Privacy Policy

1. Who We Are

Fluxoro ("we", "us", "our") is an AI voice agent service provider operating in the United Kingdom. We build and manage AI-powered phone agents for businesses.

For the purposes of UK data protection law, Fluxoro is the data controller of personal data collected through this website and our services.

Contact: email@fluxoro.co.uk

2. What Data We Collect

We collect the following types of personal data:

Information you give us directly:

• Name and business name
• Email address
• Phone number
• Industry type
• Any information you include in your message to us

Information collected automatically when you use our service:

• Call recordings and transcripts (when our AI agent handles calls on behalf of our clients)
• Caller name and phone number
• Date, time and duration of calls
• Booking and appointment details discussed during calls

Website usage data (if analytics are enabled):

• Pages visited and time spent on our website
• Browser type and device information
• Approximate location (country/region level only)

3. How We Use Your Data

We use the data we collect for the following purposes:

• To respond to enquiries — when you contact us through our website form
• To provide our service — setting up and managing your AI voice agent
• To process bookings — passing call data to your calendar or CRM as agreed
• To send service communications — call summaries, weekly reports, and updates about your agent
• To comply with legal obligations — UK GDPR, tax records, and other regulatory requirements
• To improve our service — analysing call performance to improve agent quality

4. Our Legal Basis for Processing

Under UK GDPR, we rely on the following lawful bases:

• Contract — processing necessary to provide the service you've agreed to
• Legitimate interests — responding to enquiries, improving our service, and sending relevant service communications
• Legal obligation — retaining financial records as required by HMRC
• Consent — where we ask for your explicit consent (e.g. marketing emails)

5. Call Recordings

Our AI voice agents record calls handled on behalf of our clients. All callers are notified at the start of every call that the conversation may be recorded. Call recordings and transcripts are:

• Stored securely on Retell AI's GDPR-compliant infrastructure
• Accessible only to Fluxoro and the relevant client business
• Retained for a maximum of 90 days unless otherwise agreed
• Never sold or shared with third parties for marketing purposes

6. Who We Share Your Data With

We do not sell your personal data. We may share data with the following trusted third parties to deliver our service:

• Retell AI — our AI voice agent platform (stores call recordings and transcripts)
• Make.com — our automation platform (processes call data to deliver bookings)
• Google (Calendar / Gmail) — for delivering booking confirmations and call summaries
• Stripe / GoCardless — for processing payments securely
• HMRC — as required by UK tax law

All third parties we use are GDPR-compliant and operate under appropriate data processing agreements.

7. How Long We Keep Your Data

• Enquiry data (contact form submissions) — 12 months from last contact
• Client data (service-related information) — for the duration of the contract plus 6 years (as required for tax purposes)
• Call recordings and transcripts — 90 days unless otherwise agreed in writing
• Payment records — 6 years as required by HMRC

8. Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or disclosure. Our measures include:

• All data transmitted over encrypted HTTPS connections
• Access to client data restricted to authorised personnel only
• Third-party platforms used are SOC 2 certified and GDPR compliant
• Regular review of data access and security practices

9. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

• Right to access — request a copy of the data we hold about you
• Right to rectification — ask us to correct inaccurate data
• Right to erasure — ask us to delete your data ("right to be forgotten")
• Right to restrict processing — ask us to limit how we use your data
• Right to data portability — receive your data in a commonly used format
• Right to object — object to processing based on legitimate interests
• Right to withdraw consent — where processing is based on consent, withdraw it at any time

To exercise any of these rights, contact us at email@fluxoro.co.uk. We will respond within 30 days.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

10. Cookies

This website may use cookies to improve your experience. Essential cookies are required for the site to function. If we use analytics cookies (e.g. Google Analytics), we will request your consent before placing them.

You can control cookies through your browser settings at any time.

11. Children's Privacy

Our service is intended for businesses and is not directed at individuals under the age of 18. We do not knowingly collect personal data from children.

12. Changes to This Policy

We may update this privacy policy from time to time. When we make significant changes, we will update the date at the top of this page. We encourage you to review this policy periodically.