Legal

Privacy Policy

Last updated: 1 July 2025 · BrilliantFix Limited

BrilliantFix Limited is committed to protecting your privacy. This policy explains what personal data we collect, why we collect it, how we use it, and your rights under the UK GDPR and Data Protection Act 2018.

1. Who We Are

BrilliantFix Limited ("we", "us", "our") operates the BrilliantFixCalls™ platform at brilliantfixcalls.com. We are the Data Controller for Client account data and act as a Data Processor for call data processed on behalf of our business Clients. For enquiries, contact us at hello@brilliantfixcalls.com.

2. Data We Collect

2.1 Business Clients (you, if you sign up)

Full name and email address
Business name, address, and telephone number
Business description and service information
Business registration / certificate documents (where provided)
Payment information (processed by PayPal — we do not store card details)
Login credentials (passwords stored in encrypted form only)
Account activity and portal usage data

2.2 End Users (callers to your business number)

Caller telephone number (provided by the telephone network)
Voice audio of the call (temporarily processed for transcription)
Call transcript and AI-generated summary
Date, time, and duration of the call
Any personal information voluntarily shared during the call (name, enquiry details, etc.)

2.3 Website Visitors

Standard web server logs (IP address, browser type, pages visited)
Cookie data (see Section 8)

3. How We Use Your Data

We use personal data for the following purposes:

Service delivery: To provide, configure, and maintain your AI receptionist service
Call processing: To transcribe calls, generate summaries, and deliver notifications to you
Account management: To manage your subscription, billing, and portal access
Communications: To send service updates, invoices, and support responses
Legal compliance: To meet our obligations under applicable law
Service improvement: To monitor and improve the quality and reliability of the Service (using anonymised and aggregated data)

4. Legal Basis for Processing

Contract (Art. 6(1)(b) UK GDPR): Processing Client data necessary to provide the subscribed Service
Legitimate Interests (Art. 6(1)(f)): Processing call data to deliver the Service on behalf of Clients; fraud prevention; service security
Legal Obligation (Art. 6(1)(c)): Retention of financial records and compliance with applicable law
Consent (Art. 6(1)(a)): Marketing emails (where separately opted in)

5. How Long We Keep Data

Client account data: Retained for the duration of the subscription plus 2 years, or as required by law
Call transcripts and summaries: Retained for 12 months from the date of the call
Payment records: Retained for 7 years for accounting and tax compliance
Web server logs: Retained for 90 days
Upon account closure, Client data is retained for 30 days to allow data export, then permanently deleted

6. Data Sharing

We do not sell your personal data. We share data only with the following categories of trusted third parties, under appropriate data processing agreements:

Twilio Inc: Telephone infrastructure and call routing (USA — Standard Contractual Clauses apply)
Google Cloud: Text-to-speech and speech recognition processing (EU/UK servers where available)
Anthropic / AI providers: AI language model processing for generating call responses
PayPal: Payment processing
Email service providers: For sending transactional notifications
Law enforcement: Where required by law or valid court order

7. Your Rights

You have the following rights under UK GDPR. To exercise any of them, email hello@brilliantfixcalls.com — we will respond within 30 days:

Access: Request a copy of your personal data
Rectification: Correct inaccurate or incomplete data
Erasure: Request deletion of your data (subject to legal retention obligations)
Restriction: Ask us to pause processing of your data
Portability: Receive your data in a structured, machine-readable format
Object: Object to processing based on legitimate interests
Withdraw consent: Where processing is based on consent
Complain: Lodge a complaint with the ICO at ico.org.uk

8. Cookies

We use essential cookies to maintain your login session on the Client Portal. We do not use tracking, advertising, or third-party analytics cookies without your consent. Essential cookies are necessary for the Service to function and do not require consent under PECR.

9. Security

We implement appropriate technical and organisational security measures including: TLS encryption for all data in transit, encrypted password storage (bcrypt), server-level access controls, and regular security reviews. No transmission over the internet is 100% secure — if you believe your account has been compromised, contact us immediately.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via email. The current version is always available at brilliantfixcalls.com/privacy.

11. Contact

BrilliantFix Limited — Data Controller

Email: hello@brilliantfixcalls.com

Website: brilliantfixcalls.com