1 Introduction
provides a WhatsApp receptionist that helps businesses answer enquiries, check availability and manage bookings. This policy explains how information is collected, used, protected, shared and deleted when someone uses the receptionist, business dashboard or website.
Your information remains yours. will not sell personal information or use tenant or customer data for its own marketing or advertising. This policy sets the standards and its tenant businesses must follow.
2 Responsibility for your information
is responsible for information used to manage its own accounts, business enquiries, support and service security. For these activities, is the data controller, meaning it decides why and how that information is used.
A tenant business remains responsible for its customers’ records and the purpose of its customer enquiries and bookings. processes those records on the business’s instructions. The tenant processing agreement governs that relationship.
Every tenant must follow this shared policy for activities carried out through . The platform will make the tenant’s business name, contact details and any necessary business-specific information available alongside the shared notice. Tenants do not need to write a separate notice for the same activities. Any use outside this policy requires appropriate privacy information before it begins.
3 Information we collect
Business accounts: the account holder’s name, business name, contact details, login information, access permissions and settings needed to operate the service.
Customer enquiries and bookings: messages, name, phone number, email address, requested service, preferred dates or times, booking details and relevant payment references or payment status. The business must ask only for details needed to handle that particular enquiry or request.
Technical and support records: relevant access and security logs, IP addresses, device or browser details, timestamps, error records and information supplied when asking for support. Information may come directly from you, the tenant business or a connection you or the business authorise.
Do not send passwords, full card details, identity documents or unnecessary medical information. If sensitive details are genuinely needed, the business must establish an appropriate lawful basis and additional protection before collecting them.
4 How information is used
We will use relevant information to answer enquiries, provide business information, check availability, manage requested bookings and send necessary service updates. Connected calendars will receive only the booking information needed for their function.
Business account information will be used to set up and manage access, provide support and communicate necessary service changes. Limited technical records will be used to protect accounts, investigate faults and prevent misuse.
Providing information is voluntary unless an applicable legal or contractual requirement says otherwise. If information essential to a requested service is missing, the business may be unable to answer the enquiry fully or complete the booking.
5 Legal grounds for using information
Contract: will use information necessary to provide its service under a contract with the individual concerned or to take steps that person requests before entering a contract.
Legitimate interests: will use necessary business contact and technical information to support tenant representatives, secure the platform and prevent misuse, while considering the impact on individuals.
Consent: where an optional activity relies on consent, the choice must be clear and can be withdrawn. Using the receptionist does not automatically authorise marketing or unrelated uses.
Legal obligations: records will be used or retained where a specific applicable legal obligation requires it. Each tenant must establish and record the lawful basis appropriate to its customer service, including any additional condition needed for sensitive information.
6 AI processing and human help
will apply controls that minimise information sent for external AI processing and limit it to what the particular task requires. Raw customer messages, conversation history, contact details and sensitive information will be excluded from external AI requests. Information needed for message delivery or booking records will be handled separately for those purposes.
Tenant or customer content must not be used to train general-purpose AI models. Removing identifying details does not, by itself, make information anonymous.
The receptionist will use the business’s authorised information and booking rules. AI cannot override permissions, prices, availability or payment requirements. An enquiry or unpaid payment offer does not reserve a booking; the required verified payment and final availability check are needed. Customers can ask for a person at any time.
7 Information sharing
We will disclose information only where needed to provide the requested service, follow lawful instructions or meet a legal requirement. We will not share tenant or customer records for advertising.
Supporting services may perform hosting and database storage, message delivery, calendar updates, email delivery, payment processing, restricted AI tasks or backup recovery. Each service must receive only the information necessary for its role and operate under appropriate contractual and confidentiality arrangements.
Authorised business staff will have access to records needed for their work. personnel may access relevant records for authorised support or service operation. Necessary disclosures may also be made to comply with law or establish, exercise or defend legal claims.
8 WhatsApp messages and customer choices
The tenant business connects its business number to . When a customer messages that number, relevant messages and contact information will be used to handle the conversation and requested service.
