Legal

Privacy Policy

Last updated: 1 September 2026

Who we are

Voice Harbour ("Voice Harbour", "we", "us") provides an AI receptionist service to UK small businesses, answering calls, handling enquiries, taking messages and capturing leads on their behalf. Voice Harbour is based in the UK. This policy explains how we collect, use and protect personal data when you visit this website, submit a form, become a Voice Harbour customer, or call a business that uses Voice Harbour.

We are the data controller for the personal data described in this policy, except where stated otherwise. You can contact us at hello@voiceharbour.co.uk with any privacy question.

Who this policy applies to

This policy covers two groups of people, because of how Voice Harbour's service works:

Visitors and prospective customers — anyone browsing this website or submitting the signup or contact form.
Callers — people who call a business that uses Voice Harbour's AI receptionist, and whose call is answered by our AI.

If you are a customer business's own customer calling them, the business you called is generally the data controller for that call, and Voice Harbour acts as their data processor. Please contact that business directly with privacy questions about your call where possible; we will assist them in responding to you.

Information we collect

From this website

When you submit the signup form, we collect: your name, business name, email address, telephone number, business type, website address, approximate call volume, preferred contact method, what you'd like Voice Harbour to handle, and your selected plan. When you submit the contact form, we collect your name, email address, business name (if given) and your message.

From calls handled by the AI receptionist

Once a business customer's calls are connected to Voice Harbour, our AI receptionist processes: the caller's telephone number, the spoken conversation, and information the caller shares during the call (such as their name, the reason for calling, or details needed to take a message or booking).

Depending on the settings we enable with our voice AI provider (Vapi), calls may be recorded as audio, transcribed into text, and/or logged, so that we can operate the service, review call quality, and resolve issues. Where any of these are enabled, they are stored securely by Vapi and are retained according to the retention settings configured on our account, after which they are deleted. The AI receptionist is designed to disclose near the start of each call that it is an AI assistant and that the call may be recorded. If our settings or this disclosure change, we will update this policy to reflect that.

Call summaries and messages

Where the AI receptionist takes a message, captures an enquiry, or produces a summary of a call for the business customer, that information is passed on to the relevant business so they can follow up, and is retained for as long as reasonably needed for that purpose.

From payment

Subscription payments are handled entirely by Stripe. We do not receive or store your full card details. We may receive limited payment metadata from Stripe (such as subscription status and the last four digits of a card) to manage your account.

How we use this information

To respond to enquiries submitted through this website.
To set up, provide and manage a business customer's Voice Harbour subscription and AI receptionist configuration.
To operate the AI receptionist during a call — understanding what's being asked and responding appropriately, taking messages, capturing enquiries, and transferring calls where configured.
To maintain, secure and improve the service.
To meet legal, tax and regulatory obligations.

Our lawful basis for processing

We rely on: performance of a contract (to provide the service you've signed up for, or to take steps at your request before entering a contract); legitimate interests (responding to enquiries, keeping the service secure and working); and, where applicable, consent (for example, where a business customer chooses to enable call recording and consent from callers is the appropriate basis for that business's use case).

Who we share data with

We use a small number of service providers ("processors") to run Voice Harbour. We only share what's needed for them to provide their service to us:

Netlify — hosts this website and processes website form submissions (signup and contact enquiries).
Vapi — our AI voice platform, which powers the AI receptionist and processes call audio in real time to generate the assistant's responses.
Stripe — processes subscription payments and stores payment details securely; we do not see or store full card numbers.
Telephony providers — used to route and connect calls to the AI receptionist.
Google Fonts — this website loads typefaces from Google's font service. Google may log the requesting IP address as part of delivering that request; no cookies are set by this. See Google's own privacy policy for details of their processing.

We do not sell personal data, and we do not share it with third parties for their own marketing purposes.

International transfers

Some of the providers listed above may process data outside the UK, including in the United States. Where this happens, we rely on appropriate safeguards recognised under UK data protection law, such as Standard Contractual Clauses or the provider's participation in a recognised data protection framework, to ensure your data continues to receive an appropriate level of protection.

How long we keep information

Website enquiry details are kept for as long as needed to respond to you and, if you become a customer, for the duration of our relationship plus a reasonable period afterwards to meet legal, accounting and tax requirements. Where call recordings, transcripts or logs are created, they are kept by our voice AI provider according to our account's configured retention settings, after which they are deleted. Messages, enquiries and call summaries passed on to a business customer are retained for as long as reasonably needed for that purpose.

Security

We use reasonable technical and organisational measures to protect personal data, including encrypted connections (HTTPS) for this website and restricting access to personal data to those who need it to provide the service. No method of transmission or storage is completely secure, but we work to protect your information appropriately.

Your rights

Under UK GDPR, you have the right to: access the personal data we hold about you; have inaccurate data corrected; request erasure in certain circumstances; restrict or object to certain processing; and receive certain data in a portable format. Where we rely on consent, you can withdraw it at any time.

To exercise any of these rights, email hello@voiceharbour.co.uk. If your query relates to a call with one of our business customers, we may need to direct you to that business, as they control that data, but we will help facilitate your request.

If you're unhappy with how we've handled your personal data, you have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator, at ico.org.uk or by calling 0303 123 1113.

Cookies and tracking

This website does not use analytics, advertising or tracking cookies. The only third-party request made by default is to load webfonts from Google Fonts, described above. If we introduce analytics or other non-essential cookies in the future, we will update this policy and ask for your consent before they load.

Changes to this policy

We may update this policy from time to time, for example as our service or providers change. The "last updated" date at the top of this page shows when it was last revised.

Contact

Questions about this policy can be sent to hello@voiceharbour.co.uk or via the contact page.