Privacy Policy

1. Who We Are

AllVia-AI is an AI automation and digital agency operating in the United Kingdom. We provide AI receptionist services, website builds, and business growth consultancy to UK service businesses.

For the purposes of UK GDPR, AllVia-AI is the data controller responsible for your personal data collected through this website and our services.

Contact: hello@allvia-ai.com

2. What Data We Collect

We collect personal data in the following ways:

2.1 Data you provide directly

• Your name and contact details (email address, phone number)
• Your business name and industry
• Information you include in enquiry or contact forms
• Information you share during demo calls or onboarding sessions
• Payment and billing information (processed securely through our payment partners — we do not store card data ourselves)

2.2 Data collected automatically

• Basic website analytics — pages visited, time on site, referral source (collected without identifying you personally)
• Your IP address and browser type for security and performance purposes
• Cookie preferences and session data

2.3 Data collected through our AI receptionist service

When you or your customers interact with an AllVia-AI-powered phone agent, call recordings and transcripts may be generated and stored as part of delivering the service. If you are an AllVia-AI client, this is covered in your service agreement. If you are a caller to a business using AllVia-AI, the business operating that number is the data controller for your call data.

3. Why We Collect Your Data (Legal Basis)

We process your personal data on the following legal grounds under UK GDPR:

• Contract performance — to deliver the services you have signed up for, including setting up your AI agent, website build, and onboarding support
• Legitimate interests — to respond to your enquiries, improve our services, and communicate relevant updates about your account
• Legal obligation — to comply with UK law including financial record-keeping requirements
• Consent — for any marketing communications, where we will always ask for your permission first and make it easy to withdraw

4. How We Use Your Data

We use the personal data we collect to:

• Respond to your enquiries and book demos
• Set up, configure and deliver your AI receptionist service
• Build and maintain your website
• Send you service-related communications — onboarding information, updates, invoices
• Improve our services and website based on how they are used
• Comply with legal and financial obligations
• Send marketing communications, only with your explicit consent

We do not use your data for automated decision-making or profiling that produces legal or similarly significant effects.

5. Who We Share Your Data With

We do not sell, rent or trade your personal data to any third party. We share data only with trusted service providers who help us operate our business, and only to the extent necessary:

• Netlify — our website hosting platform, which receives form submission data
• Cal.com — our booking calendar, which stores appointment information
• Retell AI — our AI voice platform, which processes call data for the receptionist service
• Twilio — our telephony provider, which handles call routing and phone numbers
• ElevenLabs — our voice synthesis provider
• Zapier — our automation platform, used for lead capture notifications
• Notion — our CRM, used to manage client records

All third-party providers are required to handle your data securely and in accordance with applicable data protection law. We select providers who meet appropriate standards of data protection.

We may also disclose your data if required to do so by law or by a court, regulator or law enforcement authority.

6. How Long We Keep Your Data

• Enquiry and contact form data — retained for 12 months from the date of enquiry, then deleted unless you become a client
• Client account data — retained for the duration of your contract plus 6 years for legal and financial compliance purposes
• Call recordings and transcripts — retained for 90 days unless longer retention is agreed in your service contract
• Marketing consent records — retained until you withdraw consent, plus a reasonable period thereafter
• Website analytics data — retained in aggregated, anonymised form for up to 24 months

7. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

• Right of access — you can request a copy of the personal data we hold about you
• Right to rectification — you can ask us to correct inaccurate or incomplete data
• Right to erasure — you can ask us to delete your personal data in certain circumstances
• Right to restrict processing — you can ask us to limit how we use your data in certain circumstances
• Right to data portability — you can request your data in a structured, machine-readable format
• Right to object — you can object to processing based on legitimate interests or for direct marketing
• Right to withdraw consent — where processing is based on consent, you can withdraw it at any time

To exercise any of these rights, contact us at hello@allvia-ai.com. We will respond within 30 days. There is no charge for making a request.

If you are unhappy with how we handle your data, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk.

8. Cookies

Our website uses minimal cookies. We do not use advertising or tracking cookies. The cookies we use are:

• Essential cookies — required for the website to function correctly, such as remembering your cookie preferences
• Analytics cookies — basic, anonymised data about how pages are used to help us improve the site

You can control cookies through your browser settings. Disabling cookies may affect some website functionality.

9. Data Security

We take reasonable technical and organisational measures to protect your personal data from unauthorised access, loss, or misuse. Our website is hosted on enterprise infrastructure with SSL encryption, DDoS protection, and no database or admin panel that could be breached.

No method of transmission over the internet is 100% secure. If you believe your data has been compromised, please contact us immediately at hello@allvia-ai.com.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the "last updated" date at the top of this page. If changes are significant, we will notify active clients directly. Continued use of our services after an update constitutes acceptance of the revised policy.