Privacy policy
Last updated: 17 October 2026
Draft. This policy is being finalised. If you have any questions about your information, email hello@yourbrand.co.uk.
1. Who we are
Omni ("we", "us") is a trading name of [COMPANY NAME], registered in England and Wales, company number [NUMBER], registered office [ADDRESS]. We're registered with the Information Commissioner's Office (ICO), registration number [ICO NUMBER].
Omni is an AI phone receptionist for businesses. This policy explains what we do with information about:
- people who use our website (including our contact, checkout and setup forms),
- our clients: the businesses that use Omni, and the people who run them,
- people who ring our clients and are answered by an Omni receptionist,
- people who ring our demo line.
2. Two different roles
For our own website, clients and demo line, we're the controller. We decide what's collected and why, and this policy covers it in full.
When an Omni receptionist answers a call for one of our clients, that business is the controller and we're their processor. We handle callers' details only to provide the receptionist service to that business and on their instructions. If you rang a business and want to know what they do with your details, or want to use your rights, please contact that business. We'll help them respond. You can also contact us and we'll pass your request on.
3. Our website
The "ring me back" form
Your name, business name, phone number, and, if you give them, your email address, the plan you're interested in and your message. We use these to ring you back about Omni. Our lawful basis is legitimate interests (replying to an enquiry you made).
Checkout
When you sign up, you pay through Stripe. We receive your business name (as you type it), the email address and name you give Stripe, the plan you chose and the payment status. We never see your full card or bank details. We use these to set up and manage your subscription. Lawful basis: contract.
The setup form
The form asks about your business (services, prices, opening hours, policies, common questions), the owner's name, email and mobile, the phone numbers and email addresses for your alerts, and optionally a number to put urgent calls through to. We use it to build and run your receptionist. Lawful basis: contract. While you fill it in, your answers are saved in your own browser so you don't lose them. They're removed once you send the form.
If you choose "Fill in my form with Omni AI", the website address or text you give it is sent to Anthropic (our AI provider) to draft your answers. You check everything before sending.
Cookies
We don't use advertising or analytics cookies. The only cookie is the one that keeps you signed in to your dashboard. It's needed for the dashboard to work.
4. Our clients
We keep the details from your setup form, your plan and billing status, and how many calls and minutes your receptionist handles. We use these to run your receptionist, send you alerts and your monthly summary, show your dashboard, bill you, and help you. Lawful basis: contract, and legitimate interests for service emails about your account.
If you cancel, we delete your receptionist, your phone number and the calls, messages and booking requests stored for you. We keep your setup details for 90 days in case you change your mind, then delete them. We keep billing records for as long as tax law requires (usually 6 years).
5. People who ring our clients
When you ring a business that uses Omni and it answers, the receptionist may ask for and record:
- your name and phone number (and your number is shown to us by the phone network unless you withhold it),
- why you're calling, and details like an address, the service you want and when you'd like it,
- a short summary of the call and how long it lasted.
This goes to the business you rang, by text or email, in their calendar, and on their own dashboard, where they can see callers' names, numbers and call summaries. If the business has turned it on, you may get a text confirming your request.
The call itself (audio and a written transcript) is processed by our voice AI provider, ElevenLabs. [CHECK: how long ElevenLabs keeps call audio and transcripts with our account settings, and say so here.]
How long we keep it: call records (summary, number, length) for 180 days. Messages and booking requests until the business deletes them or stops using Omni.
The receptionist is honest that it's an AI if asked. It's not an emergency service: it tells callers with an emergency to ring 999 or the right emergency line.
6. Our demo line
If you ring our demo line, the receptionist shows you how Omni works. If you'd like to hear from us, it asks whether it's okay to save your details (name, business, number and what you're interested in) before it saves anything. We use them to contact you about Omni. Lawful basis: your consent, which you can withdraw any time by telling us.
7. Who we share information with
We don't sell information, and we only share it with the providers that run Omni for us, under contracts that require them to protect it:
| Provider | What for |
|---|---|
| Cloudflare | Hosting the website and storing your account and call records |
| ElevenLabs | The AI voice receptionist (answering and understanding calls) |
| Twilio | Phone numbers, connecting calls, and sending texts |
| Stripe | Taking payments and managing subscriptions |
| Resend | Sending emails (alerts, sign-in links, monthly summaries) |
| Slack | Internal alerts to our own team about sign-ups, enquiries and problems |
| Anthropic | Only if you use "Fill in my form with Omni AI" on the setup form |
| Only if a business connects Google Calendar: adding booking requests to it |
Some of these providers are based in, or use, the United States. Where information leaves the UK, it's protected by the UK's adequacy regulations or the standard contractual clauses approved for UK data. [CHECK: confirm the transfer mechanism for each provider.]
We may also share information if the law requires it.
8. Keeping it safe
Information is stored with our providers above and protected in transit. Dashboard links are private and can be reset if shared by mistake. Only the people who run Omni can see client information, and only to provide and support the service.
9. Your rights
Under UK data protection law you can ask us to:
- give you a copy of the information we hold about you,
- correct it if it's wrong,
- delete it, or stop or limit how we use it,
- move it to another service, where that applies,
- stop using it for any purpose based on your consent or our legitimate interests.
Email hello@yourbrand.co.uk. We'll reply within one month. If you rang one of our clients, see section 2: we'll pass your request to that business and help them respond.
10. Complaints
If you're unhappy with how we've handled your information, please tell us first and we'll try to put it right. You can also complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint or 0303 123 1113.
11. Changes
We'll update this page if anything changes, and email our clients about significant changes.