Privacy Policy
Last updated: 17 October 2026
HeyOlivia ("we", "us", "our") provides an AI-powered receptionist service for UK tradespeople. This policy explains how we collect, use, and protect your personal data when you use our website and services.
1. Data Controller
The data controller is:
Mr Buruxab Khitago BUTKUS, sole trader (micro-entrepreneur BNC), France.
Trading as: HeyOlivia
ICO Registration: ZC138011
Contact: hello@heyolivia.co.uk
2. What Data We Collect
| Data | When collected |
|---|---|
| Name, work email and phone number | Phone demo signup form |
| Business name, trade, service area, requested greeting and optional business details | Phone demo signup form |
| How you heard about us and campaign label, if supplied | Phone demo signup form |
| Demo agreement, one-off follow-up choice and separate email/text marketing choices | Phone demo signup form |
| Call recordings | During demo and trial calls with Olivia |
| Call transcripts | Generated after each call |
| Sentiment analysis | AI-generated from call content |
| Postcode | If provided during a call |
| Website measurement | Cookieless page events, only if you have not opted out. See section 9. |
3. Why We Collect It
We collect your data to:
- Deliver the AI receptionist demo so you can experience the service
- Personalise Olivia's greeting with your business name and trade
- Email you once about your demo only if you choose the optional email follow-up
- Notify you when your trial is ready (if you join the waitlist)
- Send marketing communications (only with your explicit consent)
- Improve our service quality and call handling
4. Legal Basis
| Purpose | Legal basis |
|---|---|
| Demo delivery | Legitimate interests (you requested the demo) |
| One-off demo email follow-up | Your optional email follow-up choice |
| Future marketing by email or text | Separate optional consent for each channel |
| Trial/paid service | Contract performance |
| Legal compliance | Legal obligation (UK accounting, tax) |
5. Who We Share Data With
We use the following providers to deliver and support the service:
| Provider | Purpose | Location |
|---|---|---|
| Retell AI | Voice agent (call handling, recordings) | US (SCCs/UK IDTA) |
| Telnyx | Telephony (UK phone number, SIP trunk, call routing) | EU/US (DPA) |
| Stripe | Payments and subscription billing (card details are handled by Stripe, never by us) | US/EU (SCCs/UK IDTA) |
| ElevenLabs | Voice synthesis (Olivia's voice) | US (SCCs/UK IDTA) |
| Google Workspace | Email delivery (SMTP) | EU (DPA) |
| Resend | Sending an optional demo follow-up email from HeyOlivia | US (stored email data; the sending region may differ) |
| Cloudflare | Website hosting, DNS, tunnel | EU (DPA) |
| Apollo.io | B2B contact enrichment for prospect outreach (Section 12) | US (SCCs/UK IDTA) |
| Instantly | B2B email sequencing for prospect outreach (Section 12) | Instantly (Foo Monk LLC, USA): outbound email sending. Data is stored in the United States; transfers are protected by Standard Contractual Clauses under Instantly's data processing addendum. |
| Companies House | UK public register; source of business contact data (Section 12) | UK (public-sector data; no DPA required) |
We do not sell your data to any third party.
Phone demo. The form stores your details in HeyOlivia's Cloudflare account. When you call from the number you entered, the phone system sends the caller number to our website so it can match your recent signup. Retell AI receives the business details needed to personalise Olivia's answer. Your normal phone provider may charge for the call. The caller-number match expires after 24 hours. Your enquiry record is stored separately and reviewed as described below.
6. International Transfers
Some of our processors are based in the United States. Where data is transferred outside the UK, we rely on Standard Contractual Clauses (SCCs) and the UK International Data Transfer Agreement (UK IDTA) to ensure adequate protection.
