Privacy Policy
Last updated: October 2026
The short version. We collect only what we need to reply to your enquiry and run your front desk. We use Google Analytics with your consent — nothing is tracked until you accept. We don't sell your data and we don't use advertising trackers. If you want your data deleted, email us and we'll do it.
1. Who we are
BizFrontDesk ("we", "us") provides website builds and an AI-assisted enquiry handling service ("AI front desk") to small businesses in the UK.
For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we are the data controller for information you give us about yourself, and a data processor for information your customers give us when the front desk handles their enquiries on your behalf.
Contact: support@bizfrontdesk.com
2. What we collect and why
If you enquire about our services
| What | Why | Lawful basis |
|---|---|---|
| Name, email, phone | To reply to your enquiry and arrange a call | Legitimate interests / consent |
| Business type, your message | To understand whether our service fits you | Legitimate interests |
If you become a client
| What | Why | Lawful basis |
|---|---|---|
| Business details, prices, services, availability | To configure and train your AI front desk | Contract |
| Billing details | To invoice you | Contract / legal obligation |
| Conversation logs from your front desk | To provide the service, let you review what was said, and improve accuracy | Contract |
Your customers' data (when we run your front desk)
When the AI front desk handles an enquiry from one of your customers, it processes their name, contact details and the content of their message. We do this only on your instructions and only to reply to that enquiry, book the job, and log the conversation for your records. You remain the controller of that data; we act as your processor.
Website visitors
We use Google Analytics 4 to understand how you use our site. Nothing is tracked until you accept our cookie banner — we use Google's Consent Mode to ensure this. You can reject non-essential cookies and the site works exactly the same. Our hosting provider may also keep standard server logs (IP address, page requested, timestamp) for security and reliability. These are not used to identify you.
3. Who we share it with
We keep sharing to the minimum needed to run the service:
- Hosting providers — to serve this website and the front desk
- AI model providers — to generate replies to enquiries
- Email and form providers — to deliver your enquiry to us
- Payment providers — to take and process payment
Each is bound by contract to use the data only for the service they provide. We never sell your data, and we never share it for advertising.
Where a provider processes data outside the UK, we rely on an approved transfer mechanism such as the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.
4. How long we keep it
- Enquiries that don't become clients — up to 12 months, then deleted
- Client account and billing records — 6 years, to meet UK tax requirements
- Front desk conversation logs — for as long as you're a client, plus 90 days. You can ask us to delete them sooner.
5. Your rights
Under UK GDPR you have the right to:
- Be told what we hold about you and get a copy
- Have inaccurate data corrected
- Have your data deleted
- Restrict or object to how we use it
- Receive your data in a portable format
- Withdraw consent at any time, where consent is the basis
Email support@bizfrontdesk.com and we'll respond within one month.
If you're unhappy with how we've handled your data, you can complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.
6. Security
We use encryption in transit, access controls, and least-privilege access to client data. Our operating approach is aligned with NIST and ISO 27001 principles. No system is perfectly secure, but we take the protection of your data and your customers' data seriously — if a breach ever affected you, we would tell you and the ICO as required by law.
7. Cookies
We use Google Analytics 4 with your consent. Nothing is tracked until you accept our cookie banner. We use Google's Consent Mode to ensure no data is collected before you say yes. You can reject non-essential cookies and the site works exactly the same.
We load fonts from Google Fonts, which may record your IP address when the font files are requested. We don't receive or store that information.
If we ever add any other non-essential cookie or tracker, we'll add a proper consent banner first and update this policy.
8. Changes to this policy
If we change how we handle data, we'll update this page and change the date at the top. Material changes affecting clients will be emailed to you directly.