AUTONIQ SYSTEMS LTD

WEBSITE PRIVACY POLICY

Version: 2.0
Last updated: 14 July 2026

1. About this notice

AUTONIQ Systems Ltd respects your privacy and is committed to protecting your personal information.

This privacy notice explains how we collect, use, store, disclose and protect personal information when you:

• visit our website;

• submit a Request a Demo form;

• complete a client onboarding form;

• contact us by telephone, email, SMS, web form or another communication channel;

• receive a demonstration of our AI receptionist services;

• become a client, supplier or business contact;

• interact with an AI receptionist or automation service operated by us; or

• interact with an AI receptionist or automation service that we provide on behalf of one of our clients.

• This notice also explains your rights under UK data protection law and how to make a complaint.

2. Who we are

AUTONIQ Systems Ltd is a private limited company incorporated in England and Wales.

Company name: AUTONIQ Systems Ltd
Company number: 17293199
Registered office: 45, Albemarle Street, London, England W1S 4JL
Website: https://autoniq.co.uk
General contact email: [email protected]
Privacy and data protection email: [email protected]
Telephone: +44 77860 53059

AUTONIQ Systems Ltd is registered with the Information Commissioner’s Office and pays the applicable data protection fee.

ICO registration number: ZC194930

In this notice, “AUTONIQ”, “we”, “us” and “our” refer to AUTONIQ Systems Ltd.

3. Our role under data protection law

Our role depends on the circumstances in which we use personal information.

3.1 When we act as a controller

We normally act as a data controller when we decide why and how personal information is used for our own business purposes. This includes information relating to:

• website visitors;

• prospective clients;

• demo enquiries;

• client representatives;

• suppliers and service providers;

• billing and account administration;

• our own sales and marketing;

• complaints and data protection requests;

• website security and business administration.

As a controller, we are responsible for deciding how and why this information is processed.

3.2 When we act as a processor

When AUTONIQ supplies an AI receptionist, CRM, appointment booking or workflow automation service to a client, the client will normally determine why its customer information is used.

In those circumstances:

• the client will normally be the data controller; and

• AUTONIQ will normally act as the data processor.

We will process that information on the client’s documented instructions and in accordance with our contract and Data Processing Agreement with the client.

For example, if you telephone a salon using an AI receptionist configured by AUTONIQ, the salon will normally be responsible for the customer relationship and for explaining how it uses your information. AUTONIQ will usually process the call and appointment information on the salon’s behalf.

Questions about a client’s use of your personal information should normally be directed to that client. We will assist the client with relevant data protection requests where required.

4. The personal information we collect

The information we collect depends on how you interact with us.

4.1 Website and enquiry information

When you visit our website or submit a form, we may collect:

• your full name;

• business name;

• job title or role;

• email address;

• telephone number;

• business address;

• website address;

• the services in which you are interested;

• information included in your enquiry;

• your preferred contact method;

• your communication and marketing preferences;

• the date and time of your submission.

4.2 Client and prospective-client information

When you request a demonstration, discuss our services or become a client, we may collect:

• your name and business contact details;

• your company or trading name;

• information about your business, services and customers;

• appointment and calendar requirements;

• business opening hours;

• staff or team-member information;

• call-handling requirements;

• AI agent scripts, instructions and knowledge-base content;

• service preferences;

• account and login administration information;

• contracts, proposals and approval records;

• invoices, payment status and transaction references;

• support requests and communication history.

We do not normally collect or store full payment-card information ourselves. Payments may be processed by a third-party payment provider.

4.3 Telephone and AI voice interaction information

Where you call AUTONIQ, request a demonstration, or interact with an AI receptionist operated by or through AUTONIQ, we may process:

• your telephone number;

• the date, time and duration of the call;

• call-routing and technical information;

• your name and contact details;

• the purpose of your call;

• information you provide during the conversation;

• appointment requests;

• preferred service, member of staff, date and time;

• booking, cancellation or rescheduling information;

• a written transcript or summary of the conversation;

• a call recording, where recording is enabled;

• the outcome of the call;

• requests for human assistance or call-back;

• system and workflow logs.

