Privacy Policy

Effective date: 30 June 2026 Data controller: Optivance Ltd, a company registered in England and Wales (company number [Companies House number]), registered office: [registered office address].

This Privacy Policy explains how Optivance Ltd ("Optivance", "we", "us") collects and processes personal data. It should be read alongside our Cookie Policy and Terms of Service.

1. Who we are

Optivance Ltd is a company registered in England and Wales and acts as a data controller for the personal data described in this policy. Where we process your customer content on your behalf, we act as a data processor under our Data Processing Agreement. For data protection enquiries, contact privacy@optivance.co.uk.

2. Personal data we collect

Account data, usage data, customer content (including call transcripts, messages, bookings, and caller contact details), technical data, communications, and billing data — as described on our Privacy page.

3. How we use personal data and lawful bases

We process personal data to provide the service (contract); to secure and improve it and prevent abuse (legitimate interests); to comply with law (legal obligation); and, for optional analytics, with your consent. You can withdraw consent at any time.

4. Sharing and sub-processors

We share personal data only with vetted sub-processors who help us deliver the service — Google Cloud (hosting), Anthropic (AI), Stripe (payments), and Twilio (voice and SMS) — each bound by appropriate data protection terms. A current list is available on request. We do not sell personal data.

5. International transfers

Customer data is stored in the United Kingdom. Where a sub-processor is outside the UK/EEA, we use appropriate safeguards: the UK IDTA, the UK Addendum to the EU SCCs, or transfers to countries covered by a UK adequacy decision.

6. Retention

We retain personal data only as long as necessary for the purposes set out, 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.

7. Your rights

You have rights of access, rectification, erasure, restriction, portability, and objection, and rights relating to automated decision-making. To exercise these, contact privacy@optivance.co.uk. You may complain to the ICO (ico.org.uk).

8. Security

We implement appropriate technical and organisational measures, described on our Security page.

9. Children

The service is intended for businesses and is not directed at children under 18; we do not knowingly collect their data.

10. Changes

We may update this policy and will post the revised version with a new effective date.

11. Contact

Optivance Ltd, [registered office address]. Email: privacy@optivance.co.uk.