Privacy Policy

Last updated: January 24, 2026

At SolvioAI Limited, we take your privacy seriously. This policy describes how we collect, use, and protect your personal information.

1. Information We Collect

We collect information in the following ways:

Information you provide:

• Business name, contact details, and address
• Phone numbers and email addresses
• Business hours and pricing information
• Payment and billing information

Information from calls:

• Customer names and phone numbers
• Call recordings and transcripts
• Appointment details
• Job descriptions and estimates

Automatically collected:

• Device and browser information
• IP addresses and location data
• Usage statistics and analytics

2. How We Use Your Information

We use your information to:

• Provide and improve our AI phone answering service
• Book appointments in your calendar
• Store call records and transcripts
• Process payments and billing
• Send service updates and support messages
• Analyze and improve our service quality
• Comply with legal obligations

3. Legal Basis for Processing (GDPR)

We process your data under the following legal bases:

• Contract: To provide our services to you
• Legitimate interests: To improve our services and prevent fraud
• Consent: For marketing communications (you can opt out anytime)
• Legal obligation: To comply with UK and EU law

4. Data Sharing and Disclosure

We may share your information with:

• Service providers: Vapi, Twilio, Google, OpenAI, Airtable (for service delivery)
• Payment processors: Stripe (for billing)
• Legal authorities: When required by law

We never sell your data to third parties.

5. Data Security

We protect your information through:

• End-to-end encryption for calls and data transmission
• Secure UK-based data centers
• Regular security audits and updates
• Access controls and authentication
• Employee training on data protection

6. Data Retention

We retain your data as follows:

• Call recordings: 12 months (or longer if required)
• Customer data: Duration of service + 6 years (for accounting)
• Account information: Duration of service + 30 days
• Marketing data: Until you opt out

7. Your Rights (GDPR)

Under GDPR, you have the right to:

• Access: Request a copy of your data
• Rectification: Correct inaccurate information
• Erasure: Request deletion of your data
• Restriction: Limit how we process your data
• Portability: Receive your data in a portable format
• Object: Object to processing based on legitimate interests
• Withdraw consent: For marketing or other consent-based processing

To exercise these rights, contact us at info@solvioai.co.uk

8. Cookies and Tracking

We use cookies for:

• Essential functionality (login, preferences)
• Analytics (understanding how you use our site)
• Marketing (with your consent)

You can control cookies through your browser settings.

9. International Data Transfers

Your data is primarily stored in the UK. When we use service providers outside the UK/EEA, we ensure appropriate safeguards are in place (e.g., Standard Contractual Clauses).

10. Children's Privacy

Our services are not intended for individuals under 18. We do not knowingly collect data from children.

11. Changes to This Policy

We may update this policy from time to time. We will notify you of significant changes via email. The "Last updated" date at the top shows when changes were made.

12. Contact Us

For privacy questions or to exercise your rights, contact:

SolvioAI Limited
Email: info@solvioai.co.uk
Phone: 07958 019584

13. Supervisory Authority

You have the right to lodge a complaint with the UK Information Commissioner's Office (ICO):

Website: ico.org.uk
Phone: 0303 123 1113