Privacy Policy.

1. Introduction

At Voqal AI Ltd (“we”, “us”, or “our”), a company registered in England & Wales (Company No. 17080303) with registered office at 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, we are committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our services.

2. When We Are the Controller, and When We Are the Processor

This matters, because it determines who you should contact.

• We are the data controller for the personal data we collect for our own purposes — visitors to voqalai.com, people who fill in our enquiry forms, chat with Aria on our site, book a call with us, or become our clients. This policy describes that processing.
• We are a data processor for personal data belonging to our clients’ own customers — enquiries submitted through a website we build and host, conversations with an AI chat widget on a client’s site, and calls handled by an AI voice agent we run for a client. In those cases our client is the controller and decides how that data is used. We process it on their written instructions under a Data Processing Agreement. If you are one of our clients’ customers and want to exercise your rights, contact that business directly — though you can always contact us and we will pass it on.

3. Information We Collect

Information you give us:

• Name and contact details (email address, phone number)
• Business information (company name, industry, website)
• What you tell us in enquiry forms, discovery calls, consultations and demo requests
• Messages you send to our AI chat assistant, Aria, on this website
• Billing details for clients (handled by our payment provider — we do not store card numbers)

Information collected automatically: our hosting provider logs IP address, browser and device type, pages requested and referring URL, for security and aggregate traffic measurement. We do not run Google Analytics or any third-party advertising or tracking pixel on this website.

Voice and chat data: where you speak to one of our AI voice demos or use the chat assistant, the conversation is transcribed and may be recorded so we can operate, debug and improve the service. You will be told at the start of a call when a call is being recorded.

4. Why We Use It, and Our Lawful Basis

• Responding to your enquiry, arranging and delivering a demo — legitimate interests, in replying to someone who contacted us
• Providing, hosting and supporting our services to clients — performance of a contract
• Taking payment and keeping accounting records — performance of a contract, and legal obligation
• Operating, securing, debugging and improving our website and AI systems — legitimate interests, in running a safe and working service
• Sending marketing emails to individuals — consent, which you can withdraw at any time
• Sending business-to-business marketing to a corporate contact — legitimate interests, with an opt-out in every message

Where we rely on legitimate interests, we have considered whether our interest is overridden by your rights, and you can object at any time using the contact details below.

5. Who We Share It With

We do not sell your personal information, and we do not share it for advertising. We use a small number of established providers to deliver the service. Each is bound by a contract that restricts what they may do with the data:

• Netlify — website hosting and form submissions
• Retell AI — the AI voice and chat platform behind our voice agents and the Aria chat assistant, including the underlying speech and language model providers it uses
• Stripe — payment processing and card storage for clients
• Google Workspace — our email and business documents
• Cal.com — call and demo scheduling
• Domain registrars and DNS providers — where we manage a client’s domain or hosting on their behalf

We may also disclose information where we are legally required to, or to establish or defend legal claims. If we add or replace a provider that processes client data, we give our clients notice under their Data Processing Agreement.

6. International Transfers

Some of the providers listed above are based in, or store data in, the United States. Where personal data is transferred outside the UK we rely on the UK International Data Transfer Agreement, or the EU Standard Contractual Clauses together with the UK Addendum, plus any additional safeguards needed for that transfer. You can ask us for details of the safeguards that apply to a specific transfer.

7. How Long We Keep It

• Enquiries that do not become clients: up to 24 months from our last contact with you
• Client records and correspondence: for the life of the contract, then 6 years, to meet accounting and limitation-period requirements
• Call recordings and transcripts: 90 days by default. Clients running a voice agent may set a different period, and may switch recording off
• Chat transcripts: 12 months
• Website enquiry data belonging to a client: available for export throughout the subscription and for 30 days after it ends, then deleted
• Server and security logs: typically 30 days

We delete or anonymise data once these periods expire, unless we are required to keep it for longer.

8. Automated Decision-Making

Our AI systems answer questions, capture enquiries, qualify leads and route or book appointments. These are not decisions that produce a legal or similarly significant effect on you within the meaning of Article 22 of the UK GDPR — no one is refused a service by an algorithm alone. A person is always available: ask to speak to a human, and you will.

9. Data Security

We use appropriate technical and organisational measures to protect personal data, including encryption in transit, access controls, multi-factor authentication on our administrative accounts, and providers who maintain recognised security standards. No method of transmission or storage is completely secure, but we take this seriously. If a personal data breach occurs that is likely to result in a risk to people’s rights, we will report it to the Information Commissioner’s Office within 72 hours of becoming aware of it, and tell affected individuals where the law requires.

10. Your Rights

Under UK data protection law you have the right to:

• Be told how your data is used — this policy
• Access a copy of the personal data we hold about you
• Have inaccurate data corrected
• Have your data erased in certain circumstances
• Restrict how we process your data
• Receive your data in a portable format, or have it sent to another provider
• Object to processing based on legitimate interests, and to direct marketing at any time
• Withdraw consent at any time, where we relied on consent
• Not be subject to solely automated decisions with legal or similarly significant effects

We respond within one month. There is no charge unless a request is manifestly unfounded or excessive.

You also have the right to complain to the Information Commissioner’s Office, the UK supervisory authority, at ico.org.uk/make-a-complaint or on 0303 123 1113. We would appreciate the chance to resolve it with you first.

11. Cookies & Similar Technologies

We keep this deliberately minimal.

• Essential cookies and local storage: required for the site to work — for example remembering your light or dark theme preference. These do not require consent.
• AI chat assistant: on desktop, our chat assistant loads from Retell AI. It uses local storage to keep your conversation going within a session, and Retell receives your IP address and browser information in order to serve it.

We do not use analytics cookies, advertising cookies or third-party tracking pixels on this website. Traffic measurement is done by our host from server logs, without cookies. If that changes, we will add a consent banner and update this policy before setting any non-essential cookie. You can also control cookies through your browser settings.

12. Children

Our services are sold to businesses and are not directed at children. We do not knowingly collect personal data from anyone under 18. If you believe a child has given us personal data, contact us and we will delete it.

13. Changes to This Policy

We update this policy when our services or providers change. The date at the top shows when it was last revised. Where a change materially affects how we use your data, we will tell affected clients directly.

14. Contact Us

Voqal AI Ltd is the data controller for the processing described in this policy. We have not appointed a Data Protection Officer, as we are not required to. For any privacy question, or to exercise your rights, contact:

Email: contact@voqalai.com
Phone: +44 20 3996 0962 (UK) / +1 (332) 264-1587 (US)