1. Who we are
Feroz Automation is a sole trader business based in Hartlepool, United Kingdom. For personal data you provide to us directly (for example, when you email us or order a service), we are the controller. Contact: [email protected].
2. Information we collect from clients and enquirers
- Contact and business details you provide when enquiring or ordering: name, business name, email address, phone number, and the content of your messages.
- Order and service records: what was ordered, payment records, correspondence, and service configuration details.
- Basic technical data collected by our website hosting platform, such as IP address and browser type, used for security and to make the site work. Where cookies or similar technologies are used by the hosting platform, they are limited to what is necessary to operate the site.
We do not knowingly collect data from anyone under 18, and our services are for businesses only.
3. Call recordings, transcripts, and caller data
The AI Receptionist service records and transcribes calls in order to answer callers, book appointments, notify our client businesses, and improve each assistant's accuracy. Callers are told at the start of each call that it is recorded and handled by an assistant. For caller data, the business you called is the controller and we act as its processor — we handle recordings, transcripts, and caller contact details only to deliver the service to that business, on its instructions.
What this means in practice:
- What is processed: the caller's phone number, name and details they choose to give, the audio recording, a transcript, and the outcome of the call (for example, an appointment or a message).
- Where it goes: into the client business's own account on the platform we operate, and into notifications (SMS/email) to that business. We do not sell caller data or use it for advertising.
- Retention: recordings and transcripts are retained for as long as needed to deliver the service and for a default period of 12 months, unless the client business instructs otherwise or law requires longer.
- If you are a caller and want to exercise your data rights, contact the business you called — they are the controller. We will assist them in responding, as their processor.
4. How and why we use information
- To perform a contract: delivering services our clients have ordered, operating their AI assistants, communicating, and invoicing.
- Legitimate interests: responding to enquiries, keeping business records, securing our systems, protecting our legal position, and improving our services.
- Legal obligation: retaining records required for tax and accounting purposes.
5. Who we share information with
We share personal data only with the service providers needed to run the business: our CRM/automation and telephony platform (which powers the AI assistants and this website), our email provider, and our payment provider — each processing data on our behalf under contract; and professional advisers or authorities where legally required. Some providers may process data outside the UK; where they do, transfers rely on safeguards recognised under UK GDPR, such as adequacy regulations or standard contractual clauses.
6. How long we keep information
Enquiry correspondence that does not lead to an order is kept for up to 12 months. Client order records and invoices are kept for 6 years to meet legal and accounting obligations. Call recordings and transcripts follow the retention set out in section 3. When a client leaves, their assistant is deactivated and their data is deleted or returned in line with their instructions and our legal obligations.
7. Security
We use reputable platforms with access controls and encryption in transit, restrict access to those who need it (in practice, one person), and use unique credentials with two-factor authentication where available. No system is perfectly secure, but we take reasonable and proportionate measures for a business of our size.
8. Your rights
Under UK GDPR you have the right to access your personal data, correct it, request deletion, restrict or object to processing, and request portability. To exercise any right in relation to data we control, email [email protected]. If you are unhappy with how we handle your data, you can complain to the Information Commissioner's Office (ICO) at ico.org.uk. If your data relates to a call you made to one of our client businesses, your request should go to that business as controller — we will assist them as required.
9. Changes to this policy
We may update this policy from time to time. The current version is always published on this page with its date above.
10. Contact
Feroz Automation, Hartlepool, United Kingdom · [email protected]