# AI Staff HQ – Privacy Policy
Last updated: February 2026
This Privacy Policy explains how AI Staff Ltd (“AI Staff HQ”, “we”, “us”) collects, uses and protects personal data.
---
## 1. Who we are
AI Staff HQ is operated by:
AI Staff Ltd
Company number: 16995394
Registered address:
3rd Floor, 86–90 Paul Street, London, England, EC2A 4NE
Email: [email protected]
For the purposes of UK data protection law, we are the data controller.
---
## 2. What data we collect
We may collect and process personal data including:
- names, phone numbers and email addresses
- message content and call recordings
- enquiry details submitted via phone, website chat, SMS or messaging services
- account and billing information
- technical and usage data related to the Service
---
## 3. How we use personal data
We use personal data to:
- provide and operate the AI Staff HQ services
- respond automatically to enquiries
- notify customers of new enquiries and required follow-up
- store and display conversation histories
- improve service performance and reliability
- provide customer support and resolve disputes
- meet legal and regulatory obligations
---
## 4. Lawful basis for processing
Under UK GDPR, we process personal data on the following lawful bases:
- performance of a contract (to deliver the Service)
- legitimate interests (operating, maintaining and improving our services)
- consent, where required (for certain marketing communications)
- legal obligations
---
## 5. Call and message recordings
Calls, messages and conversations handled through the Service may be recorded and stored.
Recordings and message data may be used to:
- deliver the Service
- generate summaries and insights
- improve AI performance and accuracy
- resolve support requests or disputes
---
## 6. Data sharing
We may share personal data with trusted third-party service providers where necessary to deliver the Service (for example, communications and hosting platforms).
We do not sell personal data to third parties.
---
## 7. Data retention
We retain personal data only for as long as necessary to:
- provide the Service
- comply with legal obligations
- resolve disputes or enforce our agreements
---
## 8. Your rights
Under UK GDPR, you have the right to:
- access your personal data
- request correction or deletion
- object to or restrict processing
- request data portability
- withdraw consent where processing is based on consent
Requests can be made by emailing [email protected].
---
## 9. Data security
We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss or misuse.
---
## 10. Changes to this policy
We may update this Privacy Policy from time to time.
The latest version will always be available at: