Privacy Policy

Last updated: 22 May 2026

This privacy policy explains what personal data we collect, why we collect it, how we use it, and your rights in relation to that data. It applies to both visitors to this website and customers of the VoiceMint service.

If you are a caller to a business that uses VoiceMint, your personal data is processed on behalf of that business — see Section 4 below for what this means for you.

1. Who we are

VoiceMint is a trading name of Les Donaldson, a sole trader based in Scotland. We are the data controller for personal data collected through this website and from our customers.

ICO registration: Pending. We are registering with the Information Commissioner’s Office as required for businesses processing personal data. We will update this page with our registration number on completion.

2. Data we collect from website visitors

When you visit our website, we collect very little. Specifically:

• Demo registration data: if you submit a demo request, we collect your name, business name, business phone number, email address, and business type
• Setup-call booking data: if you book a setup call, we collect the same fields plus your selected appointment time
• Anonymous analytics: we use Cloudflare Web Analytics to understand how many people visit which pages. This service does not use cookies, does not track you across other websites, and does not collect any personal identifiers
• Server logs: our hosting provider (Cloudflare) automatically records technical request information (IP address, browser type, timestamp). These logs are kept for a short period for security and operational purposes only

We do not use third-party advertising cookies. We do not retarget visitors with ads. We do not share visitor data with social media platforms or marketing networks.

3. Data we collect from customers

When you subscribe to a VoiceMint plan, we collect:

• Account details: your name, business name, contact email address, business phone number, and business address (where relevant)
• Payment information: handled by Stripe, our payment processor. We do not store your full card details ourselves. We receive only what Stripe provides: card type, last 4 digits, expiry month and year, and transaction history
• Service configuration: the information you give us to build your AI agent’s script — including opening hours, services offered, pricing, FAQs, sample phrases, niche-specific details, and any voice instructions
• Communications: copies of emails, support messages, and any other correspondence you send us

Call data

Delivering the service involves processing and storing detailed records of calls handled by your AI agent. For each call, the following is collected and stored on our behalf by our voice platform provider (Retell AI):

• Audio recordings of the call, including both a combined recording and a separated (multi-channel) recording of the caller and agent
• Text transcripts of the conversation, including a plain transcript and a detailed transcript with word-level timing
• Call metadata: date, time, duration, caller phone number, and call outcome (booking made, lead captured, and so on)
• Technical diagnostic data: event logs and network records generated automatically during the call, used for troubleshooting and quality assurance

This call data is used for service delivery, billing (calculating your minute usage), quality improvement, and troubleshooting.

Why we collect this data

We collect customer data because we need it to deliver the service you have subscribed to. The legal basis for processing is contract performance — we cannot provide VoiceMint without it.

4. Data we process about callers

This section is for people who call a business that uses VoiceMint. When you call a business whose phone line is handled by a VoiceMint AI agent, the following information is processed:

• Your phone number
• Audio recording of the call and a text transcript of the conversation
• Any information you provide during the call — for example, your name, the reason for your call, and any appointment or booking details
• Technical records of the call, generated automatically for troubleshooting and quality purposes

Who is responsible for your data

The business you called is the data controller for your information — they decide why the AI agent is answering their calls and what is done with the details you provide. VoiceMint acts as a data processor: we operate the AI platform on that business’s instructions.

If you want to access, correct, or delete the information held about your call, you should contact the business you called directly. If you are unsure how to reach them, or if you contact us, we will help direct your request to the right place and assist that business in responding.

Being informed about AI call handling

Businesses using VoiceMint are responsible for informing their callers that calls may be recorded and handled by an AI system. If you were not made aware of this when you called, we encourage you to raise it with the business concerned.

How your data is used

Caller information is used only to handle your call and fulfil your request — for example, to book your appointment, capture your enquiry, or pass a message to the business. We do not use caller data for our own marketing, and we do not sell it to anyone.

5. Our legal basis for processing

Under UK GDPR, we must have a valid legal basis for processing personal data. The basis depends on whose data it is and why we hold it:

• Demo registrations and setup-call bookings — our legal basis is consent. You submit the form to ask us to contact you, and you can withdraw that consent at any time by emailing us.
• Customer account, billing, and service-configuration data — our legal basis is contract performance. We need this data to provide the VoiceMint service you have subscribed to. Without it, we cannot deliver the service.
• Call data (recordings, transcripts, and technical records) — for the business that subscribes to VoiceMint, our legal basis is contract performance, as this data is essential to delivering the service. For the callers whose calls are handled, the business you called relies on its own legitimate interest in operating its business and responding to enquiries; VoiceMint processes this data only as that business’s data processor.
• Website analytics and server logs — our legal basis is legitimate interest: understanding how our website is used and keeping it secure. This processing involves no cookies, no profiling, and no personal identifiers beyond short-term technical logs.

Where we rely on legitimate interest, we have considered whether that interest is outweighed by the rights of the individuals concerned, and we have concluded it is not, given the limited and expected nature of the processing.

If we ever need to use your personal data for a new purpose not covered here, we will update this policy and, where the law requires it, seek your consent.

6. Who we share data with

We do not sell your personal data, and we do not share it for anyone else’s marketing purposes.

