Smart Follow Ups

Privacy Policy

Last updated: 12 November 2026

Smart Follow Ups Ltd ("we", "us", "our") is committed to protecting your privacy. This policy explains how we collect, use, and protect personal data in connection with our AI voice and lead management platform ("the Service").

1. Data We Collect

We collect the following types of personal data:

  • Account data: Name, email address, phone number, company name when you sign up for the Service.
  • Call and message data: Phone numbers, call recordings, transcripts, SMS content, and chat logs processed through the Service for the purpose of providing AI voice and lead management features.
  • Usage data: IP address, browser type, device information, and interaction logs with the Service.
  • Billing data: Payment method details processed by our payment provider (we do not store full card numbers).

2. How We Use Your Data

We use personal data to:

  • Provide, maintain, and improve the Service
  • Process calls, SMS, and AI voice interactions on your behalf
  • Communicate with you about your account, support, and updates
  • Process payments and issue invoices
  • Comply with legal obligations

3. Legal Basis (UK GDPR)

We process personal data under the following lawful bases:

  • Contract: Processing necessary to deliver the Service you have subscribed to
  • Legal obligation: Compliance with UK tax, data protection, and telecommunications law
  • Legitimate interests: Service security, fraud prevention, and product improvement
  • Consent: For optional marketing communications and non-essential cookies

4. Data Sharing

We do not sell personal data. We share data only with:

  • Sub-processors who provide infrastructure (cloud hosting, telephony, AI processing, payment processing) under written agreements
  • Law enforcement or regulatory bodies where legally required

5. Data Retention

We retain personal data for as long as your account is active, plus a reasonable period thereafter for legal, accounting, and dispute resolution purposes. Call recordings and transcripts are retained per your configured retention settings or for a maximum of 12 months unless otherwise agreed.

6. Your Rights

Under UK GDPR, you have the right to:

  • Access your personal data
  • Rectify inaccurate data
  • Erasure ("right to be forgotten")
  • Restrict or object to processing
  • Data portability
  • Withdraw consent at any time

To exercise these rights, contact Adam Bennett at enquiries@smartfollowups.co.uk.

7. Security

We implement appropriate technical and organisational measures including encryption in transit and at rest, access controls, and regular security reviews.

8. International Transfers

Some sub-processors may process data outside the UK. We ensure appropriate safeguards (UK IDTA or Standard Contractual Clauses) are in place for such transfers.

9. Contact

For privacy enquiries and data protection requests, contact Adam Bennett at enquiries@smartfollowups.co.uk, or write to:

Smart Follow Ups
Osbourne Suite
200 Imperial and Whitehall
23 Colmore Row
Birmingham
B3 2BS