Deputify Privacy Notice

1. Who we are

AIFirst Technologies operates Deputify. This notice covers personal information handled through our website and service, including information about website visitors, prospective customers, business customers and callers.

Contact us at hello@deputify.online.

2. Information we process

Depending on how Deputify is configured and used, we may process:

• Names and contact details, including telephone numbers.
• Addresses, locations, enquiry and service details, problem descriptions, urgency information and preferred appointment or visit times.
• Information provided during telephone conversations, transcripts and structured information generated from calls.
• Service, call and technical information, including call identifiers, timestamps, business identifiers and information needed to operate, secure and troubleshoot Deputify.

When you contact us or request a trial through the website, we may process your name, email address, telephone number and other information you choose to provide.

Callers should avoid sharing unnecessary information. Depending on what a caller says, a conversation may contain additional personal or sensitive information.

3. Why we use information and our role

Website and trial enquiries

We use information from website or other direct enquiries to respond, contact prospective customers, understand their requirements, and arrange and support a Deputify trial.

Where applicable, this processing is necessary to take steps at the person's request before entering into a contract. For business-to-business enquiries where that basis does not apply, we may rely on our legitimate interests in responding to enquiries about our services and developing customer relationships.

Operating our website and service

We may process appropriate information to operate and maintain our website and service, provide support, secure and troubleshoot them, prevent misuse, understand general website usage, make improvements and meet applicable legal or regulatory obligations.

Where we rely on legitimate interests, our relevant interests are operating, securing, improving and understanding the use of Deputify and our website, and protecting our business and services against misuse. Where processing is necessary to comply with a legal obligation, that obligation may be the applicable basis. The basis depends on the activity.

Caller information and business customers

When Deputify handles a call on behalf of a business customer, that business will generally be the controller of the caller information processed for providing its call-handling service. AIFirst Technologies processes that information on the business customer's behalf, subject to the applicable data-processing terms.

Where we process information for our own separate purposes, such as appropriate service security, business administration or legal obligations, the relevant lawful basis applies to that processing.

4. AI, calls and transcription

Deputify uses AI and automated technologies to understand and respond to callers and capture useful enquiry information. Conversations are transcribed and processed to produce summaries or structured information for the business.

Persistent audio call recording is not part of the current Deputify configuration. AI-generated information may be imperfect. Business customers remain responsible for reviewing information where appropriate and making their own business decisions.

5. Who receives information and international processing

Captured enquiry information and notifications may be sent to the relevant business customer or its designated users. We may also share information as necessary to provide Deputify, use technology providers, comply with law, protect the service or respond to legitimate legal or security requirements. We do not sell personal data as a business model.

We use established third-party technology providers for voice processing, transcription, AI processing, automation, communications, website and form processing, hosting and data storage. Providers process information to provide their services to us or, where applicable, under their own terms and privacy arrangements.

We seek to use reputable providers and apply appropriate contractual, technical and organisational measures. We maintain an internal provider record; where applicable, customers may receive further provider or subprocessor information on request or through contractual documentation.

Providers operate in different countries, so information may be processed or stored outside the UK or European Economic Area. Where applicable law requires international-transfer safeguards, we use appropriate mechanisms, such as adequacy arrangements, standard contractual clauses or other legally recognised measures. You can contact us at hello@deputify.online for further information about the safeguards relevant to international transfers.

We use privacy-sensitive website analytics to understand general activity, such as page views, visitor trends, traffic sources and general location information. Our current analytics are generated from server-side website traffic information rather than client-side analytics tracking cookies. We use this information to understand website usage and improve our website and marketing.

6. How long we keep information

We keep information only for as long as reasonably necessary for its purpose, including providing Deputify, maintaining business and security records, resolving issues and meeting legal or contractual obligations.

Retention varies with the information type, service configuration and relevant provider arrangements. We periodically review whether information is still needed and seek to avoid unnecessary retention.

7. Your privacy rights

Depending on applicable law and circumstances, you may have rights to access, correct or delete your information, restrict or object to processing, receive information through data portability, and rights relating to certain automated processing.

Where we rely on legitimate interests, you may have the right to object to that processing.

If your request concerns information we process on behalf of a business customer, that business will generally handle the request. We provide reasonable assistance as required by our contractual arrangements and applicable law.

You may also have the right to complain to the UK Information Commissioner's Office (ICO) or another applicable data-protection authority.

8. Security, contact and changes

We use reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration or disclosure, and limit access according to operational needs. No internet-based service can guarantee absolute security.

For privacy questions or requests, contact hello@deputify.online.

We may update this notice as Deputify, our providers, legal requirements or privacy practices change. The latest version will be available through this website or another appropriate Deputify or AIFirst Technologies channel.