Privacy Policy

SiteRing AI Ltd ("SiteRing", "we", "us") is the data controller for the personal data described in this policy. Our registered office is in the United Kingdom.

We are subject to the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. You can contact us at privacy@sitering.ai about anything in this policy, including to exercise your rights.

Account data — when you sign up: your name, business name, trade, email address, contact and emergency forwarding numbers, registered business address, and the receptionist details you configure (hours, services, instructions).

Verification documents — to issue a UK phone number, telecoms regulation requires our carrier (Twilio) to verify who the number belongs to. We collect a copy of your photo ID (passport or driving licence) and a proof of address, stored in a private, access-controlled storage bucket.

Call and message data — caller numbers and names, call recordings and transcripts, AI-generated summaries, and the times and durations of calls made to your dedicated number.

Usage and billing data — minutes used, subscription status and payment references processed by our payment provider.

Website data — basic technical information (such as IP address and browser type) where needed to deliver and secure the service.

We only process personal data where we have a lawful basis. Ours are:

• Contract — to set up and operate your AI receptionist, provision your number, bill your subscription, and show you your call logs. This includes passing your verification documents to Twilio, which is necessary to perform our contract with you.
• Legal obligation — to satisfy UK telecoms know-your-customer and verification requirements, and to respond to lawful requests.
• Legitimate interests — to keep the service secure and available, prevent fraud and abuse, and improve the service, provided your rights are not overridden.
• Consent — for optional marketing emails. Every marketing message includes an unsubscribe link, and you can withdraw consent at any time.

Callers who ring your dedicated number are told (when they ask) that they are speaking to an automated assistant. Their data is processed to deliver the answering service you have asked us to run.

We share personal data only with processors who help us run the service:

• Twilio — our telephony carrier: number provisioning, SMS, and the regulatory verification of your documents.
• LiveKit — real-time voice infrastructure that carries calls to the AI receptionist.
• OpenAI — speech-to-text and conversation processing for calls.
• Fish Audio — text-to-speech synthesis of the receptionist's voice (when selected as the speech provider).
• Supabase — our database and document storage provider.
• Our payment provider — subscription and overage billing.
• Brevo — transactional email delivery (signup confirmations, number-live notifications).

These processors act on our instructions under contract. We never sell your personal data, and we do not share it for third-party advertising.

• Verification documents — only as long as the carrier requires us to keep them for the number you hold, plus any statutory retention period. When you cancel and the number is released, we delete them.
• Call logs, transcripts and recordings — for the life of your account, so your dashboard keeps working, then deleted on a rolling basis after account closure unless law requires longer.
• Account and billing records — six years, to meet UK tax and accounting obligations.

Under the UK GDPR you can ask us to:

• give you a copy of your personal data (access);
• correct anything inaccurate or incomplete;
• delete data we no longer need to keep (erasure);
• restrict or object to particular processing;
• receive your data in a portable format (for data you provided, processed by automated means on the basis of consent or contract);
• withdraw consent at any time where processing relies on it.

Email privacy@sitering.ai and we will respond within one month. You also have the right to complain to the Information Commissioner's Office (ico.org.uk) if you believe we have mishandled your data.

Verification documents are stored in a private storage bucket that is not publicly accessible and is read only by the server-side processes that submit verification and support your account. Access to production data is limited to SiteRing staff who need it, and all access is logged.

Data in transit is encrypted with TLS. No system is perfectly secure, and if a breach ever affects your rights we will notify you and the ICO as the law requires.

The service is intended for UK trade businesses and is not directed at children. We do not knowingly collect data from anyone under 18. If you believe a child has given us personal data, contact us and we will delete it.

We may update this policy as the service evolves. The current version always lives on this page with its last-updated date, and material changes are announced to account holders by email before they take effect.

Data protection questions, requests or complaints: privacy@sitering.ai, or write to SiteRing AI Ltd, United Kingdom.