Privacy Notice
Bertrand AI — Privacy Notice
Version EU-1.1 — 26 October 2026 (the first version, 5 October 2026, did not cover a Solo Cover client’s own voice; sections 3.3 and 4.5 now do). This notice covers the onboarding forms for businesses in Ireland, France and Germany at bertrandai.uk/onboarding. It follows the UK notice (version 1.3), with the rights, regulators and transfer rules that apply to you under the EU General Data Protection Regulation. It is separate from the Terms of Service between Bertrand AI and its Clients, and separate from the Caller Privacy Notice a Client gives to its own callers.
1. Who this notice is for
This notice applies to you if you: browse bertrandai.uk, use the live demo voice widget on the homepage, or submit the onboarding form — whether or not you go on to become a Client. It does not cover the callers of a Bertrand AI Client's own AI receptionist — that relationship is between the Client (as data controller) and their own callers, using a separate Caller Privacy Notice the Client provides. If you're a Client's caller looking for that notice, please contact the business you called directly, not Bertrand AI.
2. Who we are
James Patient, a sole trader trading as Bertrand AI, of Spring House, The Drive, Guildford, GU5 0QW, Surrey, United Kingdom, is the controller of the personal data described in this notice. Contact: hello@bertrandai.uk.
3. What we collect, and why
| Where | What's collected | Why (lawful basis) |
|---|---|---|
| Live demo voice widget | If you share your name and show genuine interest during the conversation: name, business name, contact details, and a short interest summary — plus the call recording/transcript, held with our voice AI provider under its own retention terms | Legitimate interest — following up a sales enquiry you initiated by starting the conversation |
| Onboarding form | Business details, main contact's name/role/phone/email, and everything you tell us about your business to configure an Assistant | Taking steps to enter a contract with you (if you proceed), or legitimate interest in responding to your enquiry (if you don't) |
| Documents you upload to the onboarding form | Price lists, service menus, FAQ screenshots or similar files you choose to upload, and the text taken from them | Taking steps to enter a contract with you — uploading is optional and the form works without it |
| Registration documents (only if you take a new phone number from us) | The documents your country's rules require to register a number to your business: a company register extract or tax registration letter, a proof of business address, and the name and work email of the person named as the business’s authorised representative | Legal obligation — the telecoms rules of your country require the end user of a phone number to be identified and registered before the number can be used |
| Your own voice (Solo Cover only, if you ask for it) | A recording of you reading a short text, and the synthetic copy of your voice made from it | Your consent, given on the form (GDPR Article 6(1)(a)). You can withdraw it at any time, without affecting what was done before |
| Direct email (hello@bertrandai.uk) | Whatever you send us | Legitimate interest in corresponding with you |
3.1 Optional autofill. The onboarding form can draft its longest section for you instead of you typing it out. If you choose to use it, we fetch pages from the website address you gave us on the form, and pass that content — together with any files you upload — to our AI language-processing provider, which drafts suggested answers. Nothing is entered on the form until you have read each suggestion and accepted it. Uploaded files are kept in our cloud file storage so that the drafted answers can be checked against the original document before your Assistant is built, and are deleted on the same schedule as the rest of your onboarding submission (section 4). Autofill is entirely optional — every field can be typed in by hand.
3.2 Identity documents. These are only asked for if you choose to take a new phone number from us, and only for the documents that number actually requires — if you keep your existing number and forward calls to us, none are needed at all. They are handled differently from everything else on the form: they are never sent to any AI provider and are not read by any automated process for anything other than the registration itself. They are stored in our cloud file storage with no public or shareable link of any kind, and are passed only to our telephony provider, as the registration requires. If your registration is refused or you decide not to proceed, they are deleted rather than kept on file.
3.3 Your own voice. On Solo Cover you can choose for your Assistant to answer in your own voice. If you do, the recording you make or upload on the form is stored in our cloud file storage with no public or shareable link, and is passed only to our voice synthesis provider, which makes a synthetic copy of your voice. That copy is used only by your own Assistant: never for anyone else, for demonstrations or marketing, or to train any model. Your Assistant still tells every caller that it is an AI. Nothing about this is required: your Assistant works the same with a voice from our catalogue, and the voice you pick from it is kept as the backup.
4. How long we keep it
4.1 If you become a Client, your business's data is kept for the duration of our contract and afterwards as set out in the Terms of Service.
4.2 If you do not become a Client — a demo-widget lead that doesn't convert, or an onboarding submission that's rejected or never taken further — we keep your personal data for 12 months from your last contact with us, then delete it. This is enforced automatically: an internal monthly process reviews onboarding submissions and demo leads older than 12 months and deletes anything that never became a live Client relationship, under human review before anything is erased.
4.3 Identity documents are kept for less time than anything else. They are deleted as soon as the number registration they were collected for has been decided — approved or refused — and in any event within 90 days of upload, whether or not you become a Client. This is enforced automatically by a scheduled job rather than left to someone to remember, and it applies regardless of anything in section 4.1 or 4.2.
4.4 If you were a Client and your contract has ended, your Assistant’s configuration is kept for 12 months and then deleted. That is the services, opening hours, answers and voice settings built during onboarding, and it is kept for one reason: so that a cancellation made in error, or a decision to come back within the year, does not mean building your Assistant again from nothing. Personal data inside it is kept for less time than the configuration itself — any named individual’s details, such as a staff member’s name or an escalation telephone number, are removed within 30 days of the contract ending, as is all of your callers’ data. Deletion at 12 months is automatic and enforced by a scheduled process, so you do not have to ask for it; you may also ask for it sooner at any time and we will do it. This is Section 7.8 of the Terms of Service, stated here in full.
4.5 Your voice recording is deleted as soon as the copy of your voice has been made, and within 30 days of upload if it is never used, by a scheduled job. The copy itself is deleted within 7 days of you withdrawing your consent or asking us to remove it, which you can do at any time, and within 30 days of your contract ending. This is Section 6.13 of the Terms of Service.
5. Who we share it with
We use a small number of specialist providers to run Bertrand AI, each acting as a data processor on our instructions: a voice AI platform (call orchestration, recording/transcription), a telephony provider, a voice synthesis provider, an AI language-processing provider (call-configuration logic, and the optional onboarding autofill described in section 3.1), a workflow automation platform, cloud record-keeping/email services (where your onboarding/lead data is stored) and cloud file storage (where documents you upload during onboarding, including any identity documents, are held), and — for Clients only — a regulated payment processor (SEPA Direct Debit collection). We don't sell your data, and we don't share it with anyone outside this list except where required by law.
Bertrand AI is based in the United Kingdom, so your data is processed there. Transfers from the EU to the UK rely on the European Commission's adequacy decision for the United Kingdom; if that decision ceases to apply, we will use the European Commission's standard contractual clauses instead. Some of the providers above are based in the United States; transfers to them rely on the EU–US Data Privacy Framework where the provider is certified under it, and on standard contractual clauses where it is not.
6. Your rights
Under the EU General Data Protection Regulation you can ask us to: confirm what we hold about you, correct it, delete it, or restrict/object to our processing of it. To exercise any of these, email hello@bertrandai.uk — as a small business we handle these requests directly and personally, and will respond within one month. You can also complain to the data protection authority in your country if you're unhappy with how we've handled your data: the Data Protection Commission in Ireland (dataprotection.ie), the CNIL in France (cnil.fr), or your Land's data protection authority in Germany.
7. Cookies
Bertrandai.uk does not use tracking or advertising cookies. The onboarding form saves your in-progress answers in your browser's local storage only, so you don't lose your progress if you navigate away — this data never leaves your device unless you submit the form.