To deliver the service, we use a small number of trusted third-party providers (“sub-processors”). Each processes data only as needed to provide their part of the service, and each is bound by data protection terms:

• Retell AI — provides the AI voice platform. Processes call audio, transcripts, and call metadata. Based in the United States.
• Twilio — provides telephony and SMS. Processes phone numbers and call/message routing data. Based in the United States, with UK and EU data processing arrangements.
• n8n — provides workflow automation that connects the parts of the service together. Processes call and booking data in transit. Cloud hosting based in the European Union.
• Google — provides calendar integration and the email and document tools we use to operate the business. Processes booking data and business correspondence.
• Stripe — provides payment processing. Processes your payment and billing information. Based in the United States and Ireland; certified to the PCI-DSS payment security standard.
• Cloudflare — provides website hosting, content delivery, and privacy-respecting analytics. Processes website request data.

We review our sub-processors to ensure they provide appropriate safeguards for your data. If we add or change a significant sub-processor in a way that affects how customer data is handled, we will update this policy.

Beyond these providers, we may disclose personal data if required to do so by law, by a court order, or by a regulator, or where necessary to protect our legal rights.

7. International data transfers

Some of our sub-processors are based outside the United Kingdom — in particular, Retell AI, Twilio, and Stripe operate in the United States.

When personal data is transferred outside the UK, UK data protection law requires appropriate safeguards to be in place. For these transfers, we rely on the safeguards offered by each provider, which include the UK’s International Data Transfer Agreement (IDTA), the UK Addendum to the EU Standard Contractual Clauses, or transfers to countries the UK government recognises as providing adequate protection.

This means your personal data receives a standard of protection broadly equivalent to that required under UK law, wherever it is processed.

If you would like more detail about the specific safeguards used for a particular provider, contact us at setup@voicemintai.com.

8. How long we keep your data

We keep personal data only for as long as we need it, then delete it or anonymise it. Specific periods:

• Demo registrations and prospect contact details — kept for up to 24 months. If you have not become a customer in that time, the data is deleted.
• Customer account data — kept for the duration of your subscription, and then for 6 years after cancellation, because tax and accounting law requires us to retain business and billing records for that period.
• Billing and payment records — kept for 6 years, as required by HMRC.
• Support and email correspondence — kept for up to 24 months after your subscription ends.
• Website server logs — kept for a short period (typically up to 30 days) for security and operational purposes, then deleted.
• Call recordings, transcripts, and technical call records — these are stored by our voice platform provider (Retell AI) and are automatically and permanently deleted 90 days after the call. We will also delete specific call data sooner on request — contact us at setup@voicemintai.com and we will action this. A customer’s call data is also deleted when their subscription ends.

9. Your rights

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

• The right to be informed — to know what data we hold and why. This policy is part of how we meet that right.
• The right of access — to request a copy of the personal data we hold about you.
• The right to rectification — to have inaccurate or incomplete data corrected.
• The right to erasure — to ask us to delete your data, subject to limits where we are legally required to keep it (for example, billing records we must retain for 6 years).
• The right to restrict processing — to ask us to pause how we use your data in certain circumstances.
• The right to data portability — to receive the data you have given us in a portable, machine-readable format.
• The right to object — to object to processing we carry out on the basis of legitimate interest.
• Rights related to automated decision-making — to not be subject to a decision based solely on automated processing that has a legal or similarly significant effect on you. VoiceMint does not make such decisions about you.

How to exercise your rights

To exercise any of these rights, email setup@voicemintai.com. We will respond within one month. There is normally no charge. We may need to verify your identity before acting on a request.

If you are a caller

If you called a business that uses VoiceMint and want to exercise your rights over your call data, the business you called is the data controller — please contact them directly. If you contact us, we will help route your request to the right business and assist them in responding.

Complaints

If you are unhappy with how we have handled your personal data, please contact us first so we can try to put things right. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator, at ico.org.uk or by calling their helpline.

10. How we protect your data

We take reasonable technical and organisational measures to keep your personal data secure. These include encrypted connections (HTTPS) for our website, access controls on the systems and accounts we use, choosing reputable service providers with their own documented security practices, and limiting access to personal data to what is necessary to run the service.

No system can be guaranteed completely secure. While we work to protect your data, we cannot promise absolute security.

11. Cookies and tracking

Our website does not use advertising or tracking cookies. We use Cloudflare Web Analytics, which is privacy-respecting: it does not use cookies, does not fingerprint your device, and does not track you across other websites. We do not share visitor data with advertising or social media networks.

12. Data breaches

If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will notify the Information Commissioner’s Office within 72 hours of becoming aware of it, as required by UK data protection law. Where the breach is likely to result in a high risk to you, we will also inform you directly without undue delay.

13. Changes to this policy

We may update this privacy policy from time to time. The current version is always available at https://voicemintai.com/privacy-policy/, with the “Last updated” date shown at the top. For significant changes affecting how we handle your personal data, we will take reasonable steps to bring the change to your attention — for customers, this will normally be by email.

14. Contact

For any questions about this privacy policy, or to exercise any of your data protection rights, contact us at setup@voicemintai.com.

We aim to respond to all enquiries within two working days. For formal data protection requests, the statutory response time of one month applies.

This privacy policy is working text. We recommend reviewing it and keeping a copy for your records. Last solicitor review: pending.