Privacy Policy

1. Who We Are

Helping Hand AI is a trading name of WeareCreators, operated by John Weare, based in the United Kingdom.

Data Controller: WeareCreators (John Weare)
Contact: info@wearecreators.co.uk
Website: helpinghandai.co.uk

For all data protection enquiries, please contact us at info@wearecreators.co.uk.

2. What Data We Collect

2.1 Website Visitors

When you visit helpinghandai.co.uk, we may collect:

• IP address (anonymised where possible)
• Browser type and version
• Pages visited and time on site
• Referring website

This data is collected automatically and is used solely for understanding how our website is used and improving it.

2.2 Contact Form Submissions

When you submit our contact form, we collect:

• Your name
• Your email address
• Your phone number (if provided)
• Your business name (if provided)
• The content of your message

2.3 Business Clients (Service Users)

When a business signs up to use the Helping Hand AI service, we collect and process:

• Business name, address, phone number, website
• Manager name and email address
• Business knowledge base content (menus, hours, policies etc.)
• Billing information (processed securely via Stripe — we do not store card details)

2.4 Call Data (End Callers)

When a member of the public calls a business using the Helping Hand AI service, we may collect and process:

• Caller's telephone number
• Audio recording of the call (with consent — see Section 5)
• Transcript of the conversation
• Duration of the call
• Date and time of the call
• Any personal information voluntarily shared during the call (name, booking details etc.)

3. How We Use Your Data

We use the data we collect for the following purposes:

• Providing the service: Processing calls, generating transcripts, sending post-call reports to business managers
• Responding to enquiries: Replying to contact form submissions and general communications
• Billing and account management: Processing subscription payments via Stripe
• Improving the service: Analysing call patterns and knowledge gaps to improve AI performance
• Legal compliance: Maintaining records as required by law
• Safety: Detecting and preventing fraud or abuse

4. Legal Basis for Processing

Under UK GDPR, we process personal data under the following lawful bases:

• Contract performance: Processing necessary to provide the service to business clients
• Legitimate interests: Website analytics, improving our service, fraud prevention
• Consent: Call recording (callers are informed and given opportunity to object)
• Legal obligation: Where processing is required by law

5. Call Recording & Consent

All calls handled by Helping Hand AI may be recorded for quality and training purposes. At the start of every call, our AI receptionist provides the following notice:

Callers who do not wish to be recorded may end the call at this point. Continued engagement with the call constitutes implied consent to recording under UK GDPR and the Regulation of Investigatory Powers Act 2000 (RIPA).

Call recordings are:

• Stored securely with access limited to the relevant business manager and WeareCreators
• Retained for a maximum of 12 months unless a legal requirement necessitates longer retention
• Accessible to callers upon request (see Your Rights, Section 8)

6. Data Sharing

We do not sell, rent, or trade your personal data. We share data only in the following circumstances:

6.1 Service Providers

We use the following trusted third-party service providers who process data on our behalf under data processing agreements:

• OpenAI — AI conversation processing (USA, with Standard Contractual Clauses)
• ElevenLabs — Voice synthesis (USA, with Standard Contractual Clauses)
• Twilio Inc. — Telephony and call routing (USA, with Standard Contractual Clauses)
• Stripe Inc. — Payment processing (USA, with Standard Contractual Clauses)
• SendGrid (Twilio) — Email delivery (USA, with Standard Contractual Clauses)

6.2 Legal Requirements

We may disclose personal data where required by law, court order, or to protect the safety of individuals.

6.3 Business Clients

Call transcripts, recordings and summaries are shared with the relevant business manager as part of the core service. These businesses are independent data controllers in respect of their customers' data.

7. Data Retention

We retain personal data for as long as necessary for the purpose it was collected:

• Call recordings: 12 months from date of call
• Call transcripts and summaries: 24 months from date of call
• Business account data: Duration of subscription plus 6 months after termination
• Contact form submissions: 12 months
• Billing records: 7 years (UK legal requirement)

8. Your Rights

Under UK GDPR, you have the following rights:

• Right of access: Request a copy of the personal data we hold about you
• Right to rectification: Request correction of inaccurate data
• Right to erasure: Request deletion of your data ("right to be forgotten")
• Right to restriction: Request that we limit how we use your data
• Right to portability: Request your data in a portable format
• Right to object: Object to processing based on legitimate interests
• Right to withdraw consent: Where processing is based on consent

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

9. Cookies

Our website uses minimal cookies:

• Essential cookies: Required for the website to function correctly. No consent required.
• Analytics cookies: Used to understand how visitors use the site. You may disable these in your browser settings.

We do not use advertising or tracking cookies.

10. Security

We take the security of your personal data seriously. We implement appropriate technical and organisational measures including:

• HTTPS encryption on all web traffic
• Encrypted data storage
• Access controls limiting who can view personal data
• Regular security reviews

In the event of a data breach that poses a risk to individuals, we will notify the Information Commissioner's Office (ICO) within 72 hours and affected individuals without undue delay.

11. International Transfers

Some of our third-party service providers are based outside the UK and European Economic Area (EEA), notably in the United States. Where data is transferred internationally, we ensure appropriate safeguards are in place, including Standard Contractual Clauses approved by the UK Information Commissioner's Office.

12. Children's Privacy

Our service is not directed at children under the age of 13. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us and we will delete it promptly.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify business clients of material changes by email. The "Last updated" date at the top of this page will always reflect the most recent version. Continued use of our service after changes constitutes acceptance of the updated policy.

14. How to Complain

If you are unhappy with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

• Website: ico.org.uk
• Phone: 0303 123 1113
• Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

We would, however, appreciate the chance to address your concerns directly before you contact the ICO. Please email us at info@wearecreators.co.uk first.

15. Contact Us

For any questions about this Privacy Policy or how we handle your data, please contact:

WeareCreators (John Weare)
Email: info@wearecreators.co.uk
Website: helpinghandai.co.uk