Your callers' data,
handled properly.
You are asking us to answer your phone and read your inbox. Here is exactly what happens to the data, who touches it, how long it is kept, and what we will never do with it.
Who is responsible for what.
You are the controller
Your callers are your customers. You decide what the assistant may do with their data and for what purposes, and your privacy notice covers it.
We are your processor
We act only on your documented instructions under a data-processing addendum that meets Article 28 UK GDPR. It is part of our standard terms.
Our providers are sub-processors
Deepgram for speech recognition, Cartesia for the assistant's voice, OpenAI for the language model and Twilio for the phone line. The table below sets out where each one is based and which agreement covers it.
What happens to each call.
The caller is told
Every call opens with an announcement: this is an automated assistant, the call is transcribed and, if you have enabled it, recorded. They can ask for a person at any time.
Deepgram
Audio is streamed to Deepgram in real time and converted to text. We do not keep the audio after the call unless you have switched recording on.
OpenAI, then Cartesia
The transcript goes to the language model with your instructions. It works out what the caller wants and composes a reply. Cartesia turns the reply back into speech.
Your systems
Availability is read from your diary and the booking written back. A transcript and summary go to your team. Confirmations go to the caller on your behalf.
What the contract says.
Each of these is a term of our data processing addendum, which comes with your contract. Ask us for a copy before you commit to anything.
- No model training. We do not train on your callers' data. Every Deepgram request carries the model-improvement opt-out and OpenAI API data is not used for training. What each other provider is permitted to do with the data it sees is set out in our data processing addendum.
- Encryption everywhere. TLS 1.2 or higher in transit, AES-256 or equivalent at rest.
- Least privilege. Access limited to people who need it, protected by multi-factor authentication, logged and reviewed.
- Segregation. Each client's data and configuration are logically separated from every other client's.
- Retention you control. You set how long call recordings, transcripts and summaries are kept. We agree it with you before go-live and write it into your contract.
- Breach notification. Without undue delay, with the detail you need for your own reporting. The notification window is in your contract.
- UK law. UK GDPR and the Data Protection Act 2018. Transfers to providers outside the UK rely on the UK International Data Transfer Addendum to the Standard Contractual Clauses, or another safeguard permitted by Article 46.
- Deletion on exit. Data returned or deleted within 30 days of the end of the contract, and backups purged on the schedule set out in your contract.
- Rights requests. Any request from a caller is forwarded to you within five business days, with our help to answer it.
Everyone who touches the data.
Four kinds of provider handle call and email data on our behalf: speech recognition, the assistant's voice, the language model that decides what to say, and the carrier that connects the call. The platform itself is hosted on Google Cloud in London.
Each one is named in our data processing addendum, with the country it operates in, the agreement that covers it, the transfer safeguard it relies on and your right to be told before the list changes. The addendum comes with your contract, and we will send it before you commit to anything. Ask at any time. Your own calendar, booking, CRM and email systems are your processors under your own contracts with them.
What we will not do.
- Collect, read out or store payment card details. The assistant is not a payment channel.
- Create voiceprints or biometric profiles. Voice is never used to identify a caller.
- Use one client's data for another, or for our own marketing.
- Sell personal data, or share it with advertisers.
- Give medical, legal or financial advice. Those calls go to a person.
Documents for your due diligence.
- Data Processing Addendum, signed, on paper or electronically.
- Current sub-processor list and transfer mechanisms.
- Security summary, and your own security questionnaire answered in writing.
- Standard call announcement wording and email footer for your privacy notice.
- Hosting region and retention configuration for your account.
- Certifications: we do not yet hold our own. Our infrastructure providers do: Google Cloud is ISO 27001 and SOC 2 certified, and we hold Deepgram's SOC 2 Type II report under NDA.
Security questions.
Where is our data stored?
Transcripts, summaries and configuration are hosted on Google Cloud in London, where the email agent also runs. Its dashboard is a Google Sheet in Google Workspace, listed above. Speech recognition, speech synthesis and language-model processing happen with Deepgram, Cartesia and OpenAI in the United States under the transfer safeguards above.
Who can listen to recordings?
Recording is off unless you turn it on. When it is on, recordings are available to the people you authorise at your business, and to the two founders for support, with every access logged.
What about health information callers mention?
It is processed only to handle the booking, on your instructions. If your sector involves health disclosures, we agree handling rules with you before go-live, for example asking for explicit consent before noting anything, or transferring the call to a person.
Can callers opt out of the AI?
Yes. They can ask for a person at any point, and the assistant transfers the call or takes a message according to your escalation rules.
Questions your IT or compliance lead will ask.
Send them this page, or send us their questionnaire. We answer every item in writing.