Effective Date: 1st January 2025

This Privacy Policy (“Policy”) is established by MIDPEI LTD, trading as XCallBot (“Company”, “we”, “us”, or “our”), a company registered in England and Wales with company number 12563950 and registered office at 86-90 Paul Street, London, England, EC2A 4NE. This Policy governs the collection, use, processing, storage, disclosure, and protection of information obtained from users (“you” or “your”) of our website (www.xcallbot-com-329732.hostingersite.com) and services (collectively, the “Services”).

By accessing or using our Services, you consent to the practices described in this Policy. This Policy is incorporated into our Terms and Conditions.

1. Information Collection

We collect:

  • Personal identifiers: name, phone number, email address, IP address.
  • Call and text data: call recordings, transcripts, SMS logs.
  • Usage and device data: browser type, OS, referring URLs, time/date stamps.
  • Voice data: if you use voice cloning, we store your voice sample securely.
  • Cookies and tracking data: used for analytics, preferences, and security.

1.1 Legal Basis for Processing

We process your data based on:

  • Contract performance (delivering our services)
  • Legitimate interests (improving services, security)
  • Consent (marketing communications, voice cloning)
  • Legal obligation (regulatory compliance)

1.2 Cookies and Tracking

We use:

  • Essential cookies for core functionality
  • Analytics cookies (e.g., Google Analytics) to improve service usage insights
  • Marketing cookies (where applicable) — require consent
  • You can manage preferences via browser settings or by contacting us.

1.3 Call Recording Notice

  • All calls may be recorded for quality and training
  • You are responsible for informing callers if required
  • Recordings are encrypted and access-controlled
  • Callers may request deletion of their recordings

2. Use of Information

We use your data to:

  • Deliver and improve our Services
  • Manage customer accounts
  • Schedule appointments
  • Send texts, confirmations, and notifications
  • Analyze performance and trends
  • Train AI to better serve you (anonymized where applicable)

3. Data Sharing and Disclosure

We do not sell your personal information. We may share data with:

  • Service providers assisting in operations, including:
    • Cloud hosting (UK/EU-based)
    • AI processors (e.g., OpenAI, ElevenLabs — anonymized)
    • CRM/calendar integrations (e.g., Google, Zapier)
    • Analytics (e.g., Google Analytics)
    • Payment processors (e.g., Stripe)
  • Authorities if legally required
  • Partners for analytics (aggregated or anonymized only)

4. Your Rights

You have the right to:

  • Access, correct, or delete your data
  • Request data portability
  • Object to certain processing activities
  • Withdraw consent at any time

To exercise rights, email: privacy@xcallbot.com

5. Data Retention and Security

5.1 Data Retention Periods

  • Account data: retained during active subscription + 3 years
  • Call recordings: retained for 2 years unless deleted earlier
  • Voice samples: retained until account deletion
  • Marketing data: retained until consent is withdrawn

5.2 Data Breach Response

  • We notify the ICO within 72 hours of a breach
  • Users will be informed if their rights are at high risk
  • Incident response and mitigation procedures are in place

We use encryption, access controls, and secure servers to protect your data.

6. International Transfers

Your data may be transferred to and processed in countries outside the UK where we or our providers operate, subject to appropriate safeguards (e.g., Standard Contractual Clauses).

7. Children’s Privacy

Our Services are not intended for children under 16. We do not knowingly collect their data.

8. Changes to this Policy

We may update this Policy from time to time. Significant changes will be notified on our website or via email.

9. Contact

For privacy-related questions:

Email: privacy@xcallbot.com
Company Name: MIDPEI LTD
Registered Address: 86-90 Paul Street, London, England, EC2A 4NE
Company Number: 12563950

By using our Services, you agree to the terms outlined in this Privacy Policy.