Your data.

Clear information about what happens when you speak to our receptionist.

Your conversation data.

Our browser conversations and newer telephone receptionist process your voice to respond. Providers may temporarily record and transcribe the conversation. We configure retained call history for basic attributes, without recordings, transcripts or conversation logs, and do not download routine visitor recordings. Temporary recording-link expiry is not a deletion deadline.

Captions and follow-up.

Live captions are visible only to your browser session and cleared when you end or switch. Details you ask us to record for a callback or booking are stored separately in our contact, calendar and email systems. Northgate and Meadow are fictional demonstrations; their bookings and callbacks do not arrange real visits or clinical care.

How long information stays.

Basic call-history attributes are configured for 89 days, followed by daily deletion. Temporary provider artifacts and operational copies use service-delivery, security, fault-resolution and legal-retention criteria. We do not apply the call-history period to unverified temporary copies. Our original telephone demonstration’s retained transcripts and summaries remain subject to 90 days. Enquiry and callback records are kept for 12 months after last contact, unless you become a client. See the full privacy notice for session, recovery-copy and other retention details.

Website chat.

Website chat stores the text you send and any contact details you share so we can reply or arrange a founder callback if requested. We keep enquiry chats for up to 12 months after our last contact, unless you become a client. The separate period for retained voice transcripts and summaries does not describe website chat.

Access agreed with you.

For client services, we scope connections to customer or patient systems around the workflow you need. The agreed access, permitted uses and safeguards are documented before go-live. Our public demonstrations use fictional businesses and are separate from client systems.

Who processes your data.

Our voice-processing, website hosting, customer relationship management, calendar and email providers process conversation data to run the service. Some processing takes place outside the UK. Where required, we use appropriate safeguards, such as approved contractual terms, or a recognised adequacy arrangement.

Registered and contactable.

Company Pilot Limited is registered with the ICO: ZC254461. For questions about your data, or to make a data-rights request, contact [email protected].

Read our full privacy notice for the purposes, lawful bases, other retention periods and your rights.