Privacy Policy

Trades AI Solutions — A subsidiary of AI Solutions Group Ltd

Last updated: 21 May 2026

1. Who We Are

Trades AI Solutions Ltd ("we", "us", "our") is the data controller responsible for your personal data. We provide managed call handling, missed call recovery, and enquiry capture systems — including WhatsApp message handling — for UK trades businesses.

2. What Data We Collect

We may collect and process the following categories of personal data:

Information you provide directly

• Name, business name, email address, phone number, and postal address
• Trade type and business details submitted via our website forms, calculator, or during a Lost Job Review call
• Any information you share during phone calls, email correspondence, or live chat

Information collected through our service

• Inbound caller details (name, phone number, reason for call) captured by our call handling system on your behalf
• Call recordings and transcriptions processed through our telephony platform for quality and service delivery purposes
• WhatsApp message content, sender details (name, phone number), enquiry type, job details, location or postcode, and enquiry status — collected and processed as part of enquiry handling where WhatsApp is included in your package
• Appointment and booking data created through our scheduling system
• Enquiry records combining data from multiple channels (phone, WhatsApp, web forms) stored in CRM and contact records

Information collected automatically

• IP address, browser type, device information, and operating system
• Pages visited, time spent on pages, and referring website
• Cookies and similar tracking technologies (see Section 8)

3. How We Use Your Data

We process personal data for the following purposes:

• Service delivery: To provide, manage, and improve our call handling, WhatsApp enquiry capture, and missed call recovery service
• Communication: To respond to enquiries, provide support, and send service-related notifications
• Sales and onboarding: To conduct Lost Job Reviews, process sign-ups, and manage your account
• Enquiry follow-up: To send follow-up messages (including via SMS and WhatsApp) to enquiries captured by the system on your behalf, in accordance with your package and instructions
• Improvement: To analyse service performance, improve call and message handling quality, and develop new features
• Legal compliance: To comply with legal obligations, resolve disputes, and enforce our agreements
• Marketing: To send relevant updates about our service, where you have given consent or where we have a legitimate interest (you can opt out at any time)

4. Legal Basis for Processing

Under UK GDPR, we rely on the following lawful bases:

• Contract: Processing necessary to deliver services you have requested or contracted us to provide
• Legitimate interests: Processing necessary for our legitimate business interests (such as improving our service, fraud prevention, and direct marketing to existing clients), where those interests are not overridden by your rights
• Consent: Where you have given clear consent for us to process your data for a specific purpose (such as marketing communications). You may withdraw consent at any time
• Legal obligation: Processing necessary to comply with a legal or regulatory obligation

5. Data Sharing

We do not sell your personal data. We may share your data with the following categories of third parties, only to the extent necessary for delivering our service:

• Technology providers: Our service is built on third-party platforms (including telephony, CRM, automation, and messaging tools) that process data on our behalf under appropriate data processing agreements. These may include platforms operated by Meta (for WhatsApp Business API), LeadConnector/GoHighLevel (for CRM and workflow automation), and other infrastructure providers
• Payment processors: To process subscription payments securely
• Professional advisors: Accountants, lawyers, or auditors where required
• Legal and regulatory authorities: Where required by law or to protect our legal rights

Where our service processes data on behalf of your business (for example, capturing caller details from your incoming calls or handling WhatsApp enquiries directed to your business), we act as a data processor and process that data strictly in accordance with your instructions and our service agreement.

6. International Transfers

Some of the third-party platforms we use to deliver our service may store or process data outside the United Kingdom. This includes messaging platforms such as WhatsApp (operated by Meta), which may process data in the United States or other jurisdictions. Where this occurs, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or adequacy decisions recognised under UK data protection law, to protect your data to the standard required by UK GDPR.

7. Data Retention

We retain personal data only for as long as necessary for the purposes set out in this policy:

• Client account data: Retained for the duration of your subscription and for up to 24 months after termination for record-keeping and legal purposes
• Call recordings and transcripts: Retained for up to 12 months unless a longer period is required for dispute resolution or agreed with you
• WhatsApp message records: Retained for up to 12 months in line with call recordings and enquiry data, unless a longer period is required or agreed
• Enquiry and lead data: Retained for up to 12 months if you do not become a client
• Website analytics data: Retained in aggregated or anonymised form

When data is no longer needed, it is securely deleted or anonymised.

8. Cookies

Our website uses cookies and similar technologies to improve your experience, analyse traffic, and support our marketing. These include:

• Essential cookies: Required for the website to function correctly (such as form submissions and page navigation)
• Analytics cookies: Help us understand how visitors use our website so we can improve it
• Marketing cookies: Used to deliver relevant advertising and measure campaign effectiveness

You can manage cookie preferences through your browser settings. Disabling certain cookies may affect website functionality.

9. Your Rights

Under UK GDPR, you have the following rights:

• Access: Request a copy of the personal data we hold about you
• Rectification: Request correction of inaccurate or incomplete data
• Erasure: Request deletion of your data where there is no compelling reason for continued processing
• Restriction: Request that we limit how we use your data in certain circumstances
• Portability: Request a copy of your data in a structured, commonly used format
• Objection: Object to processing based on legitimate interests or for direct marketing purposes
• Withdraw consent: Where processing is based on consent, you may withdraw it at any time

To exercise any of these rights, contact us at [email protected]. We will respond within one month, as required by law.

10. Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse. These measures include encrypted data transmission, access controls, regular security reviews, and secure storage of records.

While we take all reasonable precautions, no method of transmission or storage is completely secure. We encourage you to contact us immediately if you believe your data has been compromised.

11. Children's Data

Our services are designed for businesses and are not directed at individuals under the age of 18. We do not knowingly collect personal data from children. If we become aware that we have collected data from a child, we will take steps to delete it promptly.

12. Complaints

If you are not satisfied with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

We would appreciate the opportunity to address your concerns before you contact the ICO. Please reach out to us first at [email protected].

13. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices, legal requirements, or service. Any significant changes will be communicated through our website. The "last updated" date at the top of this page indicates when the policy was most recently revised.

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© 2026 Trades AI Solutions Ltd (Company No: 16891310)
A subsidiary of AI Solutions Group Ltd (Company No: 16890757)
Registered in England & Wales