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Effective:
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1. What this Privacy Policy covers
This policy applies to:- Visitors to our website (intavia.ai)
- Users who interact with our online AI Receptionist demo widget
- Individuals who submit contact forms or enquiries
- Individuals who communicate with us by email or phone
2. Personal data we collect
We collect the following categories of data depending on how you interact with us.2.1 Information you provide voluntarily
- First name
- Last name
- Email address
- Business or contact details
- Any information you submit through forms
- Audio generated during the website AI demo
- AI-generated transcripts of demo calls
2.2 Automatically collected data (“Usage Data”)
- IP address
- Browser and device type
- Pages visited
- Time spent on pages
- Technical and diagnostic information
- Cookies and similar tracking technologies
2.3 AI Demo–Specific Data
If you initiate a demo call on our website, we collect:- Audio of your call
- AI-generated transcript
- Session metadata including timestamps, call duration, and technical information
3. How and why we use your data
We process personal data for the purposes set out below, each with a lawful basis under UK/EU GDPR.| Purpose | Description | Lawful Basis |
|---|---|---|
| Provide our website and services | To operate, maintain, and deliver the website and online features. | Legitimate interests (running and improving our services) |
| Respond to enquiries or requests | To reply to messages and handle contact requests. | Legitimate interests (communicating with users) |
| Provide the website AI Receptionist demo | To enable audio interactions and return demo responses. | Legitimate interests (offering and evaluating interest in our services) |
| Improve the performance and quality of the demo | To troubleshoot issues, analyse interactions, and enhance the demo experience. | Legitimate interests (service improvement) |
| Maintain security and prevent fraud | To secure the website and detect abusive or harmful behaviour. | Legitimate interests (ensuring platform integrity) |
| Comply with our legal obligations | To meet regulatory, tax, or record-keeping requirements. | Legal obligation |
4. AI Demo / Website Widget Call Processing
4.1 What we collect
When you use our AI demo widget, we process:- Your voice/audio
- AI-generated transcript
- Call/session metadata
- Any information you verbally provide
4.2 How we use demo call data
We use this data to:- Provide the AI demo functionality
- Diagnose performance issues
- Improve demo accuracy and responsiveness
- Respond if you request a follow-up
- Maintain system safety and prevent abuse
4.3 AI Output Behaviour
Our AI receptionist uses machine-learning models that may:- Misinterpret speech
- Generate inaccurate or fictional responses (“hallucinations”)
- Incorrectly infer personal information
- Produce synthetic or approximate language outputs
AI hallucination alone is not a Personal Data Breach unless caused by a security incident.
4.4 Lawful basis for demo processing
- Legitimate Interests (Article 6(1)(f)) — providing and improving the demo
- Consent — only when you explicitly request follow-up communication or marketing
4.5 Third-party processors used for the demo
Demo interactions may be processed by:- AWS (EU – London) — hosting and infrastructure
- Sentry (EU) — error monitoring
- Datadog (EU) — performance monitoring
- ElevenLabs (US) — speech processing and audio storage
4.6 International transfers
Where demo data is processed outside the UK/EU, we use appropriate safeguards such as:- Standard Contractual Clauses (SCCs)
- UK International Data Transfer Addendum (IDTA)
- Additional technical and organisational measures
4.7 Demo data retention
We retain demo audio and transcripts for: 30-90 days. After this period, they are permanently deleted. This retention applies only to the website demo widget. Customer platform data may follow different retention periods under the DPA.4.8 Your rights regarding demo data
You may request:- Access to your demo call audio or transcript
- Deletion
- Correction of transcript inaccuracies
- Restriction or objection to processing
- Data portability (where applicable)
5. Cookies and tracking technologies
We use cookies and similar technologies to:- Operate essential website functions
- Maintain security
- Understand website usage (if you consent to analytics cookies)
6. How long we keep your data
Retention depends on the type of data:- Website form submissions: 12–24 months
- AI demo call data: 30-90 days
- Technical logs: 30–180 days
- Email correspondence: as long as necessary to respond
- Customer platform data: defined in the DPA
7. Your GDPR rights
Under UK and EU GDPR, you have the right to:- Access your personal data
- Correct inaccurate or incomplete data
- Request deletion (“right to be forgotten”)
- Restrict or object to processing
- Request data portability
- Withdraw consent (where processing is based on consent)
- File a complaint with a supervisory authority
8. Security
We use appropriate technical and organisational measures to protect personal data, including:- Encryption in transit (TLS)
- Role-based access controls and MFA
- Secure cloud hosting (AWS)
- Logging and monitoring (Sentry, Datadog)
- Vulnerability scanning and dependency monitoring
- Abuse and rate-limit protections
9. Changes to this policy
We may update this Privacy Policy from time to time. When we make material changes, we will update the “Last updated” date and may provide additional notice where appropriate.10. Contact us
If you have any questions about this Privacy Policy or how we process your data: Email: loic@intavia.aiController: Intavia LTD
Registered address:
Charilaou Xyloforou 13
Agios Athanasios, 4103
Limassol, Cyprus