Privacy Policy

Privacy Policy (ARKIVE AGENCY)

Effective date: 21 February 2026

ARKIVE AGENCY (“we”, “us”, “our”) respects your privacy. This Privacy Policy explains how we collect, use, store, and share personal data when you visit arkiveagency.com, book a call, or use our services (including AI services, chatbots, voice agents, and SMS automations).

1) Who we are (Data Controller)

Business name: ARKIVE AGENCY
Address: 18 Magnolia Drive, NE5 3QG, Newcastle upon Tyne, United Kingdom
Privacy email: [email protected]
Website: arkiveagency.com

For UK GDPR purposes, ARKIVE AGENCY is the data controller for personal data collected via our website and booking processes. For client service delivery, we may act as a processor (processing personal data on a client’s instructions) and/or a controller depending on the service.

2) Who this policy applies to

This Privacy Policy applies to:

website visitors

people who book calls or contact us

clients and client representatives

end users whose personal data may be processed through systems we build or manage for clients

3) Personal data we collect

A) Data you provide to us

We may collect:

Contact details: name, email address, phone number

Business details: company name and related information you provide

Booking/enquiry details: information you submit via forms, calendar bookings, or messages

Client service content (“Client Data”): information you provide so we can deliver AI services (e.g., scripts, FAQs, workflows, datasets, documents, and other business content)

B) Data processed through AI systems (logs, chats, voice, SMS)

If you use AI chat/voice/SMS systems we provide, we may process and store:

Chat logs and conversation content (messages and AI responses)

Voice call data, including call recordings, transcripts, call metadata (time, duration), and related logs

SMS content and delivery logs

Files/media submitted through AI systems (where applicable)

C) Data collected automatically (cookies/technical data)

We use essential cookies required for the website and booking system to operate. We may also collect basic technical data such as IP address, browser type, device information, and timestamps for functionality and security.

D) Payments

If you purchase services, payments are processed by Stripe. We do not store full card details on our systems.

4) How we use your personal data (and lawful bases)

We use personal data only where UK GDPR allows. Our lawful bases typically include: contract, legitimate interests, legal obligation, and consent (where required).

We use your data to:

Provide and manage our Services (AI services, chatbots, voice agents, SMS automations) and provide support.
Lawful basis: Contract and/or Legitimate Interests.

Respond to enquiries and manage bookings, including scheduling calls and communicating with you.
Lawful basis: Legitimate Interests and/or Contract.

Process payments and manage billing (via Stripe) and keep required financial records.
Lawful basis: Contract and Legal Obligation.

Operate, maintain, and secure our systems, including troubleshooting, monitoring, quality assurance, and preventing misuse.
Lawful basis: Legitimate Interests.

Store and review chat logs, voice recordings, transcripts, and SMS logs to operate the service, provide support, improve reliability, and handle disputes/compliance issues where necessary.
Lawful basis: Contract and/or Legitimate Interests.
Where consent is required for call recording under applicable law, appropriate notice will be provided (by us and/or our clients depending on the setup).

Create anonymised demo agents/examples to showcase our work, only where personal data and confidential details are removed.
Lawful basis: Legitimate Interests.

Marketing (if introduced in future) such as newsletters or promotions. You can opt out at any time.
Lawful basis: Consent (where required) and/or Legitimate Interests (where permitted).

5) AI services and training

We may use Client Data and end-user interaction data to configure and operate AI systems for the purposes of delivering the Services.

We do not sell personal data.

We do not use personal data to train a general-purpose AI model owned by ARKIVE AGENCY unless we clearly tell you and have a lawful basis (and where required, a choice such as consent).

6) Who we share personal data with

We may share personal data with trusted service providers (“processors”) only as needed to deliver and operate our Services, including:

GoHighLevel (CRM, forms, calendar booking, communications and hosting features)

Stripe (payments and invoicing)

Twilio (voice/SMS, where enabled)

AI providers used to deliver the AI service (e.g., OpenAI, Anthropic, where enabled)

We may also share information with professional advisers (legal/accounting) or authorities/regulators where required by law.

7) International transfers

Even if we operate in the UK, some providers may process or store data outside the UK depending on their infrastructure. Where international transfers occur, we rely on appropriate safeguards such as the UK IDTA and/or the UK Addendum to EU SCCs, or other lawful mechanisms recognised under UK GDPR.

8) Data retention

We keep personal data only as long as necessary for the purposes in this policy:

Leads/enquiries/bookings: while we’re in contact and for a reasonable period afterwards

Client accounts: for the duration of the relationship

Chat logs / voice recordings / transcripts / SMS logs: while the service is active, and afterwards only as needed for support, dispute handling, compliance, or agreed testing

After cancellation/deletion: we delete or anonymise data on request, except where we must keep certain records for legal/tax/dispute reasons

Demos/examples: kept only if anonymised (no personal data/confidential details)

To request deletion, contact [email protected].

9) Your rights (UK GDPR)

You may have the right to:

access your personal data

correct inaccurate data

request deletion (where applicable)

restrict processing

object to processing (especially where we rely on legitimate interests)

data portability (in certain cases)

withdraw consent (where we rely on consent, e.g., marketing)

To exercise your rights, email: [email protected].

10) Cookies and advertising

We use essential cookies required for basic site and booking functionality.

If we add analytics or advertising/remarketing cookies in the future (e.g., Meta/Google/LinkedIn), we will:

update this policy, and

use a cookie consent banner where required under UK law (PECR).

11) Security

We take reasonable technical and organisational measures to protect personal data. Our systems rely on the security controls of providers such as GoHighLevel and other vendors, and we restrict access to data to what is necessary for service delivery and support.

12) Contact and complaints

Privacy contact: [email protected]

If you are in the UK and you are not satisfied with how we handle your data, you can complain to the UK regulator:

Information Commissioner’s Office (ICO)