Agents4You — AI Receptionist & Automation Platform
Effective Date: March 2026
This Privacy Policy explains how Agents4You ('we', 'our', or 'us') collects, uses, stores, and protects personal information in connection with our AI receptionist and business automation platform.
We are committed to complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We collect only what we need, we are transparent about how we use it, and we respect your rights at all times.
The data controller responsible for your personal information is:
| Item | Detail |
|---|---|
| Legal entity | Agents4You Ltd (to be registered in England and Wales) |
| Trading name | Agents4You |
| Contact | privacy@agents4you.co.uk |
| Website | agents4you.co.uk |
When you create an account or use our platform, we collect:
Our AI receptionist answers calls on behalf of our business clients. When a call is handled, the following data may be collected from the caller:
| Data Type | Purpose | Always Collected? |
|---|---|---|
| Caller phone number | Call routing and callback capability | Yes |
| Call timestamp and duration | Service delivery, billing, usage reporting | Yes |
| Call transcript (text) | Service quality, AI improvement, client dashboard | Yes — see retention below |
| Caller name | Booking and appointment management | Only when caller provides it |
| Appointment details | Booking confirmation and calendar sync | Only when applicable |
| Address | Required for trades services (e.g. painter quoting a job) | Only when client configures it |
| Additional custom fields | Configured per client (e.g. vehicle registration for garages) | Only when client configures it |
Important — Variable Data Collection
The data collected during a call depends on how each business client has configured their AI receptionist. Each client (the business you are calling) is the data controller for their customers' data. They are responsible for ensuring they have a lawful reason to collect it. If you have questions about data collected during a specific call, please contact the business you called directly.
| Legal Basis | What We Use It For |
|---|---|
| Contract Performance (Art. 6(1)(b)) | Providing the AI receptionist service, processing bookings, sending account notifications |
| Legitimate Interest (Art. 6(1)(f)) | Service improvement, fraud prevention, security monitoring, AI quality improvement |
| Legal Obligation (Art. 6(1)(c)) | Retaining financial records as required by UK tax law (7 years) |
AI-Powered Voice Calls and Customer Support
We use Anthropic's Claude AI as the primary intelligence powering live voice call conversations. When a caller speaks to your AI receptionist, their speech is transcribed to text by Google Cloud, and that text is processed by Claude to generate a response. No audio is ever sent to Anthropic — only transcribed text. Claude is also used to assist with customer support enquiries. Escalations involving complex issues are handled by a human.
We share data only with the following processors, all of whom are contractually bound (or in the process of executing data processing agreements) to protect your data and process it only according to our instructions.
| Provider | Purpose | Data Shared | Location | Agreement |
|---|---|---|---|---|
| Twilio | Phone number provisioning and call routing | Caller phone numbers, call timestamps, duration. Twilio retains call detail records on their own infrastructure subject to their retention policy and telecommunications regulations. | Ireland (EU) | Automatic with Terms of Service |
| Stripe | Subscription billing and payment processing | Name, email, billing details. Stripe retains payment and billing data as required by financial regulations, typically for 7+ years. | EU / UK | Automatic with Terms of Service |
| SendGrid | Transactional email delivery | Email addresses, email content. SendGrid retains email delivery logs on their own infrastructure subject to their retention policy. | USA | Standard contractual clauses |
| Anthropic | AI language model — powers voice call conversations and customer support | Call transcript text (transcribed speech), system prompts, tool call arguments. No audio is sent to Anthropic — text only. | USA | Direct agreement — DPA with UK IDTA |
| Google Cloud | Speech-to-text and text-to-speech — converts caller audio to text and AI responses to speech | Caller audio (real-time streaming, zero retention), AI response text (real-time, not stored) | EU (EEA processing via Twilio IE1 region) | Google Cloud DPA |
| ElevenLabs | Text-to-speech — premium voice synthesis (available for select voice configurations) | AI response text (real-time, converted to speech) | EEA processing not yet confirmed | DPA available — EEA processing pending confirmation |
| Amazon Web Services (Polly) | Text-to-speech — voice synthesis for select voice configurations | AI response text (real-time, converted to speech) | EU (via Twilio ConversationRelay) | Covered under Twilio DPA (sub-processor) |
| Hostinger | Server and database hosting | All platform data stored in our database | EU (Paris, France) | Data Processing Agreement |
| IONOS | Domain hosting and inbound email | Inbound email content to our support addresses | EU (Germany) | EU-based, GDPR compliant |
| Vercel | Website frontend hosting and delivery | Visitor IP addresses, web request data | USA | Standard contractual clauses |
| Google / Microsoft | Calendar integration (optional — only if you connect your calendar) | Calendar event data for booking sync only. Calendar events created during your subscription remain in your calendar account unless you remove them directly. | USA | Via customer OAuth authorisation |
What happens to third-party data when you delete your account?
