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Privacy Policy

Last updated: 5 October 2026

This policy explains how Talk Axis ("we", "us") handles personal information. We provide an AI receptionist service that answers phone calls and messages for businesses, books appointments and follows up with customers.

Who we are

Talk Axis is a sole trader business based in the United Kingdom. For any privacy question, email info@talkaxis.co.uk.

Two roles we play

For visitors and enquiries to Talk Axis, we decide how your information is used, so we are the "controller".

For callers and customers of the businesses that use our service, we handle information on that business's behalf and under its instructions, so we are the "processor". The business you contacted is responsible for how it uses your information, and you should read its privacy notice too.

What we collect

• If you contact us or book a demo: your name, email address, phone number, business name and the contents of your message.
• When our AI receptionist handles a call or message for a business: your phone number, your name, what you say or write, the date and time, and details needed to make or change a booking, such as your preferred time and service.
• Call recordings and transcripts. All calls handled by our AI receptionist are recorded and transcribed.
• Website assistant conversations. If you talk or chat with Olivia, our AI assistant on this website, your conversation is processed by our voice AI provider (ElevenLabs) and may be recorded and transcribed.

Why we use it, and our legal basis

• To reply to you and provide the service (contract, or steps you ask us to take before a contract).
• To book, confirm, change and remind you about appointments for the business you contacted (on its instructions).
• To record calls and keep an accurate record of what was agreed, to keep the service secure and working, and to improve it (our legitimate interests).
• To meet legal and tax obligations.

We do not sell personal information.

AI and automated handling

Calls and messages are answered by an AI assistant, which will tell you it is an AI if you ask. It collects the details needed to help you and passes them to the business. It does not make legal or similarly significant decisions about you.

Call recording

All calls answered by our AI receptionist are recorded. You are told at the start of the call that it is being recorded. We record calls to deliver the service, to keep an accurate record of bookings and what was agreed, to resolve queries or disputes, and to check and improve quality. If you do not want to be recorded, you can end the call, or contact the business directly another way.

Who we share it with

We use trusted service providers to run the service. They process information only to provide their service to us:

• ElevenLabs, for the AI voice and conversation technology
• Twilio, for telephony and messaging
• Meta (WhatsApp), where you contact us or are contacted over WhatsApp
• n8n, for the automation that runs bookings and messages
• Google, for calendars and spreadsheets used to store bookings

We also share information with the business you contacted, and with authorities where the law requires it.

International transfers

Some of these providers are based outside the UK. Where information is transferred abroad, we rely on safeguards recognised under UK data protection law, such as the UK International Data Transfer Agreement or approved adequacy arrangements.

How long we keep it

We keep personal information only as long as needed for the purposes above. Enquiry and business records are kept while we have a relationship with you and for a reasonable period after. Call and booking data for a business is kept for as long as that business needs it and then deleted or anonymised.

Your rights

Under UK data protection law you can ask us to access, correct or delete your information, restrict or object to how we use it, and receive a copy of it. Email info@talkaxis.co.uk to make a request. If your request relates to a call with a business, we may pass it to that business to answer.

If you are unhappy with how we handle your information, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

Security

We use reasonable technical and organisational measures to protect personal information, including access controls and encrypted connections.

Changes to this policy

We may update this policy from time to time. The date at the top shows when it was last changed.

Contact

Talk Axis
info@talkaxis.co.uk