Privacy notice

01Who we are

We are Truephase AI Limited, trading as Truephase AI. We are registered in England and Wales under company number 17469289, and our registered office is 11 St. Nicholas Road, Thorne, Doncaster, DN8 5BS.

We run AI phone receptionists, chatbots, review management and automation for UK clinics, practices, salons, care homes and trades. For anything about personal information, email info@truephase.co.uk with “Data request” in the subject line.

02If you phoned, messaged or were texted by a business that uses Truephase AI

When you call a business that uses our service, an AI assistant answers. It is software, not a person. The opening message tells you that the call is recorded. You can ask for a person at any point, and the assistant will transfer you or take a message.

What is collected

• Your phone number, and your name if you give it.
• A recording of the call, a written transcript of it, and a short summary of what you wanted and what happened.
• Appointment details you ask for or change.
• Text messages sent to you on the business’s behalf (for example a booking link or a review request), whether they were delivered, and whether a link was opened.
• If you message the business on its website, WhatsApp, Instagram or Facebook, the messages you send and the replies.

Who is responsible for it

The business you contacted decides why your information is collected and how it is used. In data protection terms it is the “controller”. We act on its written instructions as its “processor”: we provide the system, keep it secure and do not use your information for our own purposes. If you have a question or a request about your information, you can ask the business directly, or ask us and we will pass your request to them within two working days and help them answer it.

What it is used for

• Answering your call, booking or changing your appointment, and taking messages.
• Letting the business see and check what was said and what was booked.
• Sending you the texts the business has asked us to send.
• Checking the assistant is working properly. Staff at Truephase AI may read a transcript or listen to a recording to fix a problem or improve how the assistant handles a type of call. Conversations are not used to train AI models.

Sensitive information

If you call a clinic or practice you may mention your health. The assistant is set up to take only what is needed to book you in and to hand anything clinical to a person. What you say is still recorded and transcribed. If you would rather not say something to an AI, ask for a person.

Your choices

• Ask for a person at any point in the call.
• Reply STOP to any text message and you will not be sent another from that business through our system.
• Ask the business, or us, for a copy of your recording or transcript, or for it to be deleted. See Your rights.

03If you visit this website

This website sets no cookies and uses no advertising pixels or third-party scripts. The typefaces, images and video are served from our own domain. Our hosting provider, Vercel, handles each request and keeps standard server logs (your IP address, the page requested and the time) for security and to keep the site running. We do not combine those logs with anything else or use them to identify you.

We also use two tools from Vercel to see how the site is used and how fast it loads: Web Analytics and Speed Insights. They run from our own domain and set no cookies. They record things like the page you viewed, the site you came from, your country, your browser and device type, and how quickly the page loaded. Vercel records this without tying it to you or your IP address, and we only see totals. Our legal basis is our legitimate interest in understanding and improving the website.

The only form on this site is the book a call page. When you book, we receive your name, email address and anything else you choose to add (business name, phone number, what you would like to talk about). We use it only to arrange and hold the call: it goes into our Google Calendar, which emails you the invitation. It is handled as an enquiry, as described in the next section. Neither the booking page nor anything else on the site sets cookies. See our cookie policy for the detail.

04If you email us or talk to us about becoming a client

We keep your name, email address, phone number if you give it, the name of your business and what you wrote or told us. We use it to answer you, to prepare a proposal and, if you become a client, to set up and run the service. The legal basis is taking steps before a contract and performing it, and our legitimate interest in running the business.

We do not buy or rent contact lists. If we write to you about our services and you would rather we did not, reply and say so and we will stop. We keep enquiry records for up to two years after our last contact with you, then delete them.

05If you are a client, or use the client portal

To run your account we hold the business details and the names, email addresses and phone numbers of the people you give logins to, your settings, your billing history and a record of when each person signed in. The client portal keeps you signed in using a single strictly necessary entry in your browser’s local storage; it sets no tracking cookies.

Named Truephase AI staff can open your account to support and configure it. When they do, they see what you see. We keep client records for the length of our agreement and for six years after it ends, because UK tax and company law require us to keep business records for that long. Your callers’ data is covered in the section above and is handled under the data processing terms in our terms of service.

06Who we share information with

We use a small number of specialist companies to deliver the service. Each one works under a contract that limits what it may do with the information, and none of them may use it for their own purposes. We do not sell personal information.

We may also share information when the law requires it, for example with a court or regulator, or to protect someone’s safety.

07Where information is stored

Our database and files are stored in Ireland, which UK law treats as providing adequate protection. Some providers above process information in the United States or elsewhere. Where that happens we rely on the safeguards UK law allows: an adequacy decision, the UK–US data bridge where the provider is certified under it, or the ICO’s international data transfer addendum. Ask us if you want a copy of the safeguard that applies to a particular provider.

08How long we keep information

The service started in 2026, so nothing we hold is yet older than these periods. Automatic deletion runs to keep it that way.

09How we protect information

• Everything travels over encrypted connections and is stored encrypted.
• Each client’s records are separated in the database, so one business can never see another’s callers.
• Access by our staff is limited to named people who need it to do their job.
• Secrets such as API keys are held in a managed vault, not in code or on laptops.

If a security incident affects your information we will tell the business we work for without undue delay so that it can meet its own duties, and we will tell the ICO where the law requires it.

10Your rights

You have the right to ask for a copy of the information we hold about you, to have mistakes corrected, to have it deleted, to limit how it is used, and to object to some uses. You also have the right to take a copy of information you gave us to another provider.

To use any of these rights, email info@truephase.co.uk with “Data request” in the subject. We reply within one month. We may ask you to confirm who you are first, for example by replying from the phone number the call came from. If your request is about a call to a business we work for, we will pass it to that business within two working days and help them answer it, because the decision is legally theirs.

11If you are not happy

Tell us first and we will try to put it right. You also have the right to complain to the UK regulator, the Information Commissioner's Office: ico.org.uk/make-a-complaint, telephone 0303 123 1113.

12Children

Our services are for businesses and are not aimed at children. A child may of course ring a business that uses our service; their information is handled in the same way as anyone else’s and the business is responsible for it.

13Changes to this notice

When we change this notice we update the version number and date at the top and keep earlier versions available on request. If a change affects how your information is used in a way you would not expect, we will tell our clients directly so they can tell their callers.