co.za · 010 745 5544
Regulator: Information Regulator (South Africa), how to complain · 010 023 5200.