Privacy

Privacy at Optivance

We handle personal data responsibly and transparently. This page explains, in plain terms, what we collect and why. Our full Privacy Policy is the legally binding version.

What data we collect

• Account data: name, email, organisation, and authentication details.
• Usage data: how you interact with the service, used for security and product improvement.
• Customer content: the data you and your callers create — call transcripts, messages, bookings, and contact details.
• Technical data: IP address, device and browser information, and cookies.
• Billing data: processed by Stripe; we do not store full card numbers.

Why we collect it

We process personal data to provide and secure the service, authenticate users, answer calls and capture bookings on your behalf, provide support, comply with legal obligations, prevent fraud and abuse, and improve the product. Each purpose is supported by a lawful basis under the UK GDPR — typically contract, legitimate interests, consent, or legal obligation.

How data is stored

Data is hosted on Google Cloud Platform in the London region (europe-west2), encrypted in transit with TLS 1.3 and at rest with AES-256, with access restricted on a least-privilege basis.

Data retention

We keep personal data only as long as necessary for the purposes described, or as required by law. Account data is retained for the life of the account plus 30 days; backups expire on a 35-day cycle.

Cookies

We use strictly necessary cookies to run the service and, with your consent, privacy-focused analytics cookies to understand usage. You can manage your preferences at any time — see our Cookie Policy.

Analytics

We use privacy-focused analytics, configured to anonymise IP addresses and to respect your consent choices. We do not sell analytics data.

Third-party providers

We rely on a small set of vetted sub-processors: Google Cloud (hosting), Anthropic (AI processing), Stripe (payments), and Twilio (voice and SMS). Each is bound by data protection terms, and we notify customers in advance of material changes.

Data deletion

You can delete data within the product and request full erasure of your personal data by contacting privacy@optivance.co.uk. We action valid requests within the statutory timeframe.

Data export

You can export your data at any time in a structured, machine-readable format, from your account or via our API.

Your rights under UK GDPR

You have the right to be informed; to access your data; to rectify inaccurate data; to erase data; to restrict processing; to data portability; to object to processing; and rights relating to automated decision-making. To exercise any right, contact privacy@optivance.co.uk. You also have the right to complain to the ICO at ico.org.uk.

International data transfers

Customer data is stored in the United Kingdom. Where a sub-processor is based outside the UK or EEA — for example our AI, payment, and telephony providers in the United States — those transfers are protected by the UK International Data Transfer Agreement (IDTA) or the UK Addendum to the EU Standard Contractual Clauses.