Privacy Policy
Privacy Policy
Last Updated: February 12, 2026
At RespondX AI, we are committed to protecting your privacy and ensuring the security of the data you entrust to us. This Privacy Policy explains how we collect, use, and safeguard your information when you use our AI automation services.
1. Information We Collect
We collect information that you provide directly to us and data generated through your use of our automation software:
Contact Information: Name, email address, and phone number.
Payment Information: Processed securely via Stripe (we do not store full credit card details on our servers).
User Inputs & Communications: Transcripts of AI-handled calls, messages, and calendar bookings.
Business Data: Information provided to train or configure the AI to your specific business needs.
2. How We Use Your Data
RespondX AI uses your data primarily to provide and optimize our AI automation services. Specifically:
Service Delivery: To manage automated calls, messaging, and scheduling.
Business Enhancement: Analyzing conversation data to improve the efficiency and accuracy of the AI for your specific business use case.
Operational Support: To provide customer service and technical troubleshooting.
3. AI Processing and Data Handling
As an AI-driven agency, we utilize advanced language models to process your data:
Service Providers: We utilize OpenAI, Gemini (Google), and Twilio to facilitate communication and intelligence.
Training: We use your inputs to enhance the performance of the AI within your specific instance. We do not sell your data to third parties for their own model training.
Automated Decision-Making: Our AI performs automated tasks (e.g., booking a calendar slot based on user availability). By using our service, you acknowledge that the AI interacts with your customers autonomously.
4. Third-Party Services & Data Storage
We integrate with industry-leading platforms to ensure high-quality service:
Data Infrastructure: All data is managed and stored via GoHighLevel.
Communications: Voice and SMS traffic is routed through Twilio.
AI Intelligence: Processing is handled by OpenAI and Gemini.
Payments: All financial transactions are secured by Stripe.
Note on Data Transfers: While RespondX AI is based in the UK, our third-party providers may process data on a global scale. We ensure these providers adhere to strict data protection standards equivalent to UK law.
5. Data Security
We take data protection seriously. All data managed by RespondX AI is:
Encrypted at rest (while stored on servers).
Encrypted in transit (while being sent between your device and our systems).
6. Data Retention
We retain your personal information only for as long as your account remains active or as needed to provide you with our services. Upon termination of your service, we will securely delete or anonymize your data, unless legal obligations require us to retain it longer.
7. Your Rights
Under the UK GDPR, you have the following rights regarding your data:
Access & Portability: Request a copy of the data we hold about you.
Correction: Request that we fix inaccurate information.
Deletion: Request that we erase your personal data ("Right to be Forgotten").
Withdrawal of Consent: You may opt-out of certain data processing at any time.
To exercise any of these rights, please contact us at [email protected].
8. Contact Us
For any questions regarding this Privacy Policy or our data practices, please reach out to our privacy team:
RespondX AI
Paisley, Scotland
Email: [email protected]