Privacy Policy

Last updated: September 2026

Xovio (“we”, “our”, or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect personal data in connection with our website and AI receptionist services. We operate in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Xovio is operated by a company registered in England and Wales, headquartered at Wentloog Buildings, Wentloog Road, Caerdydd (Cardiff), CF3 1TH, United Kingdom.

For all data privacy enquiries, you can contact us at: info@xovio.uk

2. What Data We Collect

Depending on how you interact with us, we may collect the following categories of personal data:

Contact information: Name, email address, phone number, and company or business name (when you submit an enquiry via our website).
Usage data: IP address, browser type, pages visited, and time spent on our website (collected automatically via server logs and analytics).
Call data: If your business uses our AI receptionist service, call transcripts, caller information, and appointment-related data may be collected and processed as part of service delivery. This is governed by a separate Data Processing Agreement between Xovio and your business.

3. How We Use Your Data

We use the personal data we collect for the following purposes:

To respond to enquiries submitted through our website.
To provide, operate, and improve our AI receptionist service.
To send you relevant information about Xovio where you have consented or where we have a legitimate interest in doing so.
To comply with legal obligations.
To analyse website usage and improve user experience.

4. Legal Basis for Processing

We process personal data under the following legal bases as defined by UK GDPR:

Consent: Where you have given clear consent for us to process your personal data for a specific purpose.
Contract: Where processing is necessary to fulfil a contract with you or take steps prior to entering a contract.
Legitimate interests: Where it is in our legitimate interests to process your data, provided those interests are not overridden by your rights and interests.
Legal obligation: Where we are required to process data to comply with a legal obligation.

5. How Long We Keep Your Data

We retain personal data only for as long as necessary for the purposes it was collected, or as required by law:

Website enquiry data is retained for up to 24 months from last contact.
Call and appointment data processed through our AI service is retained for the period specified in the Data Processing Agreement with your business.
Website analytics data is retained in aggregated, anonymised form.

6. Who We Share Your Data With

We do not sell your personal data. We may share data with trusted third-party service providers who assist in operating our platform (such as cloud hosting, analytics, and communication tools). All third parties are required to handle data in compliance with UK GDPR and to process it only on our instructions.

We may also disclose data where required by law or to protect the rights, property, or safety of Xovio, our clients, or others.

7. International Data Transfers

Where data is transferred outside the United Kingdom, we ensure appropriate safeguards are in place, including Standard Contractual Clauses or adequacy decisions recognised under UK law.

8. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

Right of access: You can request a copy of the personal data we hold about you.
Right to rectification: You can ask us to