Where a call is recorded, the caller should be informed at or before the start of the recording.

4.4 Appointment and CRM information

Our services may process:

• customer or lead names;

• telephone numbers;

• email addresses;

• appointment dates and times;

• booking status;

• service preferences;

• assigned staff members;

• confirmation and reminder messages;

• rescheduling and cancellation records;

• internal CRM notes;

• consent, objection and opt-out records;

• communication history.

Where this information belongs to one of our clients, we normally process it on that client’s behalf.

4.5 Website and technical information

When you use our website, we may automatically collect:

• Internet Protocol address;

• browser type and version;

• device type;

• operating system;

• approximate location derived from an IP address;

• referring website;

• pages viewed;

• time spent on pages;

• form and website interaction information;

• error, security and server logs;

• cookie identifiers and analytics information, where permitted.

Further information is available in our Cookie Policy.

4.6 Communications

If you contact us, we may retain:

• emails;

• SMS and messaging records;

• telephone notes;

• support requests;

• meeting notes;

• correspondence;

• complaints;

• records of data protection requests.

4.7 Information obtained from other sources

We may obtain business contact information from:

• the organisation for which you work;

• one of our clients;

• a referral or business partner;

• publicly available business websites and directories;

• Companies House;

• professional networking platforms;

• event or networking contacts;

• service providers supporting our systems.

Where we obtain personal information from another source, we will provide appropriate privacy information within the period required by law unless an exception applies.

5. Special category information

AUTONIQ’s services are not designed to collect sensitive or special category information unless this has been specifically assessed and lawfully agreed.

Special category information includes information about:

• health;

• racial or ethnic origin;

• religious or philosophical beliefs;

• political opinions;

• trade union membership;

• genetics;

• biometrics used for identification;

• sex life or sexual orientation.

Please do not provide special category information during a demonstration, enquiry or AI receptionist call unless it is genuinely necessary and you have been asked to provide it.

If special category information is received unintentionally, we will limit its use, protect it appropriately and delete it when it is no longer required.

6. How and why we use personal information

We may use personal information for the following purposes.

6.1 Responding to enquiries and arranging demonstrations

We use contact and business information to:

• respond to enquiries;

• understand business requirements;

• arrange demonstrations;

• provide proposals and quotations;

• answer questions about our services;

• follow up on a genuine service enquiry.

Our lawful bases are taking steps at your request before entering into a contract and our legitimate interests in responding to business enquiries and developing our business.

6.2 Providing and administering our services

We use personal information to:

• onboard clients;

• configure AI receptionists and workflows;

• create or administer client accounts;

• provide booking, rescheduling and cancellation functionality;

• operate CRM and communication workflows;

• provide technical support;

• maintain service records;

• manage the client relationship.

Our lawful bases are performance of a contract, taking steps before entering into a contract and our legitimate interests in administering and improving our services.

Where we process a client’s customer information, we normally do so as a processor acting on the client’s documented instructions.

6.3 AI receptionist and voice services

Personal information may be used to:

• understand the caller’s request;

• provide approved business information;

• collect appointment information;

• check or communicate availability;

• book, reschedule or cancel appointments;

• send confirmation and reminder messages;

• create call transcripts or summaries;

• identify failed or missed calls;

• transfer or escalate a matter to a person;

• test and maintain the service.

The lawful basis will depend on our role and the service involved. It may include performance of a contract, legitimate interests, consent where required, or processing on a client controller’s documented instructions.

6.4 Recording calls

Where call recording is enabled, recordings may be used for:

• confirming what was requested;

• service delivery;

• quality assurance;

• investigating complaints;

• security and fraud prevention;

• training and improving approved scripts or workflows.

We will only record calls where there is an identified purpose and lawful basis. Callers should be informed that recording is taking place and given relevant privacy information.

Recording settings may differ between clients. The relevant client remains responsible for ensuring that its use of recording is lawful when it acts as controller.

