Privacy Policy

1. Who We Are

HiBotics AI provides AI-powered voice and automation solutions for small businesses in the United Kingdom.

• Business name: HiBotics AI
• Website: https://hiboticsai.com
• Contact email: info@hiboticsai.com

2. Information We Collect

We may collect the following information:

a) Information you provide directly

• Name
• Business name
• Email address
• Phone number
• Enquiry details submitted via contact forms

b) Information collected automatically

When you visit our website, we may collect:

• IP address
• Browser type
• Device information
• Pages visited
• Date and time of visit

This data is collected using cookies and analytics tools.

c) Voice & booking data (for clients)

When using our AI receptionist services, we may process:

• Caller phone numbers
• Call recordings or transcripts
• Booking details (date, time, service type)
• Calendar availability information

This data is processed solely to deliver the service.

3. How We Use Your Information

We use personal data to:

• Respond to enquiries
• Provide and maintain our AI services
• Manage bookings and calendars
• Improve system performance
• Provide customer support
• Meet legal and regulatory obligations

We do not sell personal data to third parties.

4. Legal Basis for Processing

Under UK GDPR, we process data based on:

• Consent – when you contact us or submit forms
• Contract – when delivering agreed services
• Legitimate interest – improving and operating our services
• Legal obligation – where required by law

5. Data Sharing

We may share limited data with trusted third-party providers, including:

• AI voice and telephony platforms
• Calendar and scheduling systems
• Hosting and cloud infrastructure providers

These providers process data only on our instructions and in accordance with GDPR.

6. Data Storage & Security

We take reasonable steps to protect your data, including:

• Secure cloud infrastructure
• Restricted access to systems
• Encrypted connections where available

Data is retained only for as long as necessary to provide services or meet legal requirements.

7. Cookies

Our website uses cookies to:

• Improve user experience
• Analyse website traffic
• Understand how visitors use our site

You can control cookies through your browser settings.

8. Your Data Protection Rights

Under UK GDPR, you have the right to:

• Access your personal data
• Request correction of inaccurate data
• Request deletion of your data
• Object to processing
• Request data portability
• Withdraw consent at any time

To exercise your rights, contact us at: info@hiboticsai.com

9. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of those sites.

10. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website.

11. Contact Us

If you have any questions about this Privacy Policy or how your data is handled, please contact: