1. Who We Are

This Privacy Policy explains how Orvanti AI Ltd (“we”, “our”, “us”) collects, uses, and protects your personal data when you visit our website, contact us, or use our AI receptionist and automation services.

Company name: Orvanti AI Ltd
Registered in: United Kingdom
Website: www.orvanti.ai
Email: admin@orvanti.ai

We are committed to protecting your personal data and your privacy in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. What Data We Collect

We collect only the data necessary to operate our services effectively. This includes:

A. From Website Visitors

• Name, email address, and contact details (if you complete a form).

• Technical data (IP address, browser type, time zone, device info).

• Cookie data for analytics and website performance.

B. From Clients (Businesses We Work With)

• Business contact information (name, email, phone).

• Billing and payment information (for service contracts).

• Account details for service setup and configuration.

C. From Callers to Our AI Receptionist Systems

When calling a business that uses Orvanti AI’s technology, the following may be collected:

• Audio recordings and transcripts of calls (where enabled).

• Names, phone numbers, and appointment details for booking or message purposes.

We do not request or store medical, financial, or other sensitive personal data, unless it is explicitly required for administrative purposes and permitted by law.

3. How We Use Your Data

We use your personal data only for the purposes it was collected for, including:

• Providing AI receptionist and call automation services.

• Managing and confirming appointments or bookings.

• Responding to enquiries and providing customer support.

• Improving the accuracy, reliability, and quality of our AI systems.

• Managing billing, payments, and contracts.

• Meeting legal and regulatory obligations.

We do not use caller data to train public AI models or for marketing purposes.

4. Legal Basis for Processing

We process personal data under the following lawful bases:

• Legitimate Interests – managing business communications, calls, and bookings.

• Contractual Necessity – fulfilling our agreements with clients.

• Consent – for optional cookies or marketing communications.

For callers, processing is limited to what is required to manage appointments or respond to messages on behalf of our clients.

5. How We Share Data

We may share limited personal data with trusted service providers (sub-processors) that help us deliver our services, such as:

• Telephony and AI platforms (e.g., Twilio, Vapi, Azure OpenAI).

• Hosting and data storage providers (UK/EU servers where possible).

• Payment processors (for client billing).

All partners operate under strict data protection agreements and security obligations.

We do not sell or rent personal data to third parties.

6. International Transfers

If data is transferred outside the UK (for example, when using US-based service providers), we ensure appropriate safeguards such as:

• Standard Contractual Clauses (SCCs) or

• The UK International Data Transfer Addendum.

These ensure your data remains protected under UK GDPR standards.

7. Data Retention

We retain personal data only for as long as necessary:

• Call recordings and transcripts: up to 30 days, unless needed for service review or client audit.

• Client records: for the duration of the contract + 12 months.

• Website analytics: anonymised and retained for up to 14 months.

After this period, data is securely deleted or anonymised.

8. Data Security

We use industry-standard technical and organisational measures to protect your data, including:

• Encryption in transit and at rest.

• Access controls and authentication.

• Regular audits and data deletion schedules.

• Secure UK or EU-based data hosting where possible.

9. Your Data Rights

Under the UK GDPR, you have the right to:

• Access the personal data we hold about you.

• Request correction or deletion of your data.

• Object to processing or request restriction.

• Withdraw consent (where applicable).

• Lodge a complaint with the Information Commissioner’s Office (ICO).

To exercise any of these rights, contact admin@orvanti.ai

10. Call Recording Notice

Some calls managed by Orvanti AI systems may be recorded and transcribed for quality, training, or booking verification purposes.
All callers are informed at the start of the call that:

“This call may be recorded and handled by our AI assistant to help manage your appointment.”

Recordings are stored securely and automatically deleted after the defined retention period.

11. Updates to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website, with the effective date clearly shown.

12. Contact Us

If you have any questions about this policy or how we handle your data, please contact:

Orvanti AI Ltd
Email: admin@orvanti,ai
Registered in the United Kingdom