6.5 Client and account administration

We use information to:

• administer contracts;

• issue and manage invoices;

• record payments;

• maintain accounting and tax records;

• manage subscriptions and third-party service charges;

• contact clients about their accounts;

• maintain corporate and compliance records.

Our lawful bases are performance of a contract, compliance with legal obligations and our legitimate interests in operating our business.

6.6 Security and misuse prevention

We may use personal information to:

• maintain account and system security;

• investigate unauthorised access;

• prevent fraud and misuse;

• diagnose technical problems;

• maintain audit and access logs;

• manage incidents and personal data breaches;

• establish, exercise or defend legal claims.

Our lawful bases are legitimate interests and compliance with legal obligations.

6.7 Improving our services

We may review service data to:

• identify technical faults;

• improve call flows and workflows;

• improve customer experience;

• assess system performance;

• develop new services;

• produce aggregated business statistics.

Where possible, we use anonymised or aggregated information for these purposes.

Our lawful basis is our legitimate interest in maintaining and improving our products and services.

We will not use a client’s confidential data to train a general-purpose AI model for unrelated purposes unless this has been expressly agreed and is lawful.

6.8 Marketing

We may use business contact information to:

• send relevant information about AUTONIQ’s services;

• follow up on an enquiry;

• contact corporate business prospects;

• invite contacts to demonstrations or business discussions.

Depending on the type of recipient and communication, we rely on consent or legitimate interests and comply with applicable electronic marketing rules.

Every electronic marketing communication will provide a clear means of opting out where required.

You have an absolute right to object to the use of your personal information for direct marketing. We will stop direct marketing when you ask us to do so.

6.9 Compliance and legal obligations

We may use or disclose personal information where necessary to:

• comply with company, accounting and tax obligations;

• respond to a lawful request from a regulator, court or public authority;

• deal with data protection rights and complaints;

• maintain required business records;

• protect our rights or the rights of another person.

Our lawful basis is compliance with a legal obligation or our legitimate interests in protecting the business and dealing with legal matters.

7. Our lawful bases

Depending on the circumstances, we rely on one or more of the following lawful bases:

Contract

Processing is necessary to perform a contract with you or to take steps at your request before entering into a contract.

Legal obligation

Processing is necessary for us to comply with a legal obligation, including company, accounting, tax and data protection requirements.

Legitimate interests

Processing is necessary for our legitimate business interests or those of another organisation, provided those interests are not overridden by your rights and freedoms.

Our legitimate interests may include:

• operating and administering AUTONIQ;

• responding to business enquiries;

• developing client relationships;

• securing our systems;

• preventing fraud and misuse;

• improving our services;

• maintaining business records;

• carrying out proportionate business-to-business marketing;

• establishing, exercising or defending legal claims.

Where we rely on legitimate interests, we consider the necessity and proportionality of the processing and its likely effect on individuals.

Consent

We rely on consent where the law requires it, including for certain cookies, marketing activities or other optional processing.

You may withdraw consent at any time.

Withdrawal does not affect processing that took place before consent was withdrawn.

Processing on a controller’s instructions

Where AUTONIQ acts as a processor, we process personal information on the documented instructions of the relevant client controller.

8. If you do not provide personal information

You are not generally required by law to provide personal information to us.

However, some information may be required for us to:

• respond to an enquiry;

• arrange a demonstration;

• prepare a proposal;

• enter into or perform a contract;

• create an account;

• provide support;

• complete an appointment or requested workflow.

If required information is not provided, we may be unable to provide the relevant service.

9. AI and automated processing

Our services use artificial intelligence and automation to understand requests, provide approved information and complete tasks such as appointment booking.

AUTONIQ’s standard AI receptionist service is not intended to make solely automated decisions that produce legal or similarly significant effects about individuals.

The service may automatically:

• identify the apparent purpose of a call;

• ask approved questions;

• retrieve approved business information;

• collect booking details;

• trigger a workflow;

• send a confirmation or reminder;

• route a caller to a person;

• create a transcript, summary or CRM record.

