Privacy & Policy

VoiceDart Ltd (Company Number 16825983)

3rd Floor, 86-90 Paul Street, London EC2A 4NE

Email: info@voicedart.uk

Last updated: 20 March 2026

1. Who we are

VoiceDart Ltd ("we", "us", "our") is the data controller responsible for your personal data. We build bespoke AI voice agents for UK businesses. Our agents handle a range of communication tasks including inbound call handling, outbound calling, and web-based interactions.

If you have any questions about this privacy policy or how we handle your personal data, contact us at info@voicedart.uk.

2. What personal data we collect

Information you give us directly

Website enquiries: Name, email address, phone number, business name, job title, website address, and details of your enquiry.
Client portal accounts: Email address and password.
Marketing sign-ups: Name, email address, and communication preferences.
Payment information: Billing details processed securely through our payment provider (see Section 6).

Information collected when you interact with a business using our service

When you interact with one of our client businesses through our AI voice technology (whether by phone or web):

Call audio: The content of the conversation, which may be recorded (see Section 8 for retention).
Call transcript: A text version of the conversation.
Phone number: Your caller ID, where available.
Enquiry details: Information you provide during the call, such as your name, contact details, order details, booking preferences, or the nature of your enquiry.

Information collected automatically

When you visit our website, we collect:

IP address
Browser type and version
Device type and operating system
Pages visited and referring URLs
Date, time, and duration of your visit

This data is collected through cookies and similar technologies (see Section 12).

3. How and why we use your data

We process personal data for the following purposes, each with a lawful basis under UK GDPR:

Purpose	Lawful basis
Delivering AI voice agent services to our business clients (handling communications, capturing enquiries, processing orders, managing bookings)	Contract — necessary to perform our contract with our business clients
Recording and transcribing calls for quality assurance and service improvement	Legitimate interests — ensuring service quality and resolving disputes
Maintaining customer relationship records on behalf of our clients	Contract — necessary for service delivery
Operating and securing our website	Legitimate interests — keeping our website safe and functional
Sending marketing communications about our services	Consent — you can withdraw this at any time
Providing clients with access to a performance portal showing their call data	Contract — part of our service to clients
Fraud prevention and dispute resolution	Legitimate interests — protecting our business and our clients
Complying with legal and regulatory obligations	Legal obligation — where required by law

4. Our legitimate interests

Where we rely on legitimate interests as our lawful basis, we have carried out a balancing test to ensure our interests do not override your rights. Our legitimate interests include:

Quality assurance: Reviewing call recordings and transcripts to maintain and improve the accuracy and helpfulness of our AI voice agents.
Service improvement: Analysing aggregated call data to enhance our technology and service delivery.
Fraud prevention: Detecting and preventing misuse of our services.
Dispute resolution: Retaining records to resolve complaints or disputes between callers and our client businesses.

You have the right to object to processing based on legitimate interests (see Section 9).

5. AI voice technology

Communications handled through our service may use AI voice technology. This includes inbound calls, outbound calls, and web-based interactions. When AI technology is used:

The AI listens to what you say, processes your speech, and responds in a natural-sounding voice.
The AI can take messages, answer questions, capture contact details, book appointments, process orders, and carry out other tasks on behalf of the business.
Interactions may be recorded for quality assurance purposes. Where recording takes place, it is done on behalf of the business.
The AI does not make decisions about you that have legal or similarly significant effects. Its role is purely administrative — taking messages, handling enquiries, and directing communications.

Our client businesses are responsible for ensuring appropriate disclosure to individuals interacting with the AI technology. We provide guidance and technical support to our clients on meeting this obligation.