The customer will be given a short privacy notice and access to this full policy. Necessary booking confirmations and enquiry updates are separate from promotional messages.
will not use tenant or customer data for its own marketing. Any optional tenant offers must require a separate clear choice: silence or NO is not consent. STOP must be respected. A customer can ask for human help without agreeing to promotional messages.
9 Protecting personal information
will keep business workspaces separate and restrict access according to authorised roles. Information will be protected during transmission, and stored records and recovery copies will be subject to appropriate access and security controls.
The platform will limit information collected, displayed and transmitted to what is needed for its purpose. Privacy requests and disclosures will require proportionate checks to prevent one person obtaining another person’s records.
No system can guarantee absolute security. will assess personal data breaches and notify affected businesses, individuals and regulators where required by applicable law.
10 Processing outside the UK
The application and database are hosted in Virginia in the United States. Operational records stored there can include customer contact details and booking information. Minimising external AI requests does not remove the need to store and protect those records. UK-only processing is not promised.
Before a new connection processes personal information, will confirm its contractual terms, processing locations and any required international-transfer safeguards. We will permit transfers only where applicable data protection requirements are met, using a relevant UK adequacy arrangement, approved contractual safeguards or another lawful mechanism.
This policy will identify the relevant processing countries and applicable transfer safeguards and will be updated before a connection introduces a change.
11 Retention and recovery copies
will apply these default periods to customer records:
Unused enquiries: 90 days after the last meaningful contact.
Closed chats: 30 days after closure.
Job notes: until the service is completed, plus 30 days.
Recurring preferences and ordinary completed-booking contact information: 12 months.
Active bookings, necessary financial records and dispute records may need longer retention for a justified reason. Any necessary business-specific difference must be recorded through onboarding and shown alongside this policy. Reminders do not restart the retention period.
Account, support and security records will be retained only while needed for their stated purpose, outstanding matters or an applicable legal obligation. Records will be reviewed and deleted when that purpose no longer applies. Only necessary records of privacy choices will be retained.
Backup copies will be encrypted before transfer and will normally expire within 30 days. Any justified longer period will be explained in this policy. Recorded deletions, contact preferences and restrictions will be reapplied before a recovered system reopens.
12 Your privacy rights
Depending on the circumstances and lawful basis, you can request access, correction, deletion, restriction or a portable copy of your information. Where consent is used, you can withdraw it without affecting earlier lawful processing.
You can object to processing based on legitimate interests and can object to direct marketing at any time. Requests will be considered under the applicable rules. Some records may need to remain for a valid legal reason, which will be explained.
For a tenant’s customer records, contact the business through the conversation or its published contact details. will assist the business with records it processes. For ’s own records or help reaching the right business, use the contact details below.
Requests will normally receive a response within one calendar month, subject to lawful exceptions or extensions. Proportionate identity checks may be needed. A request made in chat starts the process; it does not itself complete a deletion or export.
You can complain to the UK Information Commissioner’s Office at https://ico.org.uk/make-a-complaint/.
13 Website storage and external links
Necessary session cookies or similar storage may be used to operate account access and security. Any optional analytics or advertising technology would require clear information and any legally required consent before use.
Following an email or WhatsApp contact link takes you to another service whose own privacy terms also apply.
14 Information about children
Business dashboards are intended for authorised business users. Tenant businesses must consider whether their service may involve children and apply suitable safeguards. They must not collect information about children that is unnecessary for the requested service. Concerns about a child’s information can be raised through the privacy contact below.
15 Policy changes
will review this policy when its practices change and communicate material changes through an appropriate service channel. New uses of information must have a valid lawful basis and any privacy information or consent required before they begin.
16 Contact
For privacy questions, account records or help reaching the responsible business, email abi.notts2025@gmail.com.
For enquiries or bookings with a tenant business, contact that business through the WhatsApp conversation or the contact details shown with its service.
Short notice for WhatsApp
Your data, your control. The business uses your information to answer enquiries and manage bookings, with helping on its behalf. does not sell your personal information or use tenant or customer data for its own marketing or advertising. Your conversations must not be used to train general-purpose AI models. Ask for a person, access, correction or deletion at any time; some records may need to remain for legal reasons. Contact the business here, or email abi.notts2025@gmail.com for privacy help. Read the full privacy policy for details.