Privacy Policy
Effective date: 15.05.26
1. Introduction
This Privacy Policy explains how TAS Flow collects, uses, stores and protects personal information.
TAS Flow is a sole trader business based in the United Kingdom. We provide websites, CRM systems, lead capture systems, automation workflows, AI chatbots, AI voice agents, booking systems and related digital services for businesses.
Our website is tasflow.co.uk.
Contact details:
TAS Flow
9 Nursery Close
Chineham
RG24 8TA
United Kingdom
Email: [email protected]
By using our website, contacting us, booking a call, becoming a client, or interacting with one of our AI systems, you agree to the way we handle personal information as described in this Privacy Policy.
2. Information We Collect
We may collect the following types of personal information:
Name
Email address
Phone number
Business name
Website URL
Enquiry details
Messages sent through forms, email, chatbots, SMS, WhatsApp or other communication tools
Appointment and booking details
Call recordings
Voice recordings
Call transcripts
Chatbot conversations
CRM notes and client communication history
IP address
Device, browser and website usage information
Cookie and analytics data
Payment and billing information
Any other information you choose to provide to us
Where we provide services to a client, we may also process personal information about that client’s customers, leads or callers on the client’s behalf.
3. How We Collect Information
We may collect information when you:
Visit our website
Complete a contact form
Book a discovery call
Contact us by phone, email, SMS, WhatsApp or social media
Speak to an AI voice agent
Use an AI chatbot
Become a client
Provide onboarding information
Use a website, form, CRM, booking system or automation system created or managed by TAS Flow
We may also receive information from third-party platforms that we use to provide our services.
4. How We Use Your Information
We use personal information for the following purposes:
To respond to enquiries
To provide our services
To build and manage websites, CRM systems, automations, booking systems, chatbots and AI voice agents
To process bookings and appointments
To collect, organise and manage leads
To send follow-up messages by email, SMS or other agreed channels
To provide customer support
To manage client accounts and billing
To improve our services
To monitor website performance and analytics
To keep business and accounting records
To comply with legal obligations
To protect our business, systems and users
5. AI Voice Agents, Call Recordings and Transcripts
TAS Flow may provide AI voice agents that answer calls, take messages, collect enquiry details, answer common questions, qualify leads and help guide callers to the next step.
Where an AI voice agent is used:
Callers may be told that they are speaking with an AI voice agent.
Calls may be recorded.
Call transcripts may be created and stored.
The AI voice agent may collect information such as name, phone number, business details, enquiry details, service requirements and booking preferences.
Information collected by the AI voice agent may be shared with the relevant client or business for follow-up.
AI voice agents are designed to support administrative and enquiry-handling tasks. They should not be relied on for legal, financial, medical or other regulated professional advice.
6. AI Data Handling
TAS Flow may use client and customer data to configure, test and improve each client’s own AI agent, chatbot, automation or workflow.
We do not intend to use personal information from one client’s system to train or improve another client’s AI system.
Where possible, we aim to use only the information reasonably needed to set up, test, operate and improve the relevant client system.
7. Automated Decision-Making
TAS Flow’s AI systems may assist with tasks such as answering common questions, collecting lead details, routing enquiries, booking appointments and supporting follow-up.
We do not intend our AI systems to make legally significant decisions about individuals without human involvement.
Clients are responsible for reviewing AI outputs and making final business decisions where human judgement is required.
8. Legal Basis for Processing Personal Data
Where UK GDPR or similar data protection laws apply, we may rely on the following lawful bases:
Contract: where processing is needed to provide services or take steps before entering into a contract.
Legitimate interests: where processing is needed to run, improve and protect our business, respond to enquiries, manage leads and provide customer support.
Consent: where required, such as for certain marketing communications or non-essential cookies.
Legal obligation: where processing is needed to comply with tax, accounting or other legal requirements.
