Privacy Policy
Effective date: 07 February 2026
1. Who we are
Automika Ltd. Company number 17020729. Registered in England and Wales.
We provide a phone answering and booking service for UK businesses. When we say "we", "us" or "our" in this policy, we mean Automika Ltd.
If you have any questions about this policy or how we handle your data, please contact us at hello@automika.co.uk.
2. What data we collect
We collect different types of information depending on how you interact with us.
Website usage data
When you visit our website, we may collect basic analytics data such as pages visited, time on site, referral source, browser type and approximate location (country or city level). This helps us understand how people use our site and where we can improve.
Form submissions
If you fill in a form on our website (for example, to book a demo or get in touch), we collect the information you provide. This typically includes your name, email address, phone number, business name and any message you write.
Calls and messages
When we answer calls on behalf of our clients, we may collect:
- Caller phone number (caller ID)
- Call recordings
- Call transcripts
- Details of the booking or enquiry (such as the type of job, preferred dates, address and contact details)
Calendar and booking data
When we book appointments on behalf of our clients, we collect and process event details such as date, time, service required, attendee contact information and any notes relevant to the booking.
Payment and billing data
If you are a paying client, we collect your billing details (name, business name, billing address and email). Payment card details are handled by our payment provider. We do not store full card numbers on our systems.
3. How we use your data
We use the data we collect to:
- Provide the service — answering calls, qualifying enquiries and booking appointments
- Send booking confirmations and notifications to our clients and their customers
- Provide customer support and respond to enquiries
- Process payments and manage billing
- Improve and develop our service
- Prevent fraud and misuse
4. Lawful bases for processing (UK GDPR)
We rely on the following lawful bases under the UK General Data Protection Regulation:
- Performance of a contract — processing that is necessary to provide the service you or your business has signed up for, including answering calls, making bookings and managing your account.
- Legitimate interests — processing that is in our reasonable business interests (or those of our clients), such as improving the service, preventing fraud and understanding how our website is used. We balance these interests against your rights and freedoms.
- Consent — where we ask for your consent before processing, for example if we send you marketing communications. You can withdraw consent at any time by contacting us.
5. Call recording and AI processing
Calls handled by Automika may be recorded and transcribed. We do this to:
- Provide the service accurately (capturing booking details, caller requests and contact information)
- Carry out quality checks and improve how calls are handled
We use artificial intelligence (AI) technology to answer calls, create transcripts and schedule bookings. This means an AI system may interact with callers directly, and call content may be processed by AI to extract relevant information for booking purposes.
If you are a caller and would prefer not to be recorded, please let the operator know at the start of the call.
6. Sharing and processors
We do not sell your personal data. We may share data with third-party service providers who help us deliver the service, including providers of:
- Telephony and voice services
- AI and speech processing
- Cloud hosting and infrastructure
- Email delivery
- Analytics
- Payment processing
These providers act as data processors on our behalf and are contractually required to handle your data securely and only for the purposes we specify.
7. International transfers
Some of our third-party providers may process data outside the United Kingdom. Where this happens, we ensure appropriate safeguards are in place, such as standard contractual clauses approved by the UK Information Commissioner's Office (ICO), to protect your data to a standard consistent with UK data protection law.
8. Data retention
We keep data for as long as reasonably necessary for the purposes described in this policy. As a guide:
- Enquiry and contact form data — up to 24 months after your last interaction with us, unless you ask us to delete it sooner.
- Booking and appointment data — for the duration of the client relationship, plus up to 12 months after the account is closed.
- Call recordings and transcripts — up to 12 months, unless a longer period is needed for dispute resolution or quality purposes.
- Billing and payment records — up to 6 years, in line with UK accounting and tax requirements.
When data is no longer needed, we securely delete or anonymise it.
9. Your rights
Under UK data protection law, you have a number of rights regarding your personal data. You can:
- Access your data — request a copy of the personal data we hold about you.
- Correct your data — ask us to update or correct inaccurate information.
- Delete your data — ask us to erase your personal data where there is no compelling reason for us to keep it.
- Restrict processing — ask us to limit how we use your data in certain circumstances.
- Object to processing — object to our use of your data where we rely on legitimate interests.
- Data portability — request your data in a structured, commonly used format where applicable.
To exercise any of these rights, please email us at hello@automika.co.uk. We will respond within one month.
10. How to complain
If you are unhappy with how we have handled your data, please contact us first at hello@automika.co.uk so we can try to resolve the issue.
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent body set up to uphold information rights:
- Website: ico.org.uk
- Helpline: 0303 123 1113
11. Cookies
Our website may use cookies — small text files stored on your device — to help the site work properly and to understand how visitors use it.
We may use:
- Essential cookies that are needed for the website to function.
- Analytics cookies that help us understand traffic and usage patterns in aggregate.
Most web browsers let you control cookies through their settings. You can usually find these under "Privacy" or "Cookies" in your browser preferences. Blocking cookies may affect how parts of the site work.
12. Security
We take reasonable technical and organisational measures to protect the personal data we hold from unauthorised access, loss or misuse. No system is completely secure, but we work to keep your data safe and review our practices regularly.
13. Updates to this policy
We may update this policy from time to time. If we make significant changes, we will note the new effective date at the top of this page. We encourage you to review this policy periodically.
Last updated: 07 February 2026.
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