Privacy Policy
1. Introduction
Company: VOXPORT AI LIMITED
Company Number: NI705644
Registered Office: Unit 7 Main Street, Moira, Craigavon, Northern Ireland, BT67 0LE
ICO Registered
We are committed to protecting your privacy and complying with UK GDPR and the Data Protection Act 2018.
Data Protection Roles:
- Your business (our customer) = Data Controller for caller data
- VoxPort AI = Data Processor
- Infrastructure providers = Sub-Processors
2. Information We Collect
From Website Visitors & Prospects:
- Name, email, phone number (via forms)
- Business details
- Marketing preferences
Call Data (For Customers):
- Call recordings (audio files)
- Call transcripts
- Call metadata (date, time, duration, numbers)
- Caller information shared during calls
- Appointment data
Technical Data:
- IP address, browser type, device type
- Website usage (pages viewed, time on site)
- Cookies (see Cookie Policy)
3. How We Use Your Information
- Provide AI receptionist services
- Process enquiries and appointments
- Improve our services
- Send service updates and marketing (with consent)
- Comply with legal obligations
- Prevent fraud
4. Legal Basis for Processing
- Consent: Marketing communications
- Contract: Providing the service
- Legitimate Interests: Service improvement, fraud prevention
- Legal Obligation: Compliance with UK law
5. Data Sharing
We Do NOT Sell Your Data.
We share data only with:
Infrastructure Providers (Sub-Processors):
- Enterprise cloud platform providers
- AI and voice technology services
- All bound by Data Processing Agreements
- List available upon request
Other Service Providers:
- Payment processors (Stripe, PayPal, etc.)
- Email delivery services
- Analytics providers (Google Analytics with IP anonymisation)
Legal Requirements:
- Court orders or regulatory compliance
- Law enforcement requests (reviewed carefully)
Customer Access:
Customers have full access to their own data.
Sub-Processor Changes:
- 30 days advance notice
- You may object to new sub-processors
- Right to terminate if objection cannot be resolved
6. Data Retention
Customer Account Data:
- Active customers: Duration of service
- Former customers: 6 years (UK legal requirements)
Call Data (Customer-Controlled):
- Retention periods set by customer in their settings
- Automatic deletion after configured period
- Customer can delete at any time
Marketing Data:
- Until consent withdrawn
- Inactive contacts: Removed after 24 months
Your Responsibility (For Customer Accounts):
YOU determine retention periods for caller data. You are responsible for ensuring retention complies with applicable laws. Default settings are for convenience only, not legal advice.
7. Your Rights Under UK GDPR
- Right to access your personal data
- Right to rectification
- Right to erasure ("right to be forgotten")
- Right to restrict processing
- Right to data portability
- Right to object to processing
- Right to withdraw consent
- Right to lodge a complaint with the ICO
To Exercise Rights: Email: info@voxport.ai Response time: Within 30 days
Customer Responsibility for Data Subject Rights:
If you're our customer (business using VoxPort AI), YOU are solely responsible for responding to data subject rights requests from your callers. We provide tools to help, but the legal obligation is yours.
8. International Data Transfers
Our service uses global cloud infrastructure. Data may be processed outside the UK/EEA, including in the United States.
How We Protect Your Data:
- Standard Contractual Clauses (SCCs) with all sub-processors
- Transfer Impact Assessments conducted
- Encryption in transit and at rest
- Organisational security measures
- You retain full control and ownership
9. Security Measures
Technical Security:
- Encryption: TLS 1.2+ (transit), AES-256 (at rest)
- Multi-factor authentication
- Access controls and monitoring
- Regular security audits
- Intrusion detection systems
Organisational Security:
- Staff data protection training
- Confidentiality agreements
- Security policies and procedures
- Incident response plan
10. Cookies
See our separate Cookie Policy for details on what cookies we use, why we use them, and how to manage preferences.
11. Children's Privacy
Our services are not directed at children under 16. We do not knowingly collect children's data.
12. Changes to This Policy
We may update this policy from time to time. Significant changes will be communicated via email and/or website notice.
13. Contact Us
Privacy Enquiries: info@voxport.ai General Enquiries: info@voxport.ai Registered Office: Unit 7 Main Street, Moira, Craigavon, Northern Ireland, BT67 0LE Company Number: NI705644 ICO Registered
To Complain:
Information Commissioner's Office (ICO) Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF Tel: 0303 123 1113 Website: www.ico.org.uk
VoxPort AI Limited · Company Number NI705644 · info@voxport.ai · +44 7588 376834