Privacy Policy

At GasSafeBot.co.uk, we take your privacy seriously. This Privacy Policy explains how we collect, use, and protect your personal information when you use our website and services.

1. Who We Are

GasSafeBot.co.uk is a marketing service provider for UK Gas Safe engineers. Our website and services are operated by GasSafeBot, and we are the data controller for any personal information you provide.

2. What Data We Collect

We may collect the following information:

• Contact information: Name, email address, phone number
• Business information: Company name, trading address, postcode
• Service details: Information about your heating business and marketing needs
• Professional information: Gas Safe registration number
• Technical data: IP address, browser type, device information, cookies
• Call recordings: Phone conversations with Emma, our AI receptionist
• SMS/MMS data: Messages sent and received via our communication services

3. How We Collect Your Data

We collect data when you:

• Submit our free audit form
• Contact us via email or phone
• Browse our website (via cookies and analytics)
• Engage our services
• Interact with Emma, our AI receptionist

4. How We Use Your Data

We use your personal information to:

• Provide and manage our marketing services
• Communicate with you about your enquiries and projects
• Send you service-related information and updates
• Improve our website and services
• Comply with legal obligations
• Train and improve our AI receptionist (Emma) — call recordings may be used for quality assurance and training purposes
• Send appointment confirmations and reminders via SMS

5. Legal Basis for Processing

Under UK GDPR, we process your data on the following legal bases:

• Contract: Processing necessary to fulfil our service agreement
• Consent: Where you have given explicit permission (e.g., marketing emails, call recordings)
• Legitimate interests: Running our business and improving our services
• Legal obligation: Compliance with tax, accounting, and other laws

6. Call Recordings and AI Receptionist (Emma)

Our AI receptionist service ("Emma") uses Telnyx for telephony services. Phone conversations may be recorded for:

• Quality assurance and training of the AI system
• Transcribing calls for records and follow-up
• Improving our services and customer experience

Your rights regarding call recordings: You have the right to request that we do not record your calls, and you can request deletion of any recordings we hold. Please contact us at hello@gassafebot.co.uk to exercise these rights.

Call recordings are retained for up to 12 months unless you request earlier deletion. Recordings are processed through Telnyx and stored securely in accordance with their data handling practices.

7. SMS and Messaging Services

We use Telnyx to send SMS/MMS messages for:

• Appointment confirmations and reminders
• Service updates and notifications
• Job summaries from Emma AI receptionist

Opt-out: You can opt out of SMS communications at any time by replying STOP to any message or contacting us directly.

Telnyx processes your phone number and message content as our telephony and messaging service provider. For more information about how Telnyx handles data, please see their privacy policy at telnyx.com/privacy-policy.

8. Data Sharing

We do not sell your personal data. We may share your information with:

• Service providers (hosting, email, analytics)
• Telnyx — our telephony, call recording, and SMS service provider
• Professional advisers (accountants, legal)
• Regulatory authorities when required by law

9. Data Retention

We retain your personal data only for as long as necessary:

• Active clients: Duration of service plus 7 years (accounting records)
• Enquiries: Up to 2 years unless you request deletion
• Call recordings: Up to 12 months
• SMS/MMS logs: Up to 2 years
• Website analytics: 26 months

10. Your Rights

Under UK data protection law, you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data ("right to be forgotten")
• Object to or restrict processing of your data
• Request data portability
• Withdraw consent at any time
• Request that we do not record your calls

To exercise any of these rights, contact us at hello@gassafebot.co.uk.

11. Cookies

Our website uses cookies to improve your browsing experience and analyse website traffic. For detailed information about the cookies we use, please see our Cookie Banner when you first visit the site.

12. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. This includes encryption, secure hosting, access controls, and regular security assessments.

13. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to read the privacy policies of any website you visit.

14. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated "Last updated" date. We encourage you to review this policy periodically.

15. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact us:

Email: hello@gassafebot.co.uk

Website: gassafebot.co.uk