Privacy Policy

1Who We Are

SignalCraft AI builds AI-powered virtual receptionists and booking assistants for businesses such as restaurants, consultancies, mortgage brokers, accountants, legal advisers, and immigration advisers. When you interact with one of our AI assistants, you are communicating with a system operated on behalf of the specific business you contacted (the "Client Business"). SignalCraft AI acts as a data processor on behalf of the Client Business, and in some cases as a joint controller, depending on the specific service configuration.

2What Information We Collect

Depending on which channel you use to contact a business using our services, we may collect:

2.1 Information You Provide Directly

• Full name (and title, where applicable)
• Phone number
• Email address
• Date, time, and details of appointments, reservations, or enquiries
• Free-text messages, questions, or notes you send during a conversation
• Voice recordings and their transcriptions (if you contact us by phone)
• Any other information you choose to share during a conversation (e.g. special requests, preferences)

2.2 Information Collected Automatically

• Platform-provided identifiers (e.g. Instagram Sender ID, Facebook PSID, Telegram Chat ID, WhatsApp phone number)
• Message timestamps
• Channel used (Instagram, Facebook, WhatsApp, Telegram, voice, website chat, email)
• Basic technical metadata associated with your message (e.g. delivery status)

2.3 Information From Third-Party Platforms

Where you contact us via Instagram, Facebook Messenger, WhatsApp, or similar platforms, those platforms (operated by Meta Platforms, Inc.) may provide us with certain profile information made available under their respective developer policies, such as your name and profile picture, strictly to facilitate the conversation and provide our service.

3How We Use Your Information

We use the information collected only for the following purposes:

• To respond to your enquiries and carry on a conversation with you
• To create, confirm, modify, or cancel bookings, reservations, or appointments
• To send you confirmation messages via your chosen channel (e.g. WhatsApp, email, SMS, Telegram)
• To notify the Client Business of new, changed, or cancelled bookings
• To improve the quality and accuracy of our AI assistant's responses
• To maintain records required for legitimate business and legal purposes (e.g. accounting, dispute resolution)
• To comply with legal obligations

We do not use your personal information for advertising purposes, and we do not sell your personal information to any third party.

4Legal Basis for Processing (UK/EU Users)

Where applicable under the UK GDPR and EU GDPR, we process your personal data on the following legal bases:

• Performance of a contract — to provide the booking or enquiry service you have requested
• Legitimate interests — to operate, maintain, and improve our AI assistant services
• Consent — where you have voluntarily provided information via a messaging channel
• Legal obligation — where processing is required to comply with applicable law

5How We Store and Protect Your Information

• Booking and conversation data is stored in secure, access-controlled databases (e.g. Airtable) associated with the specific Client Business you contacted
• Data is transmitted using encrypted connections (HTTPS/TLS) between messaging platforms, our automation systems, and our databases
• Access to stored data is restricted to authorised personnel of SignalCraft AI and the relevant Client Business, on a need-to-know basis
• Voice call recordings, where applicable, are processed for transcription purposes and are not retained longer than necessary to complete the requested service, unless otherwise required by law

6Data Retention

We retain personal information only for as long as necessary to:

• Fulfil the purpose for which it was collected (e.g. completing a booking)
• Meet legal, accounting, or regulatory requirements
• Resolve disputes or enforce agreements

Conversation logs and booking records are typically retained for up to 24 months, after which they are deleted or anonymised, unless a longer retention period is required by law or requested by the Client Business for legitimate business record-keeping.

7Sharing Your Information

We share your information only with:

• The specific Client Business you contacted, for the purpose of fulfilling your booking or enquiry
• Service providers who help us operate our platform (e.g. cloud hosting providers, workflow automation providers, AI model providers such as Anthropic), strictly under confidentiality obligations and only to the extent necessary to provide the service
• Messaging platform providers (Meta, Telegram, Twilio) to the extent necessary to deliver messages through your chosen channel
• Law enforcement or regulatory authorities, where required by law

We do not share your personal information with third parties for their own marketing purposes.

8Your Rights

Depending on your location, you may have the following rights regarding your personal information:

• Right to access — request a copy of the personal data we hold about you
• Right to rectification — request correction of inaccurate or incomplete data
• Right to erasure — request deletion of your personal data, subject to legal retention requirements
• Right to restrict processing — request that we limit how we use your data
• Right to data portability — request your data in a portable format
• Right to object — object to processing based on legitimate interests
• Right to withdraw consent — where processing is based on consent, you may withdraw it at any time

To exercise any of these rights, please contact us at contact@signalcraft.uk. We will respond within the timeframes required by applicable law (typically within one month under UK/EU GDPR).

9Children's Privacy

Our services are intended for use by adults making bookings or enquiries on behalf of themselves or a business. We do not knowingly collect personal information from children under the age of 16. If we become aware that we have inadvertently collected such information, we will take steps to delete it promptly.

10International Data Transfers

Some of our service providers (including AI model providers and cloud infrastructure providers) may process data outside the United Kingdom or European Economic Area. Where this occurs, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or equivalent legal mechanisms, to protect your personal information in accordance with applicable data protection law.

11Third-Party Platform Policies

When you interact with us via Instagram, Facebook Messenger, or WhatsApp, your use of those platforms is also governed by Meta's own Privacy Policy and Terms of Service, available at:

• facebook.com/privacy/policy
• whatsapp.com/legal/privacy-policy

We encourage you to review these policies in addition to ours.

12Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. The "Last updated" date at the top of this page indicates when this policy was last revised. We encourage you to review this page periodically.

13Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how your personal information is handled, please contact us:

You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk if you believe your data protection rights have been violated.