Privacy Policy

Arcan AI Ltd is a UK limited company providing an AI receptionist and lead-to-booking system for high-ticket trade and construction businesses — including roofing, HVAC, plumbing, solar and building.

Our services run through our automation platform, which handles phone calls and website enquiries, captures caller details, qualifies leads, books appointments and follows up on your behalf.

If you have any questions about this policy or how we handle your data, contact us at hello@arcanco.com.

We collect the following personal data:

• Names, phone numbers, and email addresses — provided through website forms or captured during AI-handled phone calls.

• Call recordings and transcripts — generated when a call is answered by our AI agent, used to book jobs and improve service quality.

• Business information — service details, rates, coverage areas, and availability provided by our clients to configure the AI agent.

We do not collect special category data (such as health, race, or religion). If any such data is shared during a call, it is not stored or used.

We process your data under the following legal bases under UK GDPR:

• Contract — to deliver the AI voice answering service you've subscribed to, including answering calls, booking jobs, and dispatching engineers.

• Legitimate interest — to maintain call recordings for quality assurance, train and improve our AI models, and protect against disputes.

• Legal obligation — to retain records where required by UK law.

We only collect the data we need to run the service. We don't sell your data to anyone.

Call recordings and transcripts are retained for up to 12 months, then automatically deleted unless required for an ongoing dispute.

Client account and billing data is kept for the duration of your subscription, plus 6 years for tax and accounting records as required by UK law.

Caller data captured during AI-handled calls (name, phone number, job details) is kept for as long as needed to complete the booking or job, then deleted on request.

We share data with the following third parties:

• Our automation platform provider — acting as a data processor to host and run the AI voice service.

• Payment processor — to handle subscription billing. We do not see or store your full card details.

• Your own business systems — where you've asked us to integrate with your calendar, booking system, or job management software.

We never sell your data to marketers or third-party advertisers. We only share data where necessary to deliver the service or where required by law.

You have the following rights regarding your personal data:

• Access — request a copy of the personal data we hold about you.

• Deletion — ask us to delete your data where it's no longer needed.

• Rectification — correct any inaccurate or incomplete data we hold.

• Complaint — you can complain to the Information Commissioner's Office (ICO) at ico.org.uk if you're unhappy with how we handle your data.

To exercise any of these rights, email hello@arcanco.com. We'll respond within 30 days.

Our website uses minimal cookies — only what's needed for the site to function and to understand basic traffic. We don't use tracking cookies for advertising.

You can disable cookies in your browser settings. The site will still work.

For any questions about this Privacy Policy or your personal data, contact us at:

Arcan AI Ltd

Email: hello@arcanco.com

We'll get back to you as soon as we can.