7. Data Retention
| Data type | Retention period |
|---|---|
| Demo enquiries (not converted) | While needed to manage the enquiry or an active sales relationship. We review inactive enquiries and erase or anonymise details when they are no longer needed, unless another retention obligation applies. |
| Trial waitlist entries | 90 days or until trial starts |
| Paying customer data | Duration of contract + 6 years (UK accounting) |
| Call recordings | 90 days (demo), contract duration (paying) |
| Marketing consent records | Duration of consent + 1 year |
| Minimal do-not-contact record | Kept as needed to honour an objection or opt-out; not used for marketing |
8. Your Rights
Under UK GDPR, you have the right to:
- Access — request a copy of your personal data
- Rectification — correct inaccurate data
- Erasure — request deletion of your data ("right to be forgotten")
- Portability — receive your data in a machine-readable format
- Object — object to processing based on legitimate interests
- Withdraw consent — withdraw marketing consent at any time
- Restrict processing — request we limit how we use your data
To exercise any of these rights, email hello@heyolivia.co.uk. We will respond within 30 days.
9. Cookies and measurement
The website does not set analytics cookies, and it does not set a cookie to store a consent choice. There is no cookie banner.
Unless you opt out, measurement is cookieless:
- Cloudflare Web Analytics. Loaded only when a site token is configured and you have not opted out. It does not use cookies.
- First-party events stored in our database: a page view, scroll depth, a click through to a trade page or a click on a main button. These rows do not include your IP address or your user-agent. A shared campaign label from a
srclink may be stored with the event. That label is a campaign name, not a personal identifier. For the rest of the visit it is kept in this browser's session storage. It is not a cookie.
The Privacy choices link in the footer turns this measurement off or back on. The choice is saved in this browser's local storage, not in a cookie.
Owner review: we have not set how long the event rows are kept. Call recordings from the phone demo are kept for 90 days, as section 7 already says. That retention is separate from these website events.
10. Complaints
If you are unhappy with how we handle your data, you have the right to complain to the Information Commissioner's Office (ICO):
ico.org.uk/concerns
Telephone: 0303 123 1113
11. Changes to This Policy
We may update this policy from time to time. The "last updated" date at the top will always reflect the most recent version. Material changes will be communicated via email to active customers.
12. B2B Prospect Data & Cold Outreach
HeyOlivia engages in business-to-business outreach to UK Limited companies and LLPs that we believe may benefit from our service. This processing is governed by UK GDPR Article 6(1)(f) (legitimate interests) and PECR Regulation 22 (corporate-subscriber rule).
What data we process for prospects
- Company name, registration number, status, type, and SIC codes (sourced from Companies House public register)
- Director or officer names and registered office address (also from Companies House)
- Business contact email and phone number (sourced from Apollo.io's B2B database and public websites)
- Google Business Profile completeness data (from Google's public Maps view)
- Outbound engagement events (email opens, clicks, replies — retained 90 days)
Who we contact and how
We contact UK Limited companies, LLPs, and Scottish partnerships only (PECR corporate subscribers). We do not send cold emails or SMS to sole traders or ordinary partnerships — they are "individual subscribers" under PECR and require prior consent.
If we send marketing messages, they will include:
- Clear identification of HeyOlivia as the sender
- A clear way to opt out of further marketing contact
- A way to contact us using the details in Section 1
Phone calls to business numbers are screened against both the Corporate Telephone Preference Service (CTPS) and the Telephone Preference Service (TPS) before dialling.
Our Legitimate Interests Assessment
The lawful basis for B2B cold outreach is detailed in our Legitimate Interests Assessment (LIA), version 1.0 dated 19 May 2026. Available on request from opt-out@heyolivia.co.uk. The LIA covers the purpose test, necessity test, and balancing test under UK GDPR Art. 6(1)(f), with mitigations documented per ICO direct-marketing guidance.
How to opt out
To ask us to stop outreach:
- Use the unsubscribe link in a HeyOlivia email, or
- Email hello@heyolivia.co.uk and ask us to stop contacting you.
We record opt-outs and stop marketing contact. We keep the minimum contact details needed to honour an opt-out, and do not use those details for marketing.
Retention for non-converting prospects
If you do not respond or convert to a customer, your prospect record is deleted 90 days after the final outbound touch. Engagement metadata (opens, clicks) is deleted at the same time.