Customers may ask for human assistance where this is available. Clients are expected to provide an appropriate human escalation route for complex, sensitive or disputed matters.

AI systems can misunderstand information. Clients and users should check important details, including names, telephone numbers, dates, times and booking confirmations.

10. Who we share personal information with

We may share personal information with trusted service providers where necessary to operate our business and provide our services.

These may include:

• CRM and workflow automation providers;

• website and form-hosting providers;

• AI and voice technology providers;

• telephony and telephone-number providers;

• SMS, email and communication providers;

• calendar and appointment providers;

• cloud hosting and storage providers;

• security and IT support providers;

• payment, banking and accounting providers;

• professional advisers, including accountants, insurers and solicitors;

• analytics providers where relevant cookies have been accepted;

• regulators, courts, public authorities and law-enforcement bodies where disclosure is lawful and necessary;

• a buyer, investor or professional adviser involved in a genuine business sale, restructuring, financing or due-diligence process, subject to appropriate safeguards.

Our principal operational platform currently includes GoHighLevel and associated LeadConnector services for website forms, CRM, workflows, communications, calendars and telephone functionality.

We require service providers to handle personal information appropriately and only for authorised purposes.

A current list of material service providers and sub-processors will be maintained separately and made available where appropriate.

11. International transfers

Some of our technology and service providers may store personal information or permit access to it from countries outside the United Kingdom.

Where a transfer is a restricted transfer under UK data protection law, we will take appropriate steps to protect the information. Depending on the circumstances, these may include:

• transferring information to a country covered by UK adequacy regulations;

• using the UK International Data Transfer Agreement;

• using the UK Addendum to approved EU Standard Contractual Clauses;

• completing an appropriate transfer risk assessment;

• applying additional technical and organisational safeguards.

You may contact us for further information about the safeguards relevant to your personal information.

12. How long we keep personal information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, security and reporting requirements.

Our intended retention periods are:

Information Intended retention period

Website and demo enquiries that do not become clients Up to 24 months after the last meaningful contact

Client contracts, invoices and core transaction records

Contract term and normally 6 years afterwards

Client onboarding and approval records

Contract term and normally 6 years afterwards

Routine client communications and support records

Contract term and up to 24 months afterwards, unless required longer

Call recordings controlled by AUTONIQ

Normally no more than 90 days, unless required for a complaint, dispute, security investigation or legal obligation

Call transcripts and AI-generated summaries controlled by AUTONIQ

Normally up to 12 months

Call recordings and transcripts processed for clients

The period instructed or configured by the relevant client

Appointment and CRM information processed for clients

According to the client’s documented instructions and applicable contract

Website security and technical logs

Normally up to 12 months

Marketing contact records

Until the person opts out, the data becomes inaccurate, or the relationship is no longer reasonably active

Marketing suppression records

As long as reasonably necessary to ensure the opt-out continues to be respected

Data protection requests and complaints

Normally 6 years after closure where necessary to demonstrate compliance

We may keep information for longer where necessary to:

• comply with law;

• deal with an active complaint or dispute;

• establish, exercise or defend a legal claim;

• investigate fraud or a security incident.

At the end of the applicable period, information will be securely deleted, anonymised or returned to the relevant client.

13. How we protect personal information

We use proportionate technical and organisational measures intended to protect personal information against unauthorised access, loss, alteration, disclosure or destruction.

Measures may include:

• unique user accounts;

• strong passwords;

• two-factor authentication where available;

• role-based and need-to-know access;

• access reviews;

• secure cloud-based systems;

• confidentiality obligations;

• controlled sharing of credentials;

• data minimisation;

• retention and deletion controls;

• security and activity logs;

• incident and data breach procedures;

• staff and founder awareness;

• contractual requirements for service providers;

• secure disposal of information.

No online or cloud-based system can be guaranteed to be completely secure. We will assess and respond to suspected incidents in accordance with applicable legal requirements.

14. Your data protection rights

Depending on the circumstances and the lawful basis used, you may have the following rights:

Right to be informed

You have the right to clear information about how your personal information is collected and used.

