Privacy Notice

Last updated: 8 November 2026

1. Who we are

Samelo AI is a sole-trader business in the UK. For the personal data described in sections 2 to 4, Samelo AI is the data controller.

2. Data we collect as controller

Enquiries: the website's contact and quote forms don't store anything. They open your own email app with a message you can edit. When you email us we receive your name, email, phone number, business name and anything you tell us.
Customers: contact and billing details, the services you've ordered, payment records and the messages we exchange.
Website technical data: our hosting provider handles IP addresses, browser details and request logs so it can deliver the site and keep it secure.

3. Why we use it and our lawful bases

To reply to an enquiry or prepare a quote: legitimate interests, or the steps you've asked for before a contract.
To provide and bill for services: contract.
To keep accounting and tax records: legal obligation.
To keep the website secure and running: legitimate interests.
To send occasional marketing to business contacts: legitimate interests, in line with PECR. Every message lets you opt out.

We don't sell personal data, and we don't make decisions about you that are based solely on automated processing and that have legal or similarly significant effects.

4. Data we handle for our clients

Our services include the AI receptionist, website chatbot, lead follow-up and quote chasing, Google review requests, invoice chasing, booking systems and WhatsApp/Facebook auto-replies. Through them we handle data about our clients' own customers, such as call recordings and transcripts, messages, names, phone numbers, addresses and job details. For that data the client business is the controller and Samelo AI acts as its processor. We use it only on the client's written instructions, under a data processing agreement. If you've contacted one of our clients, their privacy notice applies, and requests about your data should go to them first. We'll help them respond.

5. Who we share data with

We use trusted service providers who process data on our behalf:

Website hosting, CDN and DNS: Cloudflare, Inc.
Email provider
AI voice, telephony, SMS and messaging providers
AI language-model providers, used to understand and reply to calls and messages
Calendar, booking and scheduling tools
Payment, accounting and banking providers

We may also share data with professional advisers, or where the law requires it.

6. International transfers

Some providers, including Cloudflare, may process data outside the UK, for example in the US or the EEA. Where they do, we rely on UK adequacy regulations (including the UK–US Data Bridge where the provider is certified) or the ICO's International Data Transfer Agreement or Addendum.

7. How long we keep it

Enquiries that don't lead to work: up to 12 months.
Customer and billing records: 6 years after the end of the tax year they relate to.
Client call and message data: as set out in the client's agreement. By default it is kept for up to 90 days, and it is deleted or returned when the service ends.
Hosting logs: as the hosting provider keeps them, usually a short period.

8. Your rights

Under UK GDPR you can ask to access your data, correct it, delete it, restrict or object to its use, or move it to someone else. You can also withdraw consent where we rely on it. Email [email protected]. We'll reply within one month.

9. Complaints

Please contact us first. You can also complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113.

10. Cookies

This website uses no analytics, advertising or tracking cookies, and it doesn't set any cookies of its own. Our hosting provider, Cloudflare, may set a strictly necessary security cookie to protect the site from abuse. Those cookies don't need consent.

11. Changes

We'll update this notice when our practices change. The date at the top shows the latest version.