Privacy Policy

AiRingDesk, a trading name of SatFocus Ltd ("AiRingDesk", "we", "us", "our") is a company registered in England and Wales. We operate the AiRingDesk platform, which provides AI-powered telephone answering services to UK businesses.

Registered address: 124 City Road, London, EC1V 2NX · Data Controller contact: privacy@airingdesk.com

We collect the following categories of personal data:

• Account information: business name, email address, password (encrypted), billing details
• Call data: caller phone numbers, call recordings, AI-generated transcripts and summaries
• Usage data: dashboard activity, feature usage, login timestamps
• Technical data: IP addresses, browser type, device information, cookies
• Visitor analytics: pages visited, visit timestamps, traffic sources, geographic location derived from IP address
• Address data: business address and address type (business/residential) for phone number regulatory compliance
• Payment data: processed securely by Stripe — we do not store card details

We use your personal data to:

• Provide and operate the AiRingDesk service
• Process payments and manage your subscription
• Send call notifications, transcripts and service emails
• Comply with legal obligations
• Respond to support requests

Under UK GDPR, our legal bases for processing are:

• Contract performance — to deliver the services you've subscribed to
• Legitimate interests — to improve our services and prevent fraud
• Legal obligation — to comply with UK law
• Consent — for marketing communications (you can withdraw at any time)

Your account data and call data are hosted on servers located in the European Economic Area (Germany), operated by our hosting provider. Some of the third-party processors listed in section 6 — including Anthropic and Deepgram — process call data in the United States under data processing agreements incorporating Standard Contractual Clauses.

We use industry-standard encryption (TLS 1.2+) for all data in transit, and apply access controls to limit who can access your data.

We use the following trusted third-party processors:

• Anthropic (Claude AI) — AI processing of call conversations (United States)
• Deepgram — speech-to-text transcription of call audio (United States)
• Twilio — telephone number provisioning and call handling
• Google Cloud — text-to-speech voice synthesis
• Stripe — payment processing (PCI DSS compliant)
• GoCardless — Direct Debit payment processing
• Brevo — transactional and notification emails
• IONOS — server hosting (Germany)

All processors are bound by data processing agreements and comply with UK GDPR requirements.

Under UK GDPR, you have the right to:

• Access the personal data we hold about you
• Rectify inaccurate personal data
• Erase your personal data ("right to be forgotten")
• Restrict or object to processing
• Data portability — receive your data in a structured format
• Withdraw consent at any time
• Lodge a complaint with the ICO at ico.org.uk

To exercise any of these rights, email: privacy@airingdesk.com. We will respond within 30 days.

We use essential cookies to operate the service, and optional analytics cookies to understand how the site is used. You can manage your cookie preferences using the consent banner on our website.

We retain your data for as long as your account is active. Upon account deletion, we will erase your personal data within 30 days, except where we are required to retain it by law (e.g., financial records for 7 years under HMRC requirements).

Call recordings, transcripts and summaries are retained for the life of your account. You can request deletion of specific call data at any time by emailing privacy@airingdesk.com.

AiRingDesk uses first-party analytics to track visitor behaviour on our website. This includes IP addresses, pages visited, device type, browser, and geographic location (derived from IP address). This data is used solely to understand how our website is used and to identify potential customers. We do not use third-party analytics platforms such as Google Analytics.

• Visitor IP addresses are stored for up to 90 days then automatically deleted
• We do not sell or share visitor analytics data with third parties
• Visitor data is stored on EEA-based servers (Germany)
• You may request deletion of your visitor data by emailing privacy@airingdesk.com with your IP address

We may update this Privacy Policy from time to time. We will notify you by email of any significant changes. The current version will always be available at airingdesk.com/privacy.

For any privacy-related queries: privacy@airingdesk.com
For general support: support@airingdesk.com