Privacy Policy

Last updated: February 2026

Abbotswood Automation Ltd. ("we", "us", "our") is committed to protecting your privacy. This policy explains what personal data we collect, why we collect it, and how we look after it.

Abbotswood Automation Ltd. is the data controller. We are registered in England and Wales (Company No. 17034306). If you have any questions about this policy or your data, contact us at [email protected] or call 01794 331923.

What data we collect

We may collect the following personal data depending on how you interact with us:

Contact information — name, email address, phone number, and business name when you get in touch with us, book a demo, or become a client.
Chat messages — if you use the chat widget on our website, we collect the messages you send and a randomly generated conversation identifier. We do not require you to identify yourself to use the chat.
Voice call data — if you interact with one of our AI voice agents (as a client's customer), call recordings and transcripts may be processed on behalf of our client. In this case, our client is the data controller and we act as a data processor.
Technical data — your browser type, IP address, and basic usage information when you visit our website. We do not currently use analytics tracking or advertising cookies.
Business data — information you provide as a client to configure your AI assistant, such as services offered, pricing, opening hours, and calendar availability.

How we use your data

We use your personal data for the following purposes:

To respond to your enquiries and provide customer support.
To deliver, configure, and maintain our services for clients.
To process voice calls, chat messages, and appointment bookings on behalf of our clients.
To send you information about our services, but only if you have asked us to or given consent.
To contact businesses in our target market by email to make them aware of our services we believe may be relevant to their operations.
To comply with legal obligations.

Legal basis for processing

Under UK GDPR, we rely on the following legal bases:

Legitimate interests — to respond to enquiries, improve our services, operate our business, and to conduct B2B direct marketing to businesses where we have identified a genuine relevance to their operations. Recipients can opt out at any time.
Contract — to deliver services you have engaged us to provide.
Consent — where you have opted in to receive marketing communications. You can withdraw consent at any time.
Legal obligation — where we are required to process data to comply with the law.

Who we share your data with

We do not sell your personal data. We may share data with the following categories of third parties, only as necessary to deliver our services:

Service providers — including our telephony provider (Twilio), voice AI platform (Vapi), and hosting infrastructure, all of which process data on our behalf under appropriate agreements.
Our clients — if you interact with an AI assistant we operate on behalf of a business, your enquiry details are shared with that business so they can follow up with you.
Legal and regulatory bodies — where required by law.

Where your data is stored

Your data is primarily stored on servers within the UK and European Economic Area. Some of our service providers (such as Twilio and Vapi) may process data in the United States under appropriate safeguards, including Standard Contractual Clauses or equivalent mechanisms approved under UK data protection law.

How long we keep your data

Enquiry data — retained for up to 12 months after your last contact with us, unless you become a client.
Client data — retained for the duration of our business relationship and for up to 6 years afterwards to meet legal and accounting obligations.
Call recordings and transcripts — retained for up to 90 days unless a longer period is required by our client or by law.
Chat conversations — retained for up to 90 days.

Your rights

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

Access a copy of the personal data we hold about you.
Correct any inaccurate or incomplete data.
Request deletion of your data (subject to legal obligations).
Object to or restrict processing of your data.
Data portability — receive your data in a structured, machine-readable format.
Withdraw consent at any time where processing is based on consent.

To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.

Cookies

Our website uses only strictly necessary cookies and local storage. Specifically, the chat widget stores a randomly generated conversation identifier in your browser's local storage so that your chat session persists if you close and reopen the widget. We do not use advertising cookies, tracking pixels, or third-party analytics tools.

Google Fonts are loaded from Google's servers when you visit our site, which means Google may receive your IP address. This is standard across millions of websites and is covered by Google's own privacy policy.

Changes to this policy

We may update this policy from time to time. Any changes will be posted on this page with the updated date. If we make significant changes, we will take reasonable steps to let you know.

Complaints

If you are unhappy with how we have handled your personal data, please contact us first at [email protected] so we can try to resolve the issue. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.