Privacy Policy

1. Introduction

Automated Reception (“Company,” “we,” “us,” or “our”) is committed to protecting the privacy and security of our customers, users, and visitors. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data in accordance with the General Data Protection Regulation (GDPR) and other applicable UK and EU laws.

2. Data We Collect

We may collect and process the following categories of personal data:

• Identity Data: Name, job title, company details.
• Contact Data: Email address, phone number, and business address.
• Voice Data: Audio recordings processed by our AI voice reception system.
• Technical Data: IP address, browser type, and usage information.
• Transaction Data: Payment details and billing history.
• Communication Data: Any correspondence sent to us via email or our platform.

3. How We Use Your Data

We process your personal data for the following lawful purposes:

• Contractual Necessity: To provide and operate our automated reception AI services.
• Legitimate Interests: To improve our services, troubleshoot technical issues, and analyse usage trends.
• Consent: For marketing communications and AI voice data processing (where required).
• Legal Compliance: To meet our regulatory and legal obligations.
• Google Workspace APIs are not used to develop, improve or train generalised AI or ML models.
• The use of raw or derived user data received from Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements.

4. Legal Basis for Processing

Under GDPR, we rely on the following legal bases to process your personal data:

• Performance of a contract.
• Compliance with legal obligations.
• Legitimate interests in improving our services and security.
• Your consent (where applicable, e.g., marketing communications).

5. Data Retention

We retain personal data only as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, and reporting requirements. Voice data may be stored for [Insert Retention Period] before being deleted or anonymised.

6. Sharing Your Data

We may share your personal data with:

• Third-party service providers (e.g., cloud storage, AI processing, and payment processors) that help us operate our services.
• Regulatory authorities or law enforcement if required by law.
• Business partners or affiliates, where necessary for service delivery.
• We do not sell, rent, or trade your personal data.

7. International Data Transfers

If we transfer personal data outside the UK or EEA, we ensure it is protected through:

• Adequacy decisions by the European Commission.
• Standard Contractual Clauses (SCCs) or other GDPR-compliant mechanisms.

8. Your Rights Under GDPR

You have the following rights regarding your personal data:

• Right to Access: Request a copy of your data.
• Right to Rectification: Request correction of inaccurate data.
• Right to Erasure (“Right to be Forgotten”): Request deletion of your data.
• Right to Restriction: Request limited processing of your data.
• Right to Data Portability: Receive your data in a structured format.
• Right to Object: Object to processing based on legitimate interests.
• Right to Withdraw Consent: Withdraw consent where processing is based on consent.
• Right to Lodge a Complaint: File a complaint with the UK Information Commissioner’s Office (ICO).

9. Security Measures

We implement technical and organisational security measures to protect personal data against unauthorised access, loss, or disclosure. These include:

• Encryption of data in transit and at rest.
• Access controls and authentication mechanisms.
• Regular security assessments and audits.

10. Cookies & Tracking Technologies

We use cookies and tracking technologies to enhance your experience. You can manage cookie preferences through your browser settings. See our Cookie Policy for more details.

11. Contact Us

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

Company Name: Automated Reception Ltd

Email: [email protected]

Address: 109 Hammersmith Grove, London, W6 0NQ

Phone Number: (+)44 020 4538 1706

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Changes will be posted on our website with the updated effective date.