Privacy Policy

This policy explains how Utterly Digital (“we”, “us”, “our”) collects, uses and protects personal data when you use our website, contact us, or call our phone number (including calls handled by our AI Receptionist).

Last updated: 12/01/2026

Who we are

Utterly Digital is the data controller for the personal data described in this policy.

Contact: hello@utterly.digital

We never sell your data

We do not sell your personal data. We do not rent it, trade it, or share it for third-party marketing.

What data we collect

Depending on how you interact with us, we may collect:

  • Contact details — e.g. company name, name, email address, phone number.
  • Enquiry details — what you’re enquiring about and any message you choose to provide.
  • Call data — phone number, call time/date, call duration, and (if enabled) call recordings and transcripts.
  • Website usage data — basic analytics such as pages visited, device/browser info, and approximate location (city/region level).

How we use your data

We use your data to:

  • Respond to enquiries and provide information about our services.
  • Return calls and follow up on requests.
  • Deliver and support services you purchase from us.
  • Improve our services (for example, using call summaries to ensure we respond accurately).
  • Maintain the security and reliability of our systems and website.

Lawful bases for processing (UK GDPR)

We process personal data under one or more of these lawful bases:

  • Legitimate interests — to respond to enquiries, operate our business, and improve our services (balanced against your rights).
  • Contract — where processing is necessary to provide services you request or purchase.
  • Consent — where required (for example, certain analytics or marketing cookies, if used).
  • Legal obligation — where we must comply with law (e.g. accounting).

Calls, recordings and transcripts

Calls to our number may be answered by a human or by our AI Receptionist. We may record and/or transcribe calls to help us:

  • Capture accurate enquiry details so we can respond properly.
  • Improve our call handling and service quality.
  • Maintain a record for security and dispute handling (where appropriate).

Where recording/transcription is enabled, we aim to provide an appropriate caller notice. If you prefer not to be recorded, you can email us instead.

Who we share data with (processors)

We share data only when necessary to operate our services. These providers act as our processors and must protect your data.

  • Email & productivity (e.g. Microsoft 365) — to receive and respond to enquiries.
  • Telephony & messaging (e.g. Twilio/WhatsApp/SMS delivery) — to receive calls and send call summaries/alerts.
  • Website hosting — to run and secure this website.
  • Analytics (if enabled) — to understand website usage and improve pages.

We may also share information if required to comply with law, enforce our rights, or protect users.

International transfers

Some suppliers may process data outside the UK. Where this happens, we use appropriate safeguards (such as international data transfer agreements or equivalent protections) to protect your data.

How long we keep your data

We keep personal data only for as long as necessary:

  • Enquiries — typically up to 12 months after last contact, unless you become a customer or we need longer for a legitimate reason.
  • Customer records — for the duration of the relationship and for a period afterwards to meet legal/accounting needs.
  • Call recordings/transcripts — retained for a limited period appropriate to the purpose (e.g. quality and dispute handling). If you want specifics, contact us.

Your rights

Under UK data protection law, you can request:

  • Access to the personal data we hold about you.
  • Correction of inaccurate data.
  • Deletion of your data (where applicable).
  • Restriction or objection to certain processing.
  • Data portability (in certain cases).

To exercise your rights, email hello@utterly.digital.

You also have the right to complain to the UK Information Commissioner’s Office (ICO).

Security

We take reasonable technical and organisational measures to protect personal data, including access controls, backups, and secure providers. No method of transmission is 100% secure, but we work to keep your data safe.

Cookies

We may use cookies and similar technologies to make the site work and (optionally) to measure performance. If we use non-essential cookies, we’ll provide appropriate choices where required.

Changes to this policy

We may update this policy from time to time. The “Last updated” date at the top shows when it was most recently changed.