Privacy notice
What we collect and why.
Last updated 22 July 2026
Pre-launch draft. The controller's full legal name and service address must be added, the installed providers and retention settings must be confirmed, and this notice must be reviewed before live customer data is processed.
1. Who controls your information
[FULL LEGAL NAME], trading as Roltaire, is the controller for enquiries about Roltaire. Address: [UK SERVICE ADDRESS]. Email: hello@roltaire.com.
For missed-call recovery and AI receptionist services supplied to a business client, that client normally decides why the caller's information is used and is the controller. Roltaire processes it for the client under our service agreement.
2. Information we use
- Contact details and messages you send to Roltaire.
- For missed-call recovery: the caller's phone number, call status and time, text reply, message identifier and delivery status.
- For an AI receptionist or an AI sales call you agreed to: the phone number, recording and transcript where enabled, call summary, booking details and call outcome.
- Basic technical and security logs needed to run and protect the website and webhook service.
Do not send sensitive personal information by text.
3. Why we use it
We use enquiry information to respond, prepare quotes and provide contracted services. We use missed-call information to send the requested recovery text, forward replies to the business called, prevent duplicate messages and troubleshoot delivery. We use agreed AI-call information to conduct the disclosed call, answer from approved business information, record requested next steps and provide the relevant business with a call record.
Our lawful bases are steps requested before a contract, performance of a contract, and legitimate interests in responding to business enquiries and operating a reliable, secure service. We do not use missed-call replies for advertising or automated decision-making.
4. Who receives it
Information may be handled by the business you called, Vapi, the connected phone and messaging carrier, Google Calendar when you request a booking, Stripe when you request checkout, Vercel hosting, and the key-value service used to prevent duplicate messages. We only use providers needed to deliver and secure the service.
Some providers may process information outside the UK. Where required, the relevant controller must use an adequacy regulation or approved contractual safeguards. You can ask us for details of the providers and safeguards used for a particular installation.
5. How long it is kept
The application stores one-way keyed hashes for duplicate prevention and SMS safety quotas for 24 hours; it does not create a separate database of call numbers or message bodies. Vapi, the carrier and the business called may retain call and message records under their configured retention policies. Those periods must be documented for each live installation. Roltaire keeps direct sales and contract records only as long as needed for the enquiry, service, legal obligations and dispute handling.
6. Your choices and rights
Depending on the circumstances, you may ask for access, correction, deletion, restriction, portability, or object to processing based on legitimate interests. You have the right to object to processing based on legitimate interests. Contact the business you called for a missed-call enquiry, or email Roltaire for our own records.
You can complain to the UK Information Commissioner's Office at ico.org.uk. Please contact us first if you would like us to try to resolve the issue.
7. Cookies and changes
The current Roltaire site does not set analytics or advertising cookies. Essential hosting and security systems may process request data without using marketing cookies. We will update this notice before introducing analytics or materially changing how information is used.