Privacy Policy

Steady Bow ARROW Limited trading as AI Phone Calls

Effective Date: 10 June 2025
Last Updated: 17 July 2025

1. Who We Are

This Website ("Site") and our AI phone answering services are operated by Steady Bow ARROW Limited (registered in England and Wales, Company No. [insert number]), trading as AI Phone Calls ("we," "us," "our").

Registered Address: London, SW12
Contact Email: info@aiphonecalls.co.uk

2. Scope & Application

This Privacy Policy explains how we collect, use, share, and protect your personal information when you use our website (https://aiphonecalls.co.uk), our phone answering services, or interact with us in any other way. It also describes your rights under UK data protection law (UK GDPR).

3. What Data We Collect

We may collect and process the following categories of information:

A. Contact & Identity Information

• Name, email address, phone number, postal address (e.g., if you fill in a contact form or request a call).

B. Usage, Analytics & Technical Data

• IP address, device and browser type, session logs, interaction data, approximate location.
• Data about how you use our Website (including page views, clicks, scrolls, session replays, and form fills).

C. Cookies, Pixels & Tracking Technologies

• Google Analytics 4 (GA4): measures website usage, device/browser info, user flows, approximate location.
• Google Ads Pixel: tracks conversions and advertising effectiveness.
• Meta (Facebook) Pixel: measures advertising effectiveness and builds audiences.
• Microsoft Clarity: records anonymised session replays and heat-maps.
• Other analytics/advertising technologies as set out in our Cookie Policy.

D. AI Phone Call & Voice Data

• Audio recordings, transcriptions, call metadata, and message content collected when you or your customers use our AI phone answering services.

E. Marketing & Communications Preferences

• Preferences about receiving marketing or updates from us.

F. Other Voluntary Data

• Any additional information you provide (e.g., through support requests or chat features).

We do not intentionally collect special category data via this Website or our services unless strictly necessary and with your explicit consent.

4. How We Collect Your Data

• Directly from you (forms, calls, messages, support queries).
• Automatically via cookies, pixels, or similar tracking technologies.
• Through our AI phone answering and call handling systems.
• From third-party analytics, advertising, or technology partners (see below).

5. How & Why We Use Your Data

We process your personal data for the following reasons:

Purpose	Legal Basis (UK GDPR)
To provide and improve our services	Contract / Legitimate Interests
To operate and secure the Website	Legitimate Interests
To respond to your enquiries and support	Contract / Legitimate Interests
To deliver and optimise marketing	Consent / Legitimate Interests
To analyse site traffic and user behaviour	Consent / Legitimate Interests
To comply with the law and regulations	Legal Obligation

You may withdraw consent for marketing or non-essential analytics at any time.

6. Cookies & Tracking Technologies

We use cookies and similar technologies to:

• Enable website functionality and security.
• Measure website usage and audience (Google Analytics, Microsoft Clarity).
• Deliver and optimise advertising (Google Ads, Meta Pixel).

You can manage your cookie preferences through our cookie banner or your browser settings. See our Cookie Policy for details.

7. AI Phone Call Data & Third-Party Processing

When you or your customers use our AI phone answering and call-handling services, we collect and process audio recordings, transcriptions, caller IDs, call metadata, and related personal data. To deliver these services accurately and efficiently, we use reputable third-party technology providers ("subprocessors"), including:

• Deepgram, Inc. — for real-time speech-to-text transcription of audio calls.
• OpenAI, LLC — for AI-driven call analysis, natural language processing, and message routing/logic.
• Other technology partners as required for accurate call handling, integration with messaging, and delivery.

These providers are contractually required to process data only for our purposes, under our instructions, and in compliance with UK data protection law. We keep an up-to-date list of all material subprocessors and can provide it on request. If you require more information about how your call data is handled, please contact us.

8. Who We Share Your Data With

We may share your data with:

• Service providers and subprocessors who enable our services (see above).
• Analytics, marketing, or website technology partners (Google, Meta, Microsoft, etc.).
• Legal authorities, regulators, or insurers if required by law or to protect our rights.
• Buyers or investors in the event of a merger or business sale (subject to confidentiality).

All third parties must comply with applicable laws and respect the security of your data.

9. International Data Transfers

Some of our subprocessors (including Deepgram, OpenAI, Google, Meta, Microsoft) process data outside the UK/EEA. Where we transfer data internationally, we use appropriate safeguards (e.g., Standard Contractual Clauses, adequacy decisions) to ensure your information is protected.

10. How We Protect Your Data

We use technical and organisational measures to keep your data secure, including:

• Encryption in transit and (where appropriate) at rest.
• Access controls and staff training.
• Secure storage, regular audits, and due diligence on all vendors.

No method is perfectly secure. If you believe your data may be at risk, please contact us immediately.

11. How Long We Keep Your Data

We retain your data only as long as necessary for the purposes stated, to fulfil contracts, and to comply with legal obligations. Analytics and call data are retained according to the default settings of each platform or for a period in line with our business and regulatory requirements, after which they are securely deleted or anonymised.

12. Your Rights

Under UK data protection law, you have the right to:

• Access the personal data we hold about you
• Request correction or updates to your data
• Request deletion ("right to be forgotten"), subject to lawful exceptions
• Object to certain processing (including direct marketing)
• Withdraw consent where processing is based on consent
• Request data portability (where applicable)

To exercise any rights, contact us at info@aiphonecalls.co.uk. You may also complain to the UK Information Commissioner's Office (ICO): https://ico.org.uk/

13. Children's Privacy

Our services and Website are not intended for children under 13. We do not knowingly collect data from children. If you believe a child has provided us with personal data, contact us so we can investigate and remove it.

14. Changes to This Policy

We may update this Privacy Policy from time to time. The "Last Updated" date will reflect any changes. Please review this page regularly.

15. Contact Us

For privacy-related questions, requests, or complaints:
Steady Bow ARROW Limited (trading as AI Phone Calls)
Email: info@aiphonecalls.co.uk
Address: London, SW12