9. Third-Party Services We Use
We may use third-party platforms to operate our business and provide services. These may include:
GoHighLevel
OpenAI
ElevenLabs
Twilio
Stripe
Google Analytics
Google Search Console
Google Workspace / Gmail
Calendly
IONOS
Hostinger
Lovable
Supabase
Zapier
Make
WhatsApp Business
Meta Pixel
Other hosting, CRM, analytics, communication, payment and automation providers
These third-party providers may process personal information on our behalf or as independent service providers. Their processing is also subject to their own privacy policies and terms.
10. Payments
Where payments are processed through third-party payment providers such as Stripe or similar platforms, payment information may be processed securely by those providers.
TAS Flow does not intend to store full card details directly.
11. Cookies and Analytics
Our website may use cookies and similar technologies.
Cookies may be used to:
Make the website work properly
Understand how visitors use the website
Improve website performance
Support analytics
Support marketing or advertising, where enabled
Where required by law, we will ask for consent before using non-essential cookies, analytics cookies or tracking technologies.
You can usually manage or block cookies through your browser settings.
12. Marketing Communications
We may contact you about our services where you have made an enquiry, requested information, become a client, or consented to receive marketing.
You can opt out of marketing communications at any time by contacting us at [email protected] or by using any unsubscribe option provided in the communication.
13. Sharing Personal Information
We may share personal information with:
Our clients, where we process leads or enquiries on their behalf
Third-party service providers used to deliver our services
Payment processors
Hosting and cloud service providers
CRM, automation, AI and communication platforms
Professional advisers, such as accountants or legal advisers
Authorities, regulators or law enforcement where legally required
We do not sell personal information.
14. International Data Transfers
Some of the tools and platforms we use may process or store information outside the United Kingdom or European Economic Area.
Where this happens, we aim to rely on appropriate safeguards where required, such as contractual protections, data processing terms or other lawful transfer mechanisms.
15. Data Retention
We keep personal data only for as long as reasonably necessary to provide our services, comply with legal obligations, resolve disputes, maintain business records and protect our legitimate business interests.
The exact retention period may depend on the type of data, the purpose for which it was collected, legal requirements and the nature of our relationship with the client or user.
16. Security
We take reasonable steps to protect personal information.
Security measures may include:
Password-protected systems
Limited access to personal data
Use of secure cloud platforms
HTTPS/SSL where applicable
Two-factor authentication where available
Access only by authorised persons
Internal confidentiality expectations
Regular review of systems and data access
No online system can be guaranteed to be completely secure, but we aim to use reasonable safeguards to protect personal information.
17. Your Rights
Depending on where you are located and which data protection laws apply, you may have rights including:
The right to access your personal information
The right to correct inaccurate information
The right to request deletion of your information
The right to restrict processing
The right to object to processing
The right to withdraw consent
The right to data portability
The right to object to direct marketing
The right to complain to a data protection authority
To exercise your rights, contact us at [email protected].
If you are in the UK, you also have the right to complain to the Information Commissioner’s Office.
18. California Privacy Rights
If the California Consumer Privacy Act or similar US privacy laws apply, California residents may have additional rights, including the right to know what personal information is collected, used, shared or disclosed, the right to request deletion, the right to correct inaccurate information, and the right to opt out of certain sale or sharing of personal information.
TAS Flow does not sell personal information.
To make a privacy request, contact us at [email protected].
19. Client Responsibility
Where TAS Flow processes personal information on behalf of a client, the client is responsible for ensuring that they have the correct legal basis, notices, consents and permissions to collect and use their own customer, caller, lead or website visitor data.
Clients are also responsible for ensuring their use of AI voice agents, chatbots, call recordings, CRM systems and marketing automations complies with laws and industry rules that apply to their business.
20. Changes to This Privacy Policy
We may update this Privacy Policy from time to time.
The latest version will be posted on our website. The effective date at the top of this policy will show when it was last updated.
21. Contact Us
If you have any questions about this Privacy Policy or how we handle personal information, contact:
TAS Flow
9 Nursery Close
Chineham
RG24 8TA
United Kingdom
Email: [email protected]
+447474155720