Privacy Policy

AI telephone assistant

Our AI reception number connects you to an AI assistant, not a person. It answers general questions, records callback requests and can arrange appointments after your confirmation. You can instead contact info@agentsphere.cloud without using the telephone assistant.

Storage of audio recordings in the AI assistant is disabled. During a call, the audio signal is processed and converted into text so the assistant can respond. ElevenLabs retains the transcript and its personal data for up to seven days. We transfer necessary details such as your name, email address, confirmed callback number, enquiry and a short call note to our CRM, and appointment details to our calendar.

We use these details to respond to your enquiry, arrange appointments and make requested callbacks. The legal basis is GDPR Article 6(1)(b) where your enquiry concerns a contract with you, otherwise Article 6(1)(f) (our legitimate interest in accessible and reliable handling of business enquiries). The assistant does not make solely automated decisions about you with legal or similarly significant effects.

We use Twilio for telephone connectivity, ElevenLabs for the AI voice assistant, Microsoft 365 for appointments, Twenty for CRM and hosting providers. Data may be processed outside the EU/EEA, particularly in the USA. The providers’ data processing terms and transfer safeguards, including EU Standard Contractual Clauses, apply. Provider information is linked below; contact us for information about the providers used for your enquiry.

Short-term processing data in the telephone backend is removed within seven days after successful CRM transfer. Status and booking data remain available for up to 90 days to prevent duplicate processing. Pending transfers remain until resolved. We delete CRM enquiries and call notes when no longer needed, within two years, unless an ongoing business relationship or legal duties require longer retention.

You do not have to use the AI assistant. You may end the call or object to further processing at any time. The assistant then stops further handling and provides our email address. This does not automatically delete appointments or business enquiries already created. Steven Hooker handles access and deletion requests at info@agentsphere.cloud. See “Your rights” for your other rights. Please do not provide health, payment or other particularly sensitive information during calls.

Information from our service providers: ElevenLabs, Twilio, Microsoft.

What we collect

Contact form: name, email address and message. We store these in our Twenty CRM to respond to your enquiry. The legal basis is GDPR Article 6(1)(b) for pre-contractual or contractual enquiries, otherwise Article 6(1)(f) (our legitimate interest in responding to business enquiries). Hosting and technical service providers may access data as processors. We delete enquiries that are no longer needed within two years, unless legal retention duties or an ongoing business relationship require longer storage.

Your enquiry also includes your selected service and, if provided, your website URL. The enquiry language is recorded in the CRM to help us respond.

Payment pages

We use Stripe for payment processing and fraud prevention. Stripe may use necessary cookies on payment pages. Payment and product access do not depend on agreeing to advertising tracking. Please see stripe.com/privacy for details.

We store your marketing choice locally for up to 180 days under agentsphere_marketing_consent_v1. After acceptance, the necessary agentsphere_meta_consent cookie is used only to manage and withdraw that permission for up to twelve hours. A previous acceptance never activates Meta tracking on a visit without a tagged Meta ad link.

Server logs

Our web server stores standard access logs (IP address, browser, timestamp) for up to 30 days for security and stability purposes.

Your rights

Under the GDPR you have the right to access, rectify, erase, restrict, or port your personal data, and to object to its processing. To exercise these rights, contact us at info@agentsphere.cloud. You also have the right to lodge a complaint with the supervisory authority: Landesbeauftragte für Datenschutz und Informationsfreiheit NRW, Kavalleriestr. 2-4, 40213 Düsseldorf.

Optional Meta advertising measurement

Only for visits through tagged Meta ad links, and with your consent, we use Meta Pixel and Conversions API to measure and improve our advertising. The recipient is Meta Platforms Ireland Limited, Merrion Road, Dublin 4, D04 X2K5, Ireland. The legal bases are GDPR Article 6(1)(a) and, where applicable, Section 25(1) TDDDG. Rejecting does not affect browsing, purchasing or downloading.

We share sanitised page paths, events (page views, scroll depth, product-questionnaire fixed choices, checkout starts and confirmed completions), order amount and currency, IP address, browser information, a pseudonymous visit identifier and, when available, the Meta click identifier. We do not send free text, offer or download tokens, or payment details. Free claims are measured separately from purchases. Meta may match events to its user data and process them for advertising purposes. The Pixel runs separately from the page content, with automatic form collection disabled.

The visit permission and related technical data remain in server memory for at most twelve hours; a restart discards them. A consent reference may be recorded with the Stripe order. You can withdraw consent at any time using Privacy settings, which stops future events. Withdrawal cannot recall data already sent. Meta may process data outside the EEA. See Meta’s information below for its processing, retention, international-transfer arrangements and your rights.

Meta Privacy Policy · Meta Business Tools Terms · Meta EU Data Transfer Addendum