Privacy Policy

CallPilot ("we", "us", "our") provides AI-powered call handling and virtual receptionist services for UK businesses. This policy explains what personal data we collect, why we collect it, and how we look after it in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

CallPilot is based in Newcastle upon Tyne, United Kingdom. For any questions about this policy or your personal data, you can contact us at pdagency@callpilotai.uk.

2. What information we collect

When you submit an enquiry through our contact form, we collect:

• Your name
• Company name (if provided)
• Email address
• Phone number (if provided)
• The plan you're interested in
• Any notes or message you include

We do not knowingly collect any special category data (such as health, religious, or political information) through our website.

3. How we use your information

We use the information you provide to:

• Respond to your enquiry and discuss your requirements
• Set up and manage your CallPilot service, if you become a customer
• Send you onboarding information you've requested
• Keep records of enquiries for our own administration

We rely on legitimate interests (responding to enquiries you've made) and, where you become a customer, the performance of a contract with you, as our lawful basis for processing this data.

4. Where your data is stored

Enquiry data submitted through our contact form is stored securely using Google Sheets and Google's underlying infrastructure (Google Workspace). Google acts as a data processor on our behalf and maintains its own security and compliance standards.

5. Sharing your information

We do not sell or rent your personal data. We only share it with trusted service providers (such as Google, for data storage) who help us run our business, and only to the extent necessary for them to provide that service.

6. How long we keep your data

We retain enquiry data for as long as necessary to respond to you and, if you become a customer, for the duration of our business relationship plus a reasonable period afterwards to meet our legal and accounting obligations. You can ask us to delete your data at any time, as set out below.

7. Your rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you
• Ask us to correct inaccurate data
• Ask us to delete your data
• Ask us to restrict or object to certain processing
• Request a copy of your data in a portable format

To exercise any of these rights, email us at pdagency@callpilotai.uk. You also have the right to complain to the UK's Information Commissioner's Office (ICO) at ico.org.uk if you have concerns about how we handle your data.

8. Cookies

Our website does not currently use tracking or analytics cookies. If this changes in the future, we will update this policy and, where required, ask for your consent.

9. Changes to this policy

We may update this policy from time to time. Any changes will be posted on this page with an updated "last updated" date.