6. Who we share your data with

We share personal data with the following categories of service provider, all of whom process data under written agreements with appropriate safeguards:

Category	Location
AI voice processing and conversation management provider	United States
Speech recognition provider	United States
AI language model provider	United States
Text-to-speech and voice synthesis provider	United States
Telephony and SMS provider	United States
Customer relationship management provider	United States
Email delivery provider	European Union
Cloud infrastructure and hosting provider	European Union
Website hosting and content management provider	United States
Payment processing provider (PCI DSS certified)	United States
Workflow automation platform	European Union (self-hosted)
Business communication tools	United States / European Union
Booking and scheduling provider	United States
Development tools and code assistance provider	United States

We may also share personal data with:

Professional advisers (solicitors, accountants, auditors) where necessary for legal or financial advice.
Law enforcement or regulators where required by law or to protect our legal rights.
A purchaser or successor in the event of a merger, acquisition, or sale of our business assets, in which case we will notify you.

We do not sell your personal data.

7. International data transfers

Some of our processing partners are based in the United States. Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place, including the UK Extension to the EU-US Data Privacy Framework and UK International Data Transfer Agreements, in accordance with ICO guidance.

8. How long we keep your data

Data type	Retention period
Call recordings	90 days from the date of the call. Clients on our enhanced privacy tier: 0 days (no recordings stored).
Call transcripts	12 months from the date of the call
CRM data (names, phone numbers, enquiry details)	Duration of the client relationship plus 6 years (to meet HMRC record-keeping requirements)
Website analytics	26 months
Client portal data	Duration of the subscription plus 30 days
Marketing contacts	Until you unsubscribe

After the relevant retention period, personal data is securely deleted or anonymised.

9. Your rights

Under UK data protection law, you have the following rights:

Access — Request a copy of the personal data we hold about you.
Rectification — Ask us to correct inaccurate or incomplete data.
Erasure — Ask us to delete your personal data, where there is no compelling reason for us to continue processing it.
Restriction — Ask us to limit how we process your data in certain circumstances.
Portability — Receive your personal data in a structured, commonly used, machine-readable format, or ask us to transfer it to another organisation.
Objection — Object to processing based on legitimate interests or for direct marketing purposes.
Withdraw consent — Where we process data based on your consent (such as marketing), you can withdraw it at any time. This does not affect the lawfulness of processing carried out before withdrawal.

To exercise any of these rights, email us at info@voicedart.uk. We will respond within one calendar month of receiving your request. If your request is complex or we receive a large number of requests, we may extend this by a further two months, but we will let you know.

10. Automated decision-making

Our AI voice agents process communications on behalf of our business clients. This processing is administrative in nature — taking messages, capturing enquiries, and booking appointments. It does not involve automated decision-making that produces legal effects or similarly significant effects on callers.

11. Client portal

Our business clients access a secure online portal to view their call performance data, including call volumes, outcomes, and transcripts. Portal accounts require an email address and password. Each client can only access their own data — no client has access to another client's information.

12. Cookies

Our website uses cookies to:

Ensure the website functions correctly (strictly necessary cookies).
Understand how visitors use our site (analytics cookies).
Remember your preferences (functional cookies).

Types of cookies we use

Type	Purpose	Requires consent
Strictly necessary	Essential for the website to work (e.g., security, navigation)	No
Analytics	Help us understand website traffic and usage patterns	Yes
Functional	Remember your settings and preferences	Yes

You can manage your cookie preferences through your browser settings. Most browsers allow you to refuse cookies or delete cookies that have already been set. Please note that disabling certain cookies may affect the functionality of our website.

13. Changes to this policy

We may update this privacy policy from time to time. If we make significant changes, we will notify you by posting the updated policy on our website with a revised "last updated" date. We encourage you to review this policy periodically.

14. Complaints

If you are unhappy with how we have handled your personal data, you have the right to complain to the Information Commissioner's Office (ICO):

Website: ico.org.uk
Phone: 0303 123 1113

We would appreciate the opportunity to address your concerns before you contact the ICO. Please email us at info@voicedart.uk in the first instance.

15. Contact us

VoiceDart Ltd

3rd Floor, 86-90 Paul Street

London EC2A 4NE

Email: info@voicedart.uk