Privacy Policy

1. Who we are

FrontDesk360 ("we", "us", "our") provides AI-powered front desk services including an AI Voice Receptionist and Website Assistant. This policy explains how we collect, use, store and protect personal data in connection with our website and services.

If you have any questions about this policy or how we handle your data, please contact us at [email protected].

2. What data we collect

We may collect the following categories of personal data:

• Contact information — name, email address, phone number and business name when you submit an enquiry or book a demonstration.
• Enquiry content — the content of messages you send us through our website contact form or chat widget.
• Usage data — information about how you interact with our website, including pages visited, time spent and referring sources, collected via analytics tools.
• Call and conversation data — where our services are deployed for a client, calls and chat conversations handled by our AI systems may be recorded or logged for quality assurance and service improvement purposes.

3. How we use your data

We use personal data for the following purposes:

• To respond to enquiries and arrange demonstrations of our services.
• To provide and manage our AI front desk services on behalf of clients.
• To improve the quality and performance of our services.
• To comply with legal and regulatory obligations.
• To send service-related communications where you have requested them.

We do not sell personal data to third parties. We do not use personal data for automated decision-making that produces legal or similarly significant effects without human oversight.

4. Lawful basis for processing

We process personal data on the following lawful bases under UK GDPR:

• Contract — where processing is necessary to provide services you have requested or to take steps prior to entering a contract.
• Legitimate interests — where we have a legitimate business interest in processing data, such as improving our services or responding to enquiries, and this interest is not overridden by your rights.
• Legal obligation — where processing is required to comply with applicable law.
• Consent — where you have given explicit consent, such as for marketing communications.

5. How long we keep your data

We retain personal data only for as long as necessary for the purposes for which it was collected, or as required by law. Enquiry data is typically retained for up to 24 months. Client service data is retained for the duration of the service agreement and for a reasonable period thereafter. You may request deletion of your data at any time (see Section 7).

6. Who we share data with

We may share personal data with:

• Service providers — third-party technology providers who support our operations, including AI infrastructure, cloud hosting and communications platforms. These providers process data on our behalf under data processing agreements.
• Clients — where our services are deployed for a client business, enquiry and call data is shared with that client as part of the service.
• Legal authorities — where required by law, court order or regulatory requirement.

We do not transfer personal data outside the UK or EEA without appropriate safeguards in place.

7. Your rights

Under UK GDPR, you have the following rights in relation to your personal data:

• Access — to request a copy of the personal data we hold about you.
• Rectification — to request correction of inaccurate or incomplete data.
• Erasure — to request deletion of your personal data in certain circumstances.
• Restriction — to request that we restrict processing of your data in certain circumstances.
• Portability — to receive your data in a structured, machine-readable format.
• Objection — to object to processing based on legitimate interests.
• Withdraw consent — where processing is based on consent, to withdraw it at any time.

To exercise any of these rights, please contact us at [email protected]. We will respond within one month. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

8. Cookies

Our website uses cookies and similar technologies to support functionality and, where you have consented, to analyse usage. You can manage your cookie preferences through the cookie consent banner displayed on your first visit. Essential cookies required for the site to function are set without consent.

9. Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, destruction or alteration. These include encryption in transit, access controls and regular security reviews. No method of transmission over the internet is completely secure; we cannot guarantee absolute security but we take our obligations seriously.

10. Changes to this policy

We may update this policy from time to time. When we do, we will update the "last updated" date at the top of this page. We encourage you to review this policy periodically. Continued use of our website or services after changes are posted constitutes acceptance of the updated policy.

11. Contact us

If you have any questions, concerns or requests relating to this privacy policy or our data practices, please contact us at: