CALL AI’D – PRIVACY POLICY
Last Updated: 2025
Operated by Where Next Ltd (Company No. 14175463)
Where Next Ltd (“Call Ai’d”, “we”, “us”, “our”) is committed to protecting the privacy of all businesses and callers who interact with our AI-powered phone-ordering and printing service.
This Privacy Policy explains:
What information we collect
How we use it
How it is stored
Who we share it with
Your rights under UK GDPR
By using Call Ai’d, you agree to the practices described here.
1. Information We Collect
We collect only the data required to operate the AI call service effectively.
a) Caller & Order Information
Caller name (if provided)
Phone number
Order details (items, prices, instructions)
Delivery/collection address (if provided)
Special requests or notes
b) Restaurant/Takeaway Business Information
Business name
Shop address
Contact person and business phone number
Printer email address (e.g., Epson Connect)
Menu, prices, allergens, and availability
Opening hours and delivery radius
Custom greetings, branding, or call flow settings
c) Technical & System Data
Call recordings (only if enabled by the business)
AI-generated transcripts
Webhook data exchanged between Vapi, Make, Twilio, and printers
Error logs for troubleshooting
Raspberry Pi device identifiers (if provided)
We do NOT store or process payment card information.
2. How We Use Your Information
We use the collected data for:
Processing and answering customer phone calls
Capturing accurate food orders
Printing orders to your takeaway’s printer
Troubleshooting failed prints, call errors, or delays
Improving AI accuracy, reliability, and performance
Providing onboarding and ongoing support
Ensuring your menu and business details are up to date
We only process data that is required to operate the service safely and effectively.
3. Call Recordings & Transcripts
Call recordings are optional and must be enabled by the business.
If recordings are enabled:
Recordings are stored securely
Used for support, training, accuracy improvements, and resolving disputes
You may request deletion at any time
If recordings are disabled:
No audio is stored
Only short-lived transcripts may be processed temporarily to improve ordering accuracy
We do NOT use recordings for marketing or external analytics.
4. Who We Share Data With
Data is shared only with trusted service providers necessary for the operation of Call Ai’d, including:
Vapi.ai – for AI call handling
Twilio/Telnyx – for phone numbers and call routing
Make.com – for workflow automation
Google Sheets / Databases – for storing menu and order data
Epson Connect / Cloud Printing – for order printing
Raspberry Pi devices – when used for local printing
We do not sell, rent, or trade your data with any third parties.
We do not share your data with advertisers.
5. Data Security
We take data protection seriously and implement:
Encrypted communication (HTTPS)
Secure webhook authentication
Restricted internal access
Encrypted storage for call recordings
Monitoring for suspicious or abusive activity
Regular security reviews
Only authorised personnel may access system logs or recordings.
6. Data Retention
We retain data only for as long as necessary.
Order logs: up to 90 days (for troubleshooting and support)
Call recordings (if enabled): up to 30 days
Business menu & printer settings: stored while your account is active
Raspberry Pi identifiers/logs: for operational purposes only
When you cancel:
Account data is deleted after 30 days
Device deposits are refunded only when the Pi is returned
You may request immediate deletion of certain data (unless legally required to keep it)
7. Legal Basis for Processing (GDPR)
We process your data under the following lawful bases:
Contractual necessity: required to deliver the Call Ai’d service
Legitimate interest: improving reliability and preventing downtime
Consent: call recordings or certain optional features
Legal obligation: where required for tax, fraud prevention, or regulatory purposes
8. Your Rights (UK GDPR)
You have the right to:
Access your data
Correct inaccurate information
Request deletion (“right to be forgotten”)
Request no call recordings
Export your data
Object to certain processing
Complain to the ICO (Information Commissioner’s Office)
For any data requests, contact us at:
📩 contact@callaid.co.uk
9. Cookies & Website Tracking
Our website may use minimal cookies for:
Performance
Security
Basic analytics
We do not use invasive advertising cookies or personal tracking tools.
10. Children’s Data
Call Ai’d is not intended for use by children, and we do not knowingly collect data from anyone under 16.
11. Changes to This Privacy Policy
We may update this policy to reflect:
Service improvements
New features
Updated legal requirements
Changes to third-party providers
Updated versions will be posted on our website, and continued use of the service indicates acceptance of the changes.
12. Contact Information
If you have concerns about how your data is handled, please contact us first:
Data Controller:
Where Next Ltd (trading as Call Ai’d)
📧 contact@callaid.co.uk
Registered in England & Wales
Company No: 14175463
If unresolved, you may contact the ICO at:
www.ico.org.uk