When you delete your account, we immediately delete all your data from our own systems. We also take reasonable steps to notify our sub-processors who hold copies of your data, as required by Article 17(2) UK GDPR. For services where we have a deletion API (such as Stripe), we will request deletion on your behalf. You may also contact any sub-processor directly to exercise your rights under their respective privacy policies.
| Data Type | Retention Period | Reason |
|---|---|---|
| Account data (name, email, business info) | Duration of subscription + 30 days after cancellation | Service delivery |
| Call transcripts | Maximum 30 days from date of call | Service quality and AI improvement only — removed automatically thereafter |
| Call metadata with caller details (phone number, transcript, summary) | 30 days | Callback capability and service quality — personal details removed automatically thereafter |
| Anonymised call statistics (date, duration, status) | Retained indefinitely | Billing, usage reporting, aggregate service quality — no personal data retained |
| Booking details (appointment, service, contact) | 30 days after appointment date | Service delivery and dispute resolution |
| Financial records | 7 years | UK tax law requirement — non-negotiable |
| Support correspondence | 12 months | Customer service and dispute resolution |
After the retention period expires, personal details such as caller phone numbers, transcripts, and summaries are automatically removed. The remaining anonymised data — including call date, duration, and status — cannot be used to identify any individual and is retained for service improvement and aggregate reporting.
Your Right to Earlier Deletion
You can request deletion of your data at any time by using the account deletion feature or contacting privacy@agents4you.co.uk. Financial records required by law will be retained for 7 years regardless of deletion requests.
| Right | What It Means | How to Exercise It |
|---|---|---|
| Access (Art. 15) | Request a copy of all personal data we hold about you | Use 'Download My Data' in account settings or email privacy@agents4you.co.uk |
| Rectification (Art. 16) | Correct inaccurate data | Update via account settings or contact us |
| Erasure (Art. 17) | Request deletion of your data | Use 'Delete Account' in settings or contact us |
| Data Portability (Art. 20) | Receive your data in machine-readable format | Use 'Download My Data' in account settings |
| Object (Art. 21) | Object to processing based on legitimate interest | Contact privacy@agents4you.co.uk |
| Restriction (Art. 18) | Request we limit how we use your data | Contact privacy@agents4you.co.uk |
| Lodge a Complaint | Complain to the ICO if you believe we have mishandled your data | ico.org.uk — the UK's data protection regulator |
We use only essential cookies necessary for the service to function:
We do NOT use tracking cookies, advertising cookies, analytics cookies, or any third-party cookies. No cookie consent banner is required as only essential cookies are used.
Some of our service providers are located outside the UK. Where data is transferred internationally, we ensure it is protected by one or more of the following:
Our service is not intended for and does not knowingly collect data from children under 18. If you believe we have inadvertently collected data from a child, contact privacy@agents4you.co.uk immediately.
We will notify you of material changes by email at least 30 days before they take effect. Continued use of the service constitutes acceptance of the updated policy.
Email: privacy@agents4you.co.uk
Data Controller: Agents4You Ltd, trading as Agents4You