Privacy Policy

1. Introduction

This Privacy Policy explains how Smart Follow Ups (“we”, “us”, “our”) collects, uses, stores and protects personal data when you use our website at smartfollowups.co.uk and our voice AI and follow-up automation services (the “Service”).

We are committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations 2003 (PECR).

By using the Service, you agree to the practices described in this policy. If you do not agree, please do not use the Service.

2. Who We Are

The data controller for personal data collected through this website and the Service is:

Smart Follow Ups
Email: jay.smartfollowups@gmail.com
Website: smartfollowups.co.uk

If you have any questions about this policy or how we handle your data, please contact us using the details above.

3. What Personal Data We Collect

We collect only the personal data we need to provide and improve the Service. This may include:

• Contact information: name, email address, phone number, business name and address when you fill in a form, request a demo or contact us.
• Account information: login credentials and profile details if you create an account.
• Usage data: information about how you interact with our website and Service, including pages visited, features used and technical logs.
• Communication data: records of calls, messages, emails or other correspondence with us or through the Service, including call recordings and transcripts where the Service is used.
• Technical data: IP address, browser type and version, device information, operating system and approximate location.
• Marketing preferences: your preferences about receiving marketing communications from us.

We do not knowingly collect personal data from anyone under 18.

4. How We Use Your Personal Data

We use personal data for the following purposes and on the following lawful bases:

• To provide the Service — to set up and manage your account, run voice agents, process follow-ups and deliver the features you request. Lawful basis: contract.
• To communicate with you — to respond to enquiries, provide support and send service-related messages. Lawful basis: contract and legitimate interests.
• To improve the Service — to understand usage, fix issues, develop new features and keep the Service secure. Lawful basis: legitimate interests.
• To send marketing — only where you have consented, or where we have a legitimate interest to market similar products to business contacts. You can opt out at any time. Lawful basis: consent or legitimate interests.
• To comply with legal obligations — such as tax, accounting and regulatory requirements, and to establish, exercise or defend legal claims. Lawful basis: legal obligation or legitimate interests.

5. How We Share Your Personal Data

We do not sell your personal data. We share it only where necessary:

• Service providers: trusted third parties that help us host, operate, secure and support the Service, such as cloud hosting providers, telephony services, email providers, analytics providers and payment processors. They act as processors under written terms.
• AI and voice providers: we transmit voice data, prompts and related information to third-party AI and telephony providers so the Service can function. These providers process data on our instructions, except where they retain limited data for their own safety, abuse-prevention or legal compliance.
• Legal and regulatory bodies: where required by law, regulation, court order or to protect our rights, property or safety.
• Business transfers: if we are involved in a merger, acquisition or sale of assets, your data may be transferred to the new owner, who remains bound by this policy.

6. International Data Transfers

Some of our service providers operate outside the UK and European Economic Area (EEA). Where we transfer personal data internationally, we ensure appropriate safeguards are in place, such as an adequacy decision, the UK International Data Transfer Agreement / Addendum, or EU Standard Contractual Clauses.

7. Data Security

We implement appropriate technical and organisational measures to protect your personal data, including:

• Encryption of data in transit using TLS.
• Encryption of sensitive data at rest.
• Access controls and authentication measures.
• Regular security reviews and monitoring.

No system is completely secure. If we become aware of a personal data breach that affects you, we will notify you and the Information Commissioner’s Office (ICO) as required by law.

8. How Long We Keep Your Data

We keep personal data only for as long as necessary for the purposes described in this policy:

• Account information: for as long as your account is active, and up to 12 months after closure.
• Call recordings and transcripts: according to your configured retention settings, typically 30 to 90 days unless you request earlier deletion or we are required to keep them longer.
• Contact and enquiry records: up to 24 months, or longer if needed to resolve disputes or comply with legal obligations.
• Marketing data: until you withdraw consent or unsubscribe.
• Technical logs: typically 30 to 90 days.

9. Your Rights

Under UK data protection law, you have the following rights:

• Access: request a copy of the personal data we hold about you.
• Rectification: ask us to correct inaccurate or incomplete data.
• Erasure: ask us to delete your personal data in certain circumstances.
• Restriction: ask us to limit how we process your data.
• Objection: object to processing based on our legitimate interests, including direct marketing.
• Portability: receive your data in a structured, commonly used, machine-readable format.
• Withdraw consent: where processing is based on consent, you can withdraw it at any time.

To exercise any of these rights, contact us at jay.smartfollowups@gmail.com. We will respond within one month and may ask you to verify your identity. There is no charge unless a request is manifestly unfounded or excessive.

If you are unhappy with how we have handled your data, you have the right to complain to the ICO at ico.org.uk.

10. Cookies and Similar Technologies

We use cookies and similar technologies on our website. For detailed information, please see our Cookie Policy.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, the Service or the law. We will post the updated policy on this page with a revised effective date. Where a change is material, we will notify you by email or through the Service.

12. Contact Us