Right of access

You may ask whether we process your personal information and request a copy of it.

Right to rectification

You may ask us to correct personal information that is inaccurate or complete information that is incomplete.

Right to erasure

You may ask us to delete your personal information in certain circumstances.

Right to restrict processing

You may ask us to restrict the use of your personal information in certain circumstances.

Right to data portability

Where applicable, you may ask to receive personal information you provided to us in a structured, commonly used and machine-readable format or ask us to transfer it to another organisation.

Right to object

You may object to processing based on legitimate interests in certain circumstances.

You have an absolute right to object to the use of your personal information for direct marketing.

Rights relating to automated decision-making

You may have rights relating to decisions made solely by automated means that produce legal or similarly significant effects.

Right to withdraw consent

Where processing is based on consent, you may withdraw that consent at any time.

These rights are not absolute and may be subject to legal conditions or exemptions.

You will not normally have to pay a fee to exercise your rights. We may request reasonable information to confirm your identity before responding.

We will respond without undue delay and normally within one calendar month. The period may be extended where permitted by law for a complex request, in which case we will explain the reason.

To exercise a right, contact:

Email: [email protected]
Postal address: 45, Albemarle Street, London, England W1S 4JL

Please include enough information to allow us to identify you and understand your request.

Where AUTONIQ processes information solely on behalf of a client, we may refer your request to that client or assist the client in responding.

15. Data protection complaints

You may complain to us if you are concerned about how we have collected, used, disclosed or protected your personal information or how we have handled a data protection request.

Complaints may be submitted using:

Email: [email protected]
Postal address: 45, Albemarle Street, London, England W1S 4JL

Please provide:

• your name and contact details;

• a description of the issue;

• relevant dates;

• copies of relevant communications or evidence;

• the outcome you are seeking.

We will:

• provide reasonable assistance to help you make the complaint;

• acknowledge the complaint within 30 days;

• investigate it appropriately;

• keep you informed where reasonably necessary; and

• communicate the outcome without undue delay.

You also have the right to complain to the Information Commissioner’s Office.

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113
Website: https://ico.org.uk

We encourage you to contact us first so that we have an opportunity to investigate and resolve the matter.

16. Marketing preferences

You may ask us to stop sending marketing communications at any time by:

• using the unsubscribe or opt-out method in the communication;

•replying with an opt-out request where appropriate; or

• contacting [email protected]

Stopping marketing will not prevent us from sending non-marketing messages necessary to administer a contract, respond to a request or provide an existing service.

We may retain limited information on a suppression list to ensure that your opt-out continues to be respected.

17. Cookies

Our website may use cookies and similar technologies.

Non-essential cookies will be used only where permitted and after any required choice or consent has been obtained.

Further information about the cookies we use, their purposes and how to change your preferences is provided in our Cookie Policy.

18. Third-party websites

Our website may contain links to websites, services or platforms operated by other organisations.

Those organisations are responsible for their own privacy practices. We recommend reading their privacy notices before providing personal information.

19. Children’s information

AUTONIQ’s website and services are intended for businesses and adults. They are not directed at children.

We do not knowingly collect personal information directly from children through our website for our own purposes.

A client may provide services to customers who are under 18. In such circumstances, the client remains responsible for assessing the lawful basis, transparency requirements and safeguards applicable to its service. AUTONIQ will process information only in accordance with the client’s lawful instructions.

20. Changes to this privacy notice

We may update this privacy notice where:

• our services or technology change;

• we introduce a new service provider;

• our processing activities change;

• legal or regulatory requirements change;

• we identify that further clarification is needed.

The latest version will be published on our website and will show the date on which it was last updated.

Where a change materially affects how we use personal information, we will take reasonable steps to bring it to the attention of affected individuals.

21. Contact us

Questions about this privacy notice or our use of personal information should be sent to:

AUTONIQ Systems Ltd
45, Albemarle Street, London, England W1S 4JL

Email: [email protected]
Telephone: +4477860 53059
Website: https://autoniq.co.uk

ICO registration number: ZC194930