1. Who we are
This Privacy Policy explains how Olbiatech Limited (“Olbiatech”, “we”, “us”) collects, uses, and protects personal data. Olbiatech is a company registered in England & Wales, located at 17 Green Lanes, London N16 9BS, United Kingdom. For data-protection matters contact contact@olbiatech.com.
We provide AI-powered customer-communication services, including an AI receptionist (voice), automated replies to Instagram, Facebook Messenger and website messages, appointment booking, and lead capture. For these services we may act as a data controller and as adata processor (the end-customer data we handle on behalf of our business clients).
2. Information we collect
- Contact & account details: name, email, phone, company, role.
- Communications: messages you send us or our clients via website forms, our chat widget, email, phone/voice calls, and connected messaging channels (Instagram and Facebook Messenger).
- AI inputs & outputs: the content of messages processed and responses generated.
- End-customer data (on behalf of clients): the personal data of our clients’ customers (names, contact details, enquiries, appointment details), processed strictly to deliver the service.
- Technical & usage data: IP address, device/browser type, pages viewed, logs.
3. How we use information
- To provide and operate the services (answer calls and messages, respond, book appointments).
- To maintain security, prevent abuse, and troubleshoot.
- To improve service quality; and to send service or permitted marketing communications.
- To meet legal and compliance obligations.
4. Platform integrations & third-party data
Meta: Instagram & Messenger
When a business client connects their Facebook Page and/or Instagram professional account, we receive and process messaging content and related metadata to provide automated responses and appointment booking on their behalf. We request only the permissions needed, and our access to and use of information obtained through Meta’s platforms complies with theMeta Platform Terms and applicable Developer Policies.
Google: Calendar & Gmail
When a client connects their Google account, we request only the narrowest scopes needed for the features they have enabled:
- Calendar events (
calendar.events), used to create and update appointment entries on the client’s own calendar. - Calendar free/busy (
calendar.freebusy), used to check availability before an appointment slot is offered. Google’s free/busy endpoint does not accept the calendar events scope, so this separate scope is required. - Send email (
gmail.send), used to send appointment confirmations, reminders and payment links from the client’s own business address. This scope permits sending only; it does not allow us to read, search or delete any message in the mailbox. - Email address (
userinfo.email), used to show which account is connected and to set the sender address correctly.
We do not retain calendar or mailbox content beyond what is required to operate these features. A client can disconnect at any time from the integrations screen in their panel, which deletes the stored authorisation and ends our access; access can also be revoked directly from the client’s Google Account permissions page.Olbiatech’s use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We do not use Google user data for advertising, we do not sell it, and we do not use it to develop, improve or train generalised artificial-intelligence or machine-learning models.
5. AI processing
Messages handled by our services may be processed by artificial-intelligence models to understand intent and generate responses. AI outputs assist, not replace, human judgement.
6. Service providers (sub-processors)
- Anthropic: AI language processing (Claude).
- OpenAI: AI language processing.
- Retell: AI voice/telephony agent.
- Twilio: telephony and SMS.
- GoHighLevel: CRM and marketing automation.
- Supabase: database & storage.
- Vercel: website & application hosting.
- Cloudflare: DNS, bot protection on our forms (Turnstile) and cookie-free website analytics.
- Hostinger: server infrastructure for our automation layer.
- Meta and Google, where the corresponding integration is enabled by a client.
These providers may engage their own sub-processors under appropriate contractual safeguards.We do not sell personal data.
7. International transfers
We are based in the UK and process data under the UK GDPR. Where data is transferred outside the UK/EEA, we rely on appropriate safeguards such as adequacy decisions or standard contractual clauses.
8. Data retention
We retain personal data only as long as necessary or as required by law. After an account is terminated, we generally retain associated data for up to 30 days and then delete or anonymise it, unless a longer period is legally required.
9. Your rights
Subject to applicable law, you may request access, correction, deletion, restriction, or portability of your personal data, and object to certain processing. Emailcontact@olbiatech.com. You may also complain to the UK Information Commissioner’s Office (ICO).
10. Data deletion
To request deletion of your personal data, including data associated with Instagram or Facebook Messenger interactions, see our Data Deletion Instructions or emailcontact@olbiatech.com. We action verified requests within 30 days.
11. Security
We apply appropriate technical and organisational measures, restrict access to those who need it, and store credentials securely.
12. Children
Our services are intended for businesses and are not directed at children.
13. Changes
We may update this policy; material changes are reflected by updating the “Last updated” date above.
14. Contact
Olbiatech Limited · 17 Green Lanes, London N16 9BS, United Kingdom ·contact@olbiatech.com · +44 (0) 7379 974484