Privacy Policy

Practice Voice is operated by Practice Voice Ltd, registered in England and Wales. We are committed to protecting the personal data we hold and to being transparent about how we use it. This policy explains what data we collect, why we collect it, and what rights you have over it.

We are the data controller for the purposes of UK GDPR. If you have any questions about this policy or how we handle your data, please contact us at support@practicevoice.co.uk.

What data we collect and why

Enquiry form

When you submit the contact form on our website, we collect your name, email address, and any other details you choose to include. We use this information solely to respond to your enquiry and to arrange a follow-up conversation. The legal basis is our legitimate interest in responding to prospective clients.

Practice information

When you become a client, we collect information about your practice — including your name, practice name, website address, session fees, availability, and any other details you provide to configure your AI front desk. This information is used to build and maintain the service you have asked us to provide. The legal basis is the performance of our contract with you.

Visitor interactions via the AI agent

When visitors to your practice website interact with the AI front desk we provide, we may collect their name and contact details as part of the booking or enquiry process. This data is collected on your behalf. You, as the practice, are the data controller for your clients' personal data. We act as your data processor. We process this data only in accordance with your instructions and our Data Processing Agreement.

Website analytics

We may collect anonymised usage data about how visitors use our website, such as pages visited and time spent. This data does not identify individuals. The legal basis is our legitimate interest in understanding how our site is used so we can improve it.

How long we keep data

We keep enquiry data for up to 12 months. Client account data is retained for the duration of the contract and for a reasonable period afterwards to comply with legal and accounting obligations. Visitor interaction data collected via the AI agent is retained for as long as you require it, in line with your instructions as data controller.

Who we share data with

We do not sell personal data. We may share data with the following categories of third parties:

• Technology and hosting providers who help us operate the service, including cloud infrastructure and AI service providers, each under contract and bound to handle data securely
• Professional advisers such as accountants and lawyers, where necessary
• Regulatory authorities, where we are required by law to do so

Where we use AI processing as part of the service, we take reasonable steps to ensure that no sensitive or clinical data is passed through those systems. The agent is designed to stay on practical ground only.

International transfers

Some of our technology providers are based outside the UK. Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place, such as the UK International Data Transfer Agreement or equivalent protections.

Your rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you
• Ask us to correct inaccurate data
• Ask us to delete your data in certain circumstances
• Object to or restrict certain uses of your data
• Receive your data in a portable format
• Withdraw consent at any time, where consent is the legal basis

To exercise any of these rights, contact us at support@practicevoice.co.uk. We will respond within one month. You also have the right to lodge a complaint with the Information Commissioner's Office (ico.org.uk).

Cookies

Our website uses only functional cookies that are necessary for the site to operate. We do not use advertising or tracking cookies. No cookie consent banner is required for strictly necessary cookies under UK law.

Changes to this policy

If we make material changes to this policy, we will update the date at the top of this page and, where appropriate, notify active clients by email.

Contact

Practice Voice Ltd
5 Brayford Square
London E1 0SG
United Kingdom
support@practicevoice.co.uk