At UTA Systems, your privacy is not an afterthought — it is foundational to how we operate. This Privacy Policy explains what information we collect, why we collect it, and how we protect it. By using our services, you agree to the terms described here. If you have any questions, we are always reachable at [email protected].
Information We Collect
We collect only what we need to deliver our AI automation services effectively and securely.
Information you provide directly
- Account details — name, business name, email address, phone number, and billing information when you sign up.
- Business information — details about your business, industry, calendar systems, and phone numbers needed to configure your AI automations.
- Communications — messages you send to our support team, survey responses, and feedback you share with us.
- Payment data — processed securely through our payment provider (Stripe). We do not store raw card numbers on our servers.
Information collected automatically
- Usage data — how you interact with our platform, which features you use, and session activity.
- Device & technical data — IP address, browser type, operating system, and device identifiers.
- Call & conversation logs — recordings and transcripts of calls handled by your AI receptionist, for quality assurance and service delivery.
- Cookies & tracking pixels — see Section 4 for full details.
We only collect data necessary to provide, improve, and support our services. We do not sell your personal information to third parties for advertising purposes.
How We Use Your Data
Your data enables us to deliver, improve, and support the AI automation systems you rely on.
- Service delivery — configuring and operating your AI receptionist, call routing, appointment booking, and follow-up automations.
- Billing & account management — processing payments, sending invoices, and managing your subscription.
- Customer support — diagnosing issues, answering questions, and improving your experience.
- Platform improvement — analysing usage patterns (in aggregate) to improve features and performance.
- Communications — sending service updates, security alerts, and (where you have opted in) product news and offers.
- Legal compliance — meeting obligations under applicable law, resolving disputes, and enforcing our agreements.
Cookies & Tracking Technologies
Our website uses cookies and similar technologies to enhance your experience and understand how our site is used.
Types of cookies we use
- Essential cookies — required for the website and dashboard to function. Cannot be disabled.
- Analytics cookies — help us understand traffic patterns and user behaviour (e.g., Google Analytics). Data is anonymised.
- Marketing cookies — used to measure the effectiveness of our advertising campaigns. Only active if you have opted in.
- Preference cookies — remember your settings and preferences for a better return experience.
You can manage cookie preferences through your browser settings at any time. Disabling certain cookies may affect some functionality of our platform.
Data Retention
We retain your data only for as long as necessary to provide our services and meet legal obligations.
- Account data — retained for the duration of your subscription plus 90 days after cancellation, to allow for reactivation.
- Call recordings & transcripts — retained for 12 months by default. You may request earlier deletion.
- Billing records — retained for 7 years to comply with financial regulations.
- Support communications — retained for 3 years to provide context for future support requests.
After retention periods expire, data is securely deleted or anonymised in accordance with our data destruction policy.
Your Rights
Depending on your location, you may have the following rights regarding your personal data:
- Access — request a copy of the personal data we hold about you.
- Correction — request correction of inaccurate or incomplete data.
- Deletion — request deletion of your personal data (the "right to be forgotten"), subject to legal retention requirements.
- Portability — request your data in a machine-readable format to transfer to another provider.
- Objection — object to processing of your data for marketing purposes at any time.
- Restriction — request that we limit how we process your data in certain circumstances.
To exercise any of these rights, email us at [email protected] with your request. We will respond within 30 days.
Data Security
We take security seriously and implement industry-standard measures to protect your data from unauthorised access, loss, or misuse.
- All data in transit is encrypted using TLS 1.2 or higher.
- Data at rest is encrypted using AES-256 encryption.
- Access to your data within our team is restricted on a need-to-know basis.
- We conduct regular security audits and vulnerability assessments.
- Our infrastructure is hosted on SOC 2 Type II certified cloud providers.
In the event of a data breach that affects your rights, we will notify you within 72 hours of becoming aware, in accordance with applicable law.
Children's Privacy
Our services are designed for and directed at business owners and professionals. We do not knowingly collect personal information from individuals under the age of 18.
If you believe a minor has provided us with personal information, please contact us immediately at [email protected] and we will promptly delete such data.
Policy Updates
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we do:
- We will update the "Last updated" date at the top of this page.
- For material changes, we will notify you by email and/or a prominent notice in your dashboard.
- Your continued use of our services after the effective date of changes constitutes your acceptance of the updated policy.
We encourage you to review this policy periodically to stay informed about how we protect your information.
Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, our team is here to help.