Privacy & Policy

Last Updated: 27 January 2026

1. About This Policy

This Privacy Policy explains how VoiceDart Ltd ("we", "us", or "our") collects, uses, and protects your personal information when you visit our website (www.voicedart.uk) or use our AI virtual receptionist services.

VoiceDart Ltd
Company Number: 16825983
Registered Address: 3rd Floor, 86-90 Paul Street, London, EC2A 4NE, United Kingdom

2. Information We Collect

Information You Provide

  • Contact details: Name, email address, phone number
  • Business information: Company name, industry, website
  • Account information: Login credentials, preferences
  • Communications: Messages you send us, enquiry form submissions

Information Collected Automatically

  • Technical data: IP address, browser type, device information
  • Usage data: Pages visited, time spent on site, referring website
  • Cookie data: See our Cookie Policy for details
  • Chatbot interactions: Messages you send through our website chatbot

Information Through Our AI Services

When you or your callers use our AI virtual receptionist service:

  • Call recordings: Audio recordings of calls handled by our AI
  • Transcripts: Text transcriptions of conversations
  • Booking data: Appointment details, calendar entries
  • Caller information: Phone numbers, names provided during calls

3. How We Use Your Information

We use your information to:

  • Provide and improve our AI virtual receptionist services
  • Respond to your questions via our website chatbot
  • Process bookings and appointments on your behalf
  • Respond to your enquiries and support requests
  • Send service updates and important notifications
  • Process payments and manage your subscription
  • Analyse usage to improve our website and services
  • Comply with legal obligations

Legal Basis for Processing

We process your data based on:

  • Contract performance: To deliver services you've requested
  • Legitimate interests: To improve our services and communicate with you
  • Consent: For marketing communications (you can opt out anytime)
  • Legal obligation: To comply with applicable laws

4. AI and Automated Processing

Our AI virtual receptionist uses automated technology to:

  • Answer and handle calls on your behalf
  • Transcribe conversations for record-keeping
  • Book appointments and manage schedules
  • Route urgent matters appropriately

Your Rights: Under GDPR Article 22, you have the right to request human review of any automated decisions that significantly affect you or your callers. Contact us at info@voicedart.uk to request this.

5. Data Sharing

We share your information with:

Service Providers

  • OpenAI: Powers our AI language processing
  • Airtable: Manages customer relationship data
  • Stripe: Processes payments securely
  • Our secure AI voice technology infrastructure: Handles call processing and telephony

Other Disclosures

We may also share data:

  • With professional advisors (lawyers, accountants)
  • When required by law or court order
  • To protect our rights and safety

We never sell your personal information to third parties.

6. International Transfers

Some of our service providers operate outside the UK. When we transfer your data internationally, we ensure appropriate safeguards are in place, including:

  • UK adequacy decisions
  • Standard contractual clauses
  • Binding corporate rules

7. Data Retention

We keep your information only as long as necessary:

  • Account information: Duration of service + 2 years
  • Call recordings: 90 days (or as agreed with you)
  • Call transcripts: Duration of service + 12 months
  • Booking records: Duration of service + 6 years (legal requirement)
  • Website analytics: 26 months
  • Marketing preferences: Until you opt out

8. Data Security

We implement appropriate technical and organisational measures to protect your data, including:

  • Encryption in transit and at rest
  • Access controls and authentication
  • Regular security assessments
  • Staff training on data protection

9. Your Rights

Under UK GDPR, you have the right to:

  • Access: Request a copy of your personal data
  • Rectification: Correct inaccurate information
  • Erasure: Request deletion of your data (where applicable)
  • Portability: Receive your data in a portable format
  • Restriction: Limit how we process your data
  • Objection: Object to certain processing activities
  • Withdraw consent: Opt out of marketing at any time

To exercise these rights, email us at info@voicedart.uk.

10. Marketing Communications

We may send you information about our services and offers. You can opt out at any time by:

  • Clicking "unsubscribe" in any email
  • Emailing info@voicedart.uk
  • Updating your account preferences

11. Children's Privacy

Our services are designed for businesses and are not directed at individuals under 18. We do not knowingly collect data from children.

12. Third-Party Links

Our website may contain links to external sites. We are not responsible for the privacy practices of these sites. Please review their privacy policies before sharing your information.

13. Changes to This Policy

We may update this policy from time to time. We will notify you of significant changes by email or through our website. The "Last Updated" date at the top indicates when changes were made.

14. Complaints

If you're unhappy with how we've handled your data, please contact us first at info@voicedart.uk.

You also have the right to complain to the Information Commissioner's Office (ICO):

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

15. Contact Us

VoiceDart Ltd
Email: info@voicedart.uk
Address: 3rd Floor, 86-90 Paul Street, London, EC2A 4NE, United Kingdom