Speakwick

Privacy notice

This notice explains how Speakwick uses personal data: when you contact us or request an audit, when you try a demo call, and when our voice agents answer calls for the businesses we work for.

Last updated: 21 October 2026 [CONFIRM date on publishing]

Who we are

Speakwick is a trading name of Arun Soundra, a sole trader. Address: 50 Grosvenor Hill, London W1K 3QT. Email: [email protected].

We act in two roles:

  • Controller for our own website, enquiries, audit requests, sales contacts and our own demonstration line (Harbour Dental, a fictional practice).
  • Processor for calls our voice agents answer on behalf of client businesses. The client business is the controller of those calls and decides why they are handled. If you called a business that uses Speakwick, that business's privacy notice applies, and you can make requests to them (we'll help them respond). We process that data only on the client's written instructions under a data processing agreement.

What we collect

  • Enquiries and audit requests: your name, business name, role, business email and phone number, and what you tell us in the form or by email.
  • Sales contacts: business contact details taken from public sources (such as a business's own website), the source, and our correspondence with you.
  • Calls (demo line and client calls): the calling number, the call recording, a transcript, an AI-generated summary, the details you give during the call (for example your name, a callback number and the reason for your call), call time and duration, and technical logs.
  • Text messages: if a call ends early or you ask for a confirmation, the mobile number and the text we send.

Our voice agents are not designed to collect health or other special-category data, and are told not to give clinical advice. Callers sometimes mention symptoms anyway (for example a toothache). Where a client is a healthcare provider, the client is responsible for its lawful basis for that data, and we process it only to pass the message on.

How and why we use it (lawful bases)

  • To reply to enquiries and carry out audits you request: steps before a contract, or our legitimate interests in responding.
  • To contact businesses that may benefit from our service: legitimate interests, by business email only, with an opt-out in every message. Tell us "no thanks" and we stop.
  • To provide and improve the service to clients and run the demo line (recordings are used for quality and training of our own setup): legitimate interests, and the contract with the client. Callers are told at the start of each call that it is answered by an AI assistant and recorded.
  • To keep records for tax and accounting: legal obligation.

We don't sell personal data, and we don't use it for advertising.

Cookies

This website does not use analytics, advertising or tracking cookies, and loads no third-party scripts or fonts. The audit form sends your answers directly to our server and sets no cookies. [CONFIRM: re-check if a calendar or analytics tool is added.]

Who we share it with (subprocessors)

We use these providers to run the service. Each acts on our instructions under its own data processing terms.

  • Vapi (voice agent platform: call handling, recordings, transcripts). US. [CONFIRM data location and DPA]
  • ElevenLabs (text-to-speech voice, used through Vapi). [CONFIRM location: US/EU]
  • Deepgram (speech-to-text transcription, used through Vapi). US.
  • OpenAI (language model that generates the agent's replies and call summaries, used through Vapi). US. [CONFIRM whether data is retained or used for training under the terms in place via Vapi]
  • Twilio (telephone numbers and text messages). US, with UK/EU operations.
  • Cloudflare (website hosting and our call-log database, stored in Western Europe). Cloudflare is a US company.
  • Resend (sending call-summary emails). US. [CONFIRM sending region]
  • Audit-form requests are handled by our own Cloudflare Worker, stored in Cloudflare D1 (Western Europe) for up to 12 months, and emailed to us via Resend. Calendar and mailbox providers [CONFIRM once chosen].

We may also disclose data where the law requires it.

International transfers

Some providers process data in the United States. Where data leaves the UK we rely on the UK Extension to the EU–US Data Privacy Framework where the provider is certified, or the UK International Data Transfer Addendum to the EU Standard Contractual Clauses, as set out in the provider's data processing terms. [CONFIRM which mechanism each provider uses.] You can ask us for details.

How long we keep it

  • Demo calls (Harbour Dental): recordings, transcripts and call logs are deleted after 30 days. Text-message rate-limit records are deleted on the same schedule.
  • Client calls: as agreed with the client in the data processing agreement. [CONFIRM default, e.g. 30 days]
  • Enquiries and audit requests: up to 12 months after our last contact unless you become a client. [CONFIRM]
  • Sales contacts: removed when you opt out (we keep a minimal suppression entry so we don't contact you again), or after 12 months with no reply. [CONFIRM]
  • Client and accounting records: 6 years after the end of the tax year, as HMRC requires for sole traders' business records. [CONFIRM]

Providers may hold copies for a short time in backups or logs under their own retention terms.

How we protect it

  • Encryption in transit, and at rest where the provider supports it.
  • Access limited to the people who need it, with strong authentication.
  • Authenticated connections between our systems, and no payment card data handled by us.

Your rights

Under UK GDPR you have the right to: access your data; have it corrected; have it erased; restrict or object to how we use it (including an absolute right to object to direct marketing); data portability; and not to be subject to solely automated decisions with legal or similarly significant effects (our agents take messages and requests; they don't make such decisions). Where we rely on consent, you can withdraw it at any time.

To use your rights, email [email protected]. We'll reply within one month. If your request is about a call to one of our clients, we'll pass it to that business, as they decide how it is handled.

Complaints

Please contact us first and we'll try to put things right. You also have the right to complain to the Information Commissioner's Office (ICO): ico.org.uk/make-a-complaint, telephone 0303 123 1113.

Changes

We'll update this notice when our practices change and show the date at the top.