Call Ai’d – Privacy Policy

Last updated: 2025

Call Ai’d (“we”, “us”, “our”) is committed to protecting the privacy of all takeaway businesses and users who interact with our AI phone-ordering service.

This Privacy Policy explains how we collect, use, store and protect information when you use our services.

1. Information We Collect

We may collect the following types of information:

a) Customer Call Data

Caller name (if provided)

Phone number

Order details (items, prices, instructions)

Delivery or collection address (if applicable)

b) Restaurant/Takeaway Business Information

Business name

Shop address

Shop phone number

Contact person

Printer email address (Epson Connect)

Menu data

Opening hours and delivery radius (if applicable)

c) Technical & System Data

Call recordings (only when enabled)

AI-generated transcripts

Error logs (to fix issues)

Webhook data sent between Vapi, Make.com, and your printer system

We do not collect or store card details, payment information, or any sensitive financial data.

2. How We Use Your Information

We process the above information for the following purposes:

To answer and process your customer calls

To take accurate food orders using AI

To send orders directly to your takeaway’s printer

To improve our AI performance and reliability

To troubleshoot issues such as missed prints, call errors, or delivery-time lookups

To monitor system performance and prevent downtime

To provide support and onboarding

We only use data that is necessary to provide the service.

3. Call Recordings & Transcripts

Call recordings are optional.

If enabled:

Recordings are stored securely.

They are used for training, quality, and support.

You may request deletion at any time.

If disabled:

No recordings are saved.

Only transcripts (text) may be temporarily processed for accuracy.

4. Who We Share Your Data With

We only share necessary data with trusted service providers that power our system:

Vapi.ai – for handling AI phone calls

Make.com – for automation workflows

Twilio/Telnyx – for phone numbers and call routing

Google Sheets or Databases – for storing menus or delivery logs

Epson Connect (or similar) – for cloud printing

Raspberry Pi (local) – if using offline printing setups

We do not sell or share your data with third parties for marketing.

5. Data Security

We use industry-level security to protect your information:

Encrypted connections

Secure webhook transmissions

Protected printer emails

Limited access to system logs

Safe storage of call recordings (if used)

Your data is only accessible by authorised staff who genuinely need it.

6. Data Retention

Order logs may be stored for up to 90 days for troubleshooting.

Call recordings (if enabled) may be kept for up to 30 days, unless you request earlier deletion.

Printer emails, menu data, and shop settings remain stored while your account is active.

When you cancel your service:

We delete your account data after 30 days.

You must return any provided hardware (e.g., Raspberry Pi).

7. Your Rights (UK GDPR)

You have the right to:

Access your data

Correct inaccurate data

Request deletion

Request no call recordings

Export your data

Complain to the ICO (Information Commissioner’s Office)

For any requests, email us at:

📩 contact@callaid.co.uk

8. Cookies & Website Tracking

Our website may use basic cookies for:

Site performance

Analytics

Security

We do not use intrusive tracking or advertising cookies.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

Any major updates will be posted on this page.

10. Contact Us

If you believe your data has been handled incorrectly, you may lodge a complaint with the ICO (Information Commissioner’s Office) at www.ico.org.uk.

We would appreciate the chance to resolve your concerns first, so please contact us directly at:

Data Controller: Where Next Ltd (trading as Call Ai’d)

📧 contact@callaid.co.uk

📍 Where Next Ltd

Registered in England & Wales

Company No: 14175463

Trading as “Call Ai’d”