Privacy Policy

For personal data relating to our customers (business account holders), OperaMind is the data controller. When our customers use OperaMind to handle calls and messages from their own customers, OperaMind acts as a data processor on that customer's behalf, and the customer is the controller of that end-caller data.

We collect the following categories of information:

• Account data — name, business name, email address, phone number, and login credentials.
• Business & verification data — company details, registration numbers, addresses and, for phone-number regulatory verification, identity or proof-of-address documents required by our telephony provider.
• Call & message data — call recordings, transcripts, summaries, voicemails, appointments and messages processed by your AI receptionist.
• Payment data — billing details processed securely by our payment provider (we do not store full card numbers).
• Usage & technical data — IP address, device and browser information, log data and cookies.

• To provide, operate and improve the Service, including provisioning phone numbers and AI assistants.
• To process calls, transcribe and summarise conversations, and book appointments on your behalf.
• To verify your identity and satisfy telephony regulatory requirements.
• To take payments and manage your subscription.
• To provide customer support and send service-related communications.
• To detect, prevent and address fraud, abuse and security issues.
• To comply with our legal obligations.

We rely on: performance of a contract (to deliver the Service you sign up for); legitimate interests (to secure and improve the Service); consent (where required, e.g. certain cookies or marketing); and legal obligation (e.g. tax and regulatory record-keeping).

We share data with trusted providers strictly to deliver the Service:

• Twilio — telephony, phone numbers and regulatory verification.
• Vapi — real-time voice AI for handling calls.
• OpenAI / AI model providers — transcription, summarisation and AI responses.
• Stripe — payment processing and subscription billing.
• Email & calendar providers — notifications and booking integrations you choose to connect.

These providers process data under their own terms and appropriate safeguards. We do not sell your personal data.

Calls handled by your AI receptionist may be recorded and transcribed to provide summaries, bookings and message logs. As the business using OperaMind, you are responsible for informing your callers that calls may be recorded and for having a lawful basis to do so.

Some of our providers may process data outside the UK/EEA. Where this happens, we rely on appropriate safeguards such as the UK International Data Transfer Agreement or Standard Contractual Clauses.

We keep personal data only for as long as necessary to provide the Service and to meet legal, accounting or reporting obligations. Call data and transcripts are retained for the duration of your account unless you delete them or request earlier removal.

Under UK data protection law you have the right to:

• Access a copy of your personal data.
• Correct inaccurate or incomplete data.
• Request erasure of your data.
• Restrict or object to certain processing.
• Data portability.
• Withdraw consent at any time (where processing is based on consent).

To exercise any of these rights, email admin@operamind.uk. You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO).

We use industry-standard technical and organisational measures to protect your data, including encryption in transit, access controls and secure infrastructure. No method of transmission or storage is completely secure, but we work hard to protect your information.

We use essential cookies to keep you signed in and to operate the Service, and may use analytics cookies to understand usage. You can control cookies through your browser settings.

We may update this Privacy Policy from time to time. Material changes will be notified via the Service or by email. The "Last updated" date above reflects the latest revision.

Questions about this policy or your data? Email us at admin@operamind.uk.