Privacy Policy
Last updated: 12 August 2026
1. Who we are
Whitecroft AI is a trading name of AI Business Solutions Limited, registered in England and Wales (company number 17164662), registered office 82a James Carter Road, Mildenhall, Bury St Edmunds, England, IP28 7DE. We are the data controller for personal data collected through this website and our demo phone line. Contact: jamie@whitecroftai.com. ICO registration number: ZC214380.
2. What we collect and why
- Contact details (name, email, phone, business name) when you email us, use the "email me this report" feature on our ROI calculator, or provide your details to our online voice assistant — used to respond to you and provide what you asked for. Lawful basis: legitimate interests / steps prior to a contract.
- Calculator inputs (calls per week, average job value) submitted with your email — used to prepare your report. Lawful basis: legitimate interests.
- Demo line call recordings and transcripts. Calls to our AI demonstration number are answered by an AI agent and are recorded and transcribed so we can demonstrate and improve the service. You will hear a disclosure at the start of the call. Lawful basis: legitimate interests. If you do not wish to be recorded, hang up and contact us by email instead.
- Advertising measurement — if you consent, Google Ads conversion tracking tells us which adverts led to an enquiry. We use no other analytics or tracking tools.
3. Call answering we provide for clients
Where our AI receptionists answer calls on behalf of a client business, that business is the data controller of its callers' data and we act as a data processor under a data processing agreement. Callers should refer to that business's own privacy notice. Calls handled by our AI agents are recorded and transcribed, and callers are informed at the start of each call.
4. Who we share data with
We use carefully selected processors to run our services, including Vapi (voice AI platform), Twilio (telephony) and n8n (workflow automation). Each processes data under contract and only on our instructions. Some of these providers are based outside the UK; where personal data is transferred internationally it is protected by the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or UK adequacy regulations, as applicable.
5. How long we keep it
- Enquiries and audit reports: 24 months from last contact.
- Demo line recordings and transcripts: 14 days.
- Client contract records: 6 years after the contract ends (legal requirement).
6. Your rights
Under UK GDPR you can ask us for access to, correction or deletion of your personal data, object to or restrict our processing, and request portability. Email jamie@whitecroftai.com and we will respond within one month. You can also complain to the Information Commissioner's Office at ico.org.uk.
7. Cookies
We use one non-essential cookie category: Google Ads conversion tracking, which measures whether an advert led to an enquiry. These cookies are set by Google and are not used for any purpose other than measuring and improving our advertising.
No advertising cookie is set until you accept them on the banner shown when you first visit. If you decline, no advertising cookie is set and Google receives no identifiers from your visit. Your choice is stored locally in your browser so we do not ask again; clearing your browser storage will reset it and show the banner once more.
We do not use analytics cookies, and we do not share your browsing with any other advertiser or data broker.
Separately, our voice assistant is provided by Vapi. If you choose to start a conversation with it, your browser connects to Vapi’s servers to carry the audio. This is essential to a feature you have actively chosen to use, and does not happen unless you start a call.
8. Changes
We will post any changes to this policy on this page and update the date at the top.