Privacy Policy
Last updated: September 2026
1. Who we are
WebFlux AI ("we", "us", "our") is a UK-based digital agency providing AI receptionist services, website design and build, local SEO, branding, lead capture tools and ongoing support for small businesses. You can contact us at nigel@webfluxai.co.uk or +44 7908 859857. This Privacy Policy explains how we collect, use and protect your personal data when you use our website, contact us, or interact with our AI receptionist service on behalf of one of our clients.
2. Information we collect
We collect information you provide directly through our website forms, including: your name, email address, phone number, company name, the service you are interested in, and any message or project details you submit via the Contact form, Book a Demo form, Quick Quote form, or the Ezra website chat. If you contact us on WhatsApp, we receive the details you choose to share in that conversation. When you become a client, we may also collect billing and account information as agreed in your proposal.
3. AI receptionist & call data — our role
When you (as a visitor or prospective client) contact us directly, we act as the data controller for your information — we decide why and how it is used, as set out in this Policy.
When our AI receptionist handles inbound calls or chats on behalf of one of our clients' businesses, we act as a data processor: we process caller data (such as name, contact details and reason for enquiry) on our client's instructions, in order to answer, qualify and book appointments for them. In that context, our client is the data controller for their callers' data, and our processing is governed by our service agreement with them. If you are a caller contacting one of our clients, please refer to that business's own privacy policy for how your data is used, or contact them directly.
Clients using our AI receptionist service are responsible for informing their callers that an AI assistant may handle their interaction, where required by applicable law.
4. How we use your information
We use your personal information to: respond to your enquiries, schedule and confirm demo calls, prepare proposals, deliver the services you engage us for, send transactional emails such as booking confirmations, and improve our website and services. We do not sell or rent your personal data to third parties.
5. Legal basis for processing
We process your personal data on the basis of: your consent (when you submit a form or contact us), performance of a contract (when we deliver services you have engaged), and our legitimate interests (responding to enquiries and improving our services). You may withdraw consent at any time by contacting nigel@webfluxai.co.uk.
6. Data retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, deliver ongoing services, or as required by law. Enquiry and booking data is typically retained for up to 3 years after our last interaction. You may request deletion of your data at any time.
7. Cookies & analytics
Our website uses only essential cookies and browser storage required for the site to function (for example, to remember your website chat conversation during your visit). If we add analytics cookies in future, we will ask for your consent first via a cookie banner. We do not use cookies for cross-site advertising.
8. Third-party services
We work with trusted third parties to operate our services, including form and email delivery, spam-protection tools, and telephony and AI providers used to run the AI receptionist. These providers process data under their own privacy policies and applicable data protection legislation. We only share the personal data necessary to deliver these functions.
9. International data transfers
Some of our third-party providers may process data outside the UK or European Economic Area (EEA). Where this occurs, we ensure appropriate safeguards are in place, such as the UK International Data Transfer Agreement, Standard Contractual Clauses or equivalent measures recognised under UK GDPR, to protect your data.
10. Data sharing
We do not sell your personal data. We may share it with the third-party providers described above where necessary to deliver our services, or where required by law. If you are a client, we may share relevant information with your team as needed to deliver the agreed work.
11. Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure or destruction. However, no internet transmission is completely secure, and we cannot guarantee absolute security.
12. Your rights
Under UK GDPR, you have the right to: access the personal data we hold about you, correct inaccurate data, request deletion, restrict or object to processing, port your data, and lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk. To exercise these rights, contact nigel@webfluxai.co.uk.
13. Children's privacy
Our website and services are intended for businesses and individuals aged 18 and over. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us so we can delete it.
14. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in our services or legal requirements. The current version will always be available on our website, with the "Last updated" date shown above.
15. Contact us
If you have any questions about this Privacy Policy or how we handle your data, please contact us at nigel@webfluxai.co.uk or call +44 7908 859857.