Privacy Policy

Last updated: April 2026

1. Who We Are

Automatyn is operated by a sole trader based in the United Kingdom. We provide an AI-powered WhatsApp receptionist for small businesses. For any privacy-related questions, contact us at [email protected].

2. What Data We Collect

We collect the following information when you use Automatyn:

  • Account information: your email address, name, and business name when you sign up
  • Business details: information you provide about your business to configure your AI receptionist (business hours, services, FAQs)
  • Conversation logs: messages between your AI receptionist and your customers, stored to improve responses and provide conversation history
  • Payment information: billing details are collected and processed by Paddle, our payment provider. We do not store your card details
  • Usage data: how you interact with the Automatyn dashboard (pages visited, features used)

3. How We Use Your Data

We use your data to:

  • Provide and maintain the Automatyn service
  • Process your subscription payments
  • Configure and improve your AI receptionist's responses
  • Send you service-related communications (billing confirmations, important updates)
  • Improve the product based on usage patterns

We do not sell your data to third parties. We do not send marketing emails unless you opt in.

4. Third-Party Services

We share data with the following third parties as necessary to provide the service:

  • Paddle processes all payments and manages subscriptions as our Merchant of Record. They collect billing and payment details. See Paddle's privacy policy.
  • Google Gemini powers the AI responses. Customer messages are sent to Google's AI models for processing. Google processes this data under their API terms. Data sent via the API is not used to train Google's models.
  • WhatsApp / Meta provides the messaging platform. Messages are subject to WhatsApp's privacy policy.
  • Brevo handles transactional emails (account confirmations, billing receipts).

5. Data Retention

We retain your data as follows:

  • Account data: kept while your account is active, deleted within 30 days of account deletion
  • Conversation logs: kept for 12 months, then automatically deleted. You can request earlier deletion at any time
  • Payment records: kept for 7 years as required by UK tax law

6. Cookies

We use a minimal number of cookies:

  • Essential cookies: required for login sessions and basic functionality
  • Analytics cookies: we may use privacy-friendly analytics to understand site usage. No personal data is shared with advertising platforms

We do not use advertising or tracking cookies.

7. Your Rights (GDPR / UK Data Protection)

As a UK-based service, we comply with the UK General Data Protection Regulation (UK GDPR). You have the right to:

  • Access: request a copy of the personal data we hold about you
  • Rectification: ask us to correct inaccurate data
  • Erasure: ask us to delete your personal data
  • Portability: receive your data in a structured, machine-readable format
  • Objection: object to processing of your data for certain purposes
  • Restriction: ask us to limit how we process your data

To exercise any of these rights, email [email protected]. We will respond within 30 days.

If you are not satisfied with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO).

8. Data Security

We take reasonable measures to protect your data. All data is transmitted over encrypted connections (HTTPS/TLS). We do not store payment card details on our servers. Access to customer data is restricted to authorised personnel only.

9. Changes to This Policy

We may update this privacy policy from time to time. If we make significant changes, we will notify you by email. The "last updated" date at the top of this page shows when the policy was last revised.

10. Contact

For any privacy questions or data requests, email [email protected].