Privacy Policy

Introduction

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VocalDesk AI (“we”, “our”, or “us”) is committed to protecting and respecting your privacy. This Policy explains how we collect, use, store, and protect personal data you provide via our website, social platforms, forms, communications, or other interactions. We aim to comply with applicable data protection laws, including the UK GDPR, the Data Protection Act 2018, and (if applicable) PECR (Privacy and Electronic Communications Regulations).

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What Information We Collect

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We may collect the following types of data:

• Personal Information: name, email address, phone number, business name, job title, or other contact details.

• Lead / Interaction Information: information you submit via contact forms, chatbots, inquiry forms, or other interactions with us.

• Technical / Usage Data: IP address, browser type, operating system, time zone, pages visited, referring/exit pages, click data, device identifiers, and other analytics data.

• Marketing Preferences: your preferences regarding communications, opt-ins/opt-outs, advertisement tracking, campaign data.

• Client / Project Data: information relating to your use of our services (for example, project requirements, communications, usage data, feedback, performance metrics, or deliverables).

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How We Use Your Information

We may use your personal data for the following purposes:

• To provide, manage, and operate our services (e.g. AI agents, consulting, support).

• To respond to inquiries, requests, quotes, or communications from you.

• To prepare and send proposals, contracts, invoices, and other related documentation.

• To improve our website, systems, user experience, and internal operations.

• To send promotional, educational, or informational content (only where you have consented, or where permitted by law).

• To ensure compliance with legal, regulatory, or contractual obligations.

• For internal analytics, research, development, and quality improvement.

• To protect our rights, prevent fraud, and ensure the security of our services.

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Legal Basis for Processing

We rely on one or more of the following legal bases to process your personal data:

• Consent: where you have given explicit permission.

• Contractual necessity: processing is required to perform or enter into a contract with you.

• Legitimate interests: processing is necessary for our legitimate interests (such as improving our services, marketing, or business operations), provided your interests or fundamental rights do not override those interests.

• Legal obligation: processing is required to comply with a legal or regulatory obligation.

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How We Store and Protect Your Data

• We store data using secure, encrypted systems and reputable platforms (for example, cloud storage providers, CRMs, email systems).

• Access to personal data is limited to authorized personnel who require access to perform their duties.

• We conduct periodic reviews of access rights, security measures, and data handling practices.

• Where feasible, personal data is stored in servers located in jurisdictions with adequate data protection (e.g., within the UK or EEA).

• While we take reasonable steps to protect your data, note that no method of transmission or storage is completely secure.

 

Data Retention

• We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, unless a longer retention period is required or permitted by law.

• If you request deletion or withdrawal of consent, we will remove or anonymize your personal data unless we are legally permitted or required to retain it (e.g. for accounting, regulatory, or legal claims).

 

 Sharing Your Data

• We do not sell your personal data.

• We may share data with trusted third-party service providers (subcontractors) who assist us, such as CRM systems, analytics platforms, hosting services, email or marketing providers, payment processors, or legal/compliance advisors.

• We require those third parties to comply with data protection obligations and use the data only for the purposes we specify.

• We may disclose data to legal or regulatory authorities when required by law, in response to lawful requests, or to enforce our policies or protect our rights.

 

Cookies & Tracking Technologies

• Our website may use cookies, web beacons, pixel tags, or similar technologies to enhance user experience, analyze traffic, and serve relevant content or advertisements.

• You can manage or disable cookies through your browser settings. Please note that disabling cookies may affect certain features or functionalities of the site.

• We may use analytics tools (e.g. Google Analytics, etc.) to collect aggregated usage data.

 

Your Rights

Subject to applicable law, you may have the following rights regarding your personal data:

• The right to access your data (i.e. obtain a copy).

• The right to correct inaccuracies or update incomplete information.

• The right to request deletion (“right to be forgotten”) under certain conditions.

• The right to restrict or object to certain processing.

• The right to data portability, where technically feasible.

• The right to withdraw consent at any time (without affecting the lawfulness of processing based on consent before withdrawal).

To exercise your rights or make inquiries, contact us at:
Email: [insert your email address for data privacy / rights requests]

We may request proof of identity before fulfilling such requests.

If you believe your data has been mishandled, you may lodge a complaint with the relevant supervisory authority (e.g. the Information Commissioner’s Office, UK) or similar regulator in your jurisdiction.

 

Contact Us

Company name: VocalDesk AI Ltd
Location: London, UK
Email: info@vocaldesk.ai

If you are unhappy with how we process your personal data, you may raise a complaint with the relevant data protection authority (e.g. the ICO in the UK). We encourage you to contact us first so we can try to resolve concerns.