Privacy Policy

Last updated: June 2026

1. Who we are

VoxMate is an AI-powered phone receptionist service for UK sole traders and small trade businesses. VoxMate is a trading name of Bloomorbit Ltd, a company incorporated in England and Wales. We are the data controller for personal data collected through our website and services. Our registered address is Office 9766, 321-323 High Road, Chadwell Heath, Essex, RM6 6AX. ICO Registration Number: ZC172884. Contact us at hello@voxmate.co.uk.

2. What data we collect and why

We collect the following categories of personal data. Where relevant we act as a data controller (for our own users) and as a data processor (for callers, on behalf of our tradesperson customers).

2.1 Data collected from users

  • Waitlist details — name, email, phone number, trade type, region, submitted via our website when you join the waitlist.
  • Business information — business name, owner name, and business details provided during account setup.
  • Assigned VoxMate phone number — a UK virtual number assigned to your account for call routing purposes.
  • Subscription and billing identifiers — Stripe customer ID, subscription status, and trial dates, used to manage your paid plan.
  • Notification preferences — notification email address if different from your account email, used to deliver lead summaries.
  • Availability settings — vacation mode dates and custom messages, used to configure your receptionist’s responses.
  • Security event logs — IP addresses and event types logged when security-relevant actions occur (for example failed login attempts, webhook errors), retained for 30 days, used to protect your account.
  • Session data — authentication tokens stored in your browser’s local storage to keep you logged in. Cleared on sign out.
  • Website analytics — anonymous, cookieless analytics via Plausible (see Section 9).

2.2 Data collected from callers

  • Caller name — captured verbally at the start of the call.
  • Caller phone number — from the incoming call metadata.
  • Job description — captured verbally, including the type of work and urgency.
  • Address — captured only if the caller is reporting an emergency.
  • Call recording and transcript — the recording of the call and its transcription (with the caller’s verbal consent).
  • Call outcome classification — how the call ended (details captured, refused details, emergency, spam filtered), used to categorise your lead log.
  • Call answer time — how quickly VoxMate answered the call in seconds, included in your lead summary.
  • AI-generated call summary — a brief plain English summary of the call generated by AI, included in your lead summary.
  • Estimated job value — an AI-generated estimate of the potential value of the job described, shown in your dashboard revenue impact panel. This is an estimate only and should not be relied upon for business decisions.

Caller data is processed on behalf of the tradesperson using VoxMate. VoxMate acts as a data processor for this data — the tradesperson is the data controller. Callers are informed at the start of every call that they are speaking with an AI assistant and that a summary will be sent to the business. Callers who do not wish to leave details may end the call at any time.

3. Legal basis

We process data under contract performance, legitimate interests, legal obligation, and consent (for call recordings). Verbal consent is obtained from callers before any recording begins. For caller data: we rely on legitimate interests as the lawful basis — specifically the tradesperson’s legitimate interest in receiving information about who attempted to contact their business. We have assessed that this interest is not overridden by callers’ rights, given the transparency provided at the start of every call.

4. How we share your data

We do not sell your data. We share data only with these providers under data processing agreements: Twilio (telephony and WhatsApp), Vapi.ai (AI voice agent), ElevenLabs (voice generation), OpenAI (AI processing of call transcripts to generate call summaries and estimate job values — data is processed under OpenAI’s data processing agreement and is not used to train OpenAI models), Supabase (database hosting), Resend (email delivery), Stripe (payment processing), Plausible Analytics (website analytics — no personal data), Vercel (hosting).

5. Data retention

Call transcripts and audio recordings — deleted after 30 days. Structured lead data (caller name, phone number, job type, urgency) — deleted after 12 months. AI-generated job value estimates — deleted with the associated call record. User account data: duration of account plus 7 years. Payment records: 7 years (HMRC requirement). Waitlist data: until onboarded or removed on request.

6. Your rights under UK GDPR

Right of access, rectification, erasure, restriction, portability, and to object. Contact hello@voxmate.co.uk to exercise any right. We respond within 30 days. You may complain to the ICO at ico.org.uk.

7. Data security

We use TLS encryption in transit, row-level security on our database, and access controls. We will notify you and the ICO of any breach likely to affect your rights and freedoms.

8. Data residency

Phases 1 and 2: Supabase infrastructure within the European Union. Phase 3: migration to AWS eu-west-2 London for UK data residency.

9. Cookies

VoxMate uses Plausible Analytics for website analytics. Plausible does not use cookies and does not collect any personal data. No cookie consent banner is required for Plausible.

The VoxMate dashboard uses browser local storage (not cookies) for the following purposes:

  • Session management: Supabase Auth stores authentication tokens in local storage to keep you logged in. These are cleared when you sign out.
  • Theme preference: your chosen colour theme (dark, light, or system) is stored locally. This is never transmitted to our servers.
  • User interface preferences: collapsed/expanded states of dashboard panels are stored locally for convenience.

None of these local storage items are used for tracking, advertising, or shared with third parties.

10. Contact

Bloomorbit Ltd trading as VoxMate. Office 9766, 321-323 High Road, Chadwell Heath, Essex, RM6 6AX. Email hello@voxmate.co.uk. To complain: ico.org.uk.

11. VoxMate Personal (invite-only)

VoxMate Personal is an invite-only tier for individuals who wish to manage personal calls. For Personal tier users, VoxMate operates as a call management tool for individuals rather than businesses. The same data collection, processing, and retention policies apply. Callers contacting Personal tier users are informed at the start of the call that they are speaking with an AI assistant. The lawful basis for processing caller data for Personal tier users is legitimate interests — the user’s legitimate interest in knowing who attempted to contact them.