Privacy Policy

Effective Date: [4th November 2025]
Company Name: AI Digital Employee (AIDE)
Website: www.aideagency.co.uk
Email: [email protected]

1. Introduction

AI Digital Employee (“AIDE”, “we”, “us”, or “our”) values your privacy and is committed to protecting your personal information.
This Privacy Policy explains how we collect, use, store, and protect personal data when you use our website, products, and services — including our AI Call Assistant, chat automation, review management, and related SaaS tools.

By using our services, you agree to the terms outlined in this Privacy Policy.

2. Information We Collect

We collect information in the following ways:

2.1 Information You Provide Directly

When you register or use our services, we may collect:

Full name, business name, and contact details (email, phone number, address).

Account login credentials.

Payment details (processed securely by third-party providers).

Business data provided for service setup (e.g., opening hours, FAQs, message templates).

Customer communication data where AIDE acts on your behalf (e.g., messages, calls, reviews).

2.2 Information Collected Automatically

When using our website or platform, we may automatically collect:

Device and browser information.

IP address and general location data.

Usage data such as access times, log files, and platform interactions.

Cookies or similar technologies for analytics and performance.

2.3 Information from Third Parties

We may receive data from:

Social media or messaging platforms you connect (e.g., Facebook, WhatsApp, Google).

Payment processors and analytics providers.

Publicly available business listings or review platforms.

3. How We Use Your Information

We use the information we collect to:

Deliver and maintain our services.

Configure and personalise your AIDE system.

Process payments and manage billing.

Monitor and improve performance and user experience.

Provide customer support and respond to enquiries.

Send service-related updates, security alerts, or marketing (if consented).

Ensure compliance with legal and regulatory obligations.

4. Legal Basis for Processing

We process personal data under the following lawful bases:

Contractual necessity: To provide our services and fulfil our obligations.

Legitimate interests: To improve and protect our business and services.

Consent: For marketing or optional communications (you can withdraw anytime).

Legal obligation: Where we must comply with applicable laws or regulations.

5. How We Share Information

We may share your information only when necessary:

With trusted service providers (e.g., hosting, payment processors, analytics) under strict data protection agreements.

With communication platforms (e.g., Google, Meta, WhatsApp) that integrate with AIDE.

If legally required by court order, law enforcement, or regulatory authorities.

In the event of a business transfer, such as a merger or acquisition (with prior notice).

We do not sell, rent, or trade your personal information.

6. Data Retention

We retain data for as long as necessary to:

Provide services to our clients;

Comply with legal, accounting, or reporting obligations; and

Resolve disputes or enforce agreements.

Once data is no longer needed, it will be securely deleted or anonymised.

7. Data Security

We implement appropriate technical and organisational measures to protect your data, including:

Encryption of data in transit and at rest;

Secure access controls and password protection;

Regular security reviews and monitoring;

Staff training on data protection.

While no system is 100% secure, we continuously strive to protect your information from unauthorised access or disclosure.

8. International Data Transfers

If we transfer personal data outside the UK or EEA, we ensure appropriate safeguards are in place, such as UK-approved Standard Contractual Clauses or equivalent protection measures.

9. Your Rights

Under the UK GDPR, you have the following rights:

Access – Request a copy of the personal data we hold about you.

Correction – Request correction of inaccurate or incomplete data.

Erasure – Request deletion of your data (“right to be forgotten”).

Restriction – Request limitation of how we process your data.

Data portability – Receive a copy of your data in a structured format.

Objection – Object to processing for certain purposes (e.g., marketing).

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

10. Cookies

Our website uses cookies to enhance your browsing experience.

11. Children’s Privacy

Our services are intended for business use and not directed toward individuals under 18.
We do not knowingly collect personal data from minors.

12. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in technology, laws, or our operations.
Any updates will be posted on this page with a new “Effective Date.”

13. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact:

AI Digital Employee (AIDE)
Email: [email protected]
Website: www.aideagency.co.uk
Registered in the United Kingdom