Privacy Policy
1. Who we are
Lead Capture AI ("we", "us") provides AI-powered lead-capture software to businesses. This policy explains how we handle personal data. For privacy questions, contact us at the email address on our site.
2. The data we process
For our customers (the businesses who sign up), we process account details such as name, work email, company, and billing information. For the enquirers our customers capture through our tools, we process the contact and enquiry details those individuals submit (for example name, email, phone and message).
3. Our role
For customer account data we act as a data controller. For the lead/enquiry data captured on behalf of a customer, that customer is the controller and we act as their data processor, handling the data only on their instructions.
4. Calls answered by the AI receptionist
Many of our customers are tradespeople who divert the calls they miss to a number we provide. If you ring one of those numbers, an automated assistant answers on the business’s behalf. At the start of every call it tells you it is automated and that the call is recorded (or, where the business has switched recording off, transcribed) so the business can get back to you.
What is collected: your phone number, what you say on the call (as audio, where recorded, and as a written transcript), and the details you give — typically your name, the job, the postcode and the best number or email to reach you. A short automatic summary is made so the business can see what the call was about, and the business is sent a text with your name, the job and your number.
Why: so the business can call you back about the job you rang about. The business is the controller of this data; we process it for them (see section 3). The lawful basis is the business’s legitimate interest in responding to the enquiry you made. The assistant is instructed never to ask for card, bank or password details.
How long: by default recordings are deleted after 90 days and transcripts after 12 months; a business can choose shorter periods. Calls are never used to train AI models.
Your choices: you can hang up at any point, ask to leave a voicemail instead, or ask the business for a copy of, or to delete, your recording and transcript. If you would rather we contacted the business for you, use the contact form on our homepage.
5. How we use data
We use data to provide and secure the service, process payments, communicate with customers, and comply with our legal obligations. We do not sell personal data, and we do not use enquirer data for our own marketing.
6. Payments
Card payments are processed by Stripe. We do not store full card details on our servers; Stripe handles card data under its own terms and security standards.
7. Sub-processors
We rely on trusted providers to run the service: hosting (Vercel), database (Neon), email delivery (Resend), payments (Stripe), telephony, call recording and text messages (Twilio), and AI language processing for the receptionist and call summaries (Anthropic). Each is bound by appropriate data-protection terms, and none may use call content for its own purposes.
8. Cookies and analytics
Our own website sets only the cookies needed to make it work — for example keeping you signed in to your account. We do not use advertising or tracking cookies.
We use Google Analytics to understand how our marketing pages are found and used, and we ask before we do. The first time you visit, a small bar offers Accept or Decline. Nothing is stored on your device until you choose Accept. If you decline, or simply ignore it, Google Analytics runs in a cookieless mode: no analytics cookies or identifiers are placed on your device, you are not tracked between visits, and the measurements we receive are aggregated and cannot identify you. If you accept, Google sets its standard analytics cookies (_ga and _ga_*, which expire after two years) so it can tell a returning visitor from a new one. We never enable advertising or personalisation storage on this property, and IP addresses are anonymised. Google acts as our processor for this data. Your choice is remembered in your browser and you can change it at any time using the button below.
Analytics is not run on the signed-in application, on our customers’ embedded enquiry forms, or on booking and proposal pages belonging to our customers. If you would prefer not to be measured at all, browser “do not track” settings, private browsing or any standard content blocker will prevent it.
9. Retention
We keep personal data for as long as an account is active and as needed for legal, accounting or security purposes, after which it is deleted or anonymised.
10. Your rights
Under UK GDPR you have rights to access, correct, delete, restrict and port your personal data, and to object to certain processing. If your data was captured by one of our customers, please contact that business; we will assist them as their processor. Otherwise contact us and we will respond within the timeframes required by law.
11. Security
We use encryption in transit, access controls and other measures to protect data. No system is perfectly secure, but we work to safeguard the information entrusted to us.
12. International transfers
Where data is transferred outside the UK/EEA, we use appropriate safeguards such as standard contractual clauses.
13. Changes
We may update this policy and will post the revised version here with a new date.
Questions about this policy? Get in touch via the contact form on our homepage.