Privacy Policy

Last Updated: December 17, 2025

AIAnswerPhone ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI call answering service.

1. Information We Collect

1.1 Personal Information

We collect personal information that you provide to us, including:

  • Account Information: Name, email address, phone number, company name, and password when you create an account
  • Payment Information: Billing address and payment card details (processed securely through Stripe)
  • Call Data: Call recordings, transcripts, caller information, and call metadata
  • Usage Information: Subscription plan details, call minutes used, and service usage patterns

1.2 Automatically Collected Information

When you use our service, we automatically collect:

  • IP address and device information
  • Browser type and version
  • Pages visited and time spent on pages
  • Cookies and similar tracking technologies (see our Cookie Policy)

2. How We Use Your Information

We use the information we collect to:

  • Provide, maintain, and improve our AI call answering service
  • Process your subscription payments and manage your account
  • Generate and deliver call transcripts and notifications
  • Respond to your inquiries and provide customer support
  • Send you service-related communications and updates
  • Detect and prevent fraud, spam, and abuse
  • Comply with legal obligations and enforce our terms
  • Analyse usage patterns to improve our service

3. Legal Basis for Processing (UK GDPR)

Under UK GDPR, we process your personal data based on:

  • Contract: To fulfil our service agreement with you
  • Legitimate Interests: To improve our service, prevent fraud, and ensure security
  • Legal Obligation: To comply with applicable UK laws and regulations
  • Consent: Where you have provided explicit consent (e.g., marketing communications)

4. Data Sharing and Disclosure

We do not sell your personal information. We may share your information with:

  • Service Providers: Third-party vendors who help us operate our service (e.g., Stripe for payments, hosting providers)
  • Legal Requirements: When required by law, court order, or government regulation
  • Business Transfers: In connection with a merger, acquisition, or sale of assets
  • With Your Consent: When you explicitly authorise us to share your information

5. Data Retention

We retain your personal information for as long as necessary to:

  • Provide our services to you
  • Comply with legal obligations (typically 7 years for financial records)
  • Resolve disputes and enforce agreements

Call recordings and transcripts are retained according to your subscription plan. You may request deletion of your data at any time, subject to legal requirements.

6. Your Rights (UK GDPR)

Under UK GDPR and the Data Protection Act 2018, you have the right to:

  • Access: Request a copy of your personal data
  • Rectification: Correct inaccurate or incomplete data
  • Erasure: Request deletion of your personal data ("right to be forgotten")
  • Restrict Processing: Limit how we use your data
  • Data Portability: Receive your data in a structured, machine-readable format
  • Object: Object to processing based on legitimate interests
  • Withdraw Consent: Withdraw consent where processing is based on consent

To exercise these rights, please contact us at hello@aianswerphone.co.uk.

7. Data Security

We implement appropriate technical and organisational measures to protect your personal information, including:

  • Encryption of data in transit and at rest
  • Secure payment processing through PCI-DSS compliant providers
  • Regular security assessments and updates
  • Access controls and authentication measures
  • Staff training on data protection

8. International Data Transfers

Your data is primarily stored and processed within the UK and European Economic Area (EEA). If we transfer data outside the UK/EEA, we ensure appropriate safeguards are in place, such as:

  • Adequacy decisions by the UK government
  • Standard Contractual Clauses (SCCs)
  • Other approved transfer mechanisms

9. Children's Privacy

Our service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by:

  • Posting the updated policy on this page
  • Updating the "Last Updated" date
  • Sending an email notification for significant changes

11. Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, please contact us:

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe we have not handled your personal data appropriately:

Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Website: ico.org.uk
Phone: 0303 123 1113