Privacy & data
AIbyPhone is in paid beta. This page states plainly what the service stores and why. It is written to stay accurate rather than to sound legal.
Who is responsible for your data
AIbyPhone is run by an individual sole trader based in the United Kingdom, who is the data controller for everything described on this page. To reach the controller about your data — a question, a correction, a deletion, or a complaint — text SUPPORT to 07441 100800 or reply to any AIbyPhone email. A postal address is available on request. AIbyPhone’s ICO registration is in progress; the reference will appear here once issued.
What we store
Your account email, your verified phone numbers, your conversations (calls are transcribed; texts and web messages are stored as sent), usage counts for your plan, and billing status. Card details are handled by Stripe and never touch our servers.
Why we store it
The product IS the record: one continuing conversation across calls, SMS and the web hub. Transcripts exist so your hub works. Usage counts exist so plan allowances work. Nothing is stored for advertising, and nothing is sold or shared for marketing.
Our lawful basis
We store and process your conversations to deliver the service you are paying for, which is performance of our contract with you. We keep billing records because tax law requires it, which is a legal obligation. We keep minimal security and diagnostic logs to keep the service safe and working, which is our legitimate interest; those logs mask phone numbers and never contain message content.
Call recording
Calls to AIbyPhone are recorded and transcribed. You are told this at the start of your first call and reminded on later calls. Voice turns are transcribed and the transcript is kept in your conversation record. Working audio files are transient processing artefacts; an automated retention sweep deletes aged audio once enabled for the beta, and transcripts remain the durable record.
People who are not our customers
Other people appear in your conversations — a contact you ask us to text, a name you mention, someone speaking in a recording you upload. We hold that information only because you gave it to us, only to do what you asked, and we do not use it to build any profile or to contact those people for our own purposes.
If you are not an AIbyPhone customer and your information is here because someone else put it here, you still have rights over it. Contact us using the details above and we will tell you what is held and remove it where we are able. In some cases we may need to ask the customer whose record it sits in, because deleting it may delete their conversation too.
Who we share it with
Only you can see your data when signed into your account. Behind the service, a small number of suppliers process it on our instructions and may not use it for anything else:
- OpenAI — generates AI replies, transcribes speech to text, produces the spoken voice, and runs live web lookups.
- Andrews & Arnold and Telnyx — send and receive your text messages.
- Stripe — takes payments and holds your card details; we never see them.
- Cloudflare — sits in front of the website and carries the traffic between your browser and us.
- Google — delivers our outgoing email, including your login codes.
Some of these suppliers process data outside the UK. Where that happens it is covered by the transfer safeguards in those suppliers’ own data processing terms.
How long we keep it
Your conversations stay until you delete them or close your account, because the continuing record is the product. Billing records are kept for six years, as UK tax law requires. Security and diagnostic logs are short-lived. When you close your account we remove your conversations, transcripts and stored audio, and keep only what we are legally required to keep.
Your rights
You can ask us for a copy of your data, correct it, delete it, restrict or object to how we use it, or ask for it in a portable form. You can see every stored conversation in the hub, manage your phone numbers at /account, and manage billing at /billing. To exercise any right, text SUPPORT to 07441 100800 or reply to any AIbyPhone email. We will respond within one month.
If you are unhappy with how we have handled your data you can complain to the Information Commissioner’s Office at ico.org.uk, though we would rather you told us first so we can put it right.
Beta policy, last updated 2026-09-02. When something here changes, this page changes in the same release.