Privacy Policy

1. Data Controller

WHOZA AI LTD is the data controller for personal information processed through our AI revenue system for UK tradespeople. We are registered with the Information Commissioner's Office (ICO) and process data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. What Data We Collect

When you use whoza.ai's AI call handling service, we collect and process the following categories of data:

• •Call recordings and transcripts: Voice calls answered by our AI agents (Katie/Mark) are recorded and transcribed for quality, training, and service delivery purposes. Callers are notified at the start of each call that the interaction is being recorded and processed by AI.
• •Caller information: Phone numbers, names, addresses, postcodes, and job details shared during the conversation.
• •Business profile data: Your company name, trade type, service area, operating hours, pricing, and business rules used to train your AI agent.
• •Usage data: Call volumes, minute usage, enquiry outcomes, and dashboard analytics.
• •WhatsApp/SMS delivery data: Messages sent to your phone containing enquiry summaries.
• •Payment information: Billing details processed securely through Stripe. We do not store full card numbers.

3. How We Use Your Data

• •To answer calls on your behalf using AI voice technology
• •To send qualified enquiries to your WhatsApp or SMS
• •To generate review requests after completed jobs (Claire)
• •To analyse competitor data and provide growth recommendations (Rex)
• •To train and improve our AI models (using anonymised data where possible)
• •To track usage for billing and subscription management

4. AI Processing Disclosure

Whoza.ai uses artificial intelligence to process voice calls, transcribe conversations, and generate responses. Our AI agents (Katie and Mark) are powered by third-party voice AI infrastructure. All AI processing occurs within UK/EU data centres or jurisdictions with adequate data protection safeguards. Callers are informed at the start of each call that they are speaking with an AI assistant and that the call is recorded.

5. Data Security

We implement appropriate technical and organisational measures to protect your data, including encryption in transit (TLS 1.3) and at rest, access controls, regular security audits, and staff training. Our infrastructure is SOC 2 Type II certified and we maintain strict data separation between client accounts.

6. Data Retention

• •Call recordings: Retained for 90 days from the date of the call, after which they are automatically deleted. You can request earlier deletion at any time.
• •Call transcripts and metadata: Retained for 2 years for billing, dispute resolution, and service improvement purposes.
• •Business profile data: Retained for the duration of your subscription plus 6 months after cancellation.
• •Payment records: Retained for 7 years in accordance with UK tax regulations.

7. Your GDPR Rights

Under UK GDPR, you have the following rights regarding your personal data:

• •Right to access: Request a copy of your personal data
• •Right to rectification: Correct inaccurate or incomplete data
• •Right to erasure: Request deletion of your data ("right to be forgotten")
• •Right to restrict processing: Limit how we use your data
• •Right to data portability: Receive your data in a structured format
• •Right to object: Object to processing based on legitimate interests

To exercise any of these rights, contact us at [email protected] or via WhatsApp at +44 7463 141750. We will respond within 30 days.

8. Cookies and Tracking

We use essential cookies for site functionality and analytics cookies to understand how visitors use our website. We do not use third-party marketing cookies. You can manage cookie preferences through your browser settings. For analytics, we use privacy-focused tools that do not track individual users across sites.

9. Third-Party Processors

We use carefully selected third-party services to deliver whoza.ai:

• •Voice AI infrastructure: Trillet.ai (voice processing, call handling)
• •Payments: Stripe (billing and subscription management)
• •Database: Supabase (secure data storage)
• •Hosting: Netlify (website and application hosting)
• •WhatsApp Business API: Meta (message delivery)

All third-party processors are GDPR-compliant and bound by data processing agreements that ensure your data is handled securely and only for specified purposes.

10. Contact Us

For privacy-related questions, data subject requests, or concerns about how we handle your information, contact:

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. We will notify you of significant changes via email or through your dashboard. The "Last updated" date at the top of this page indicates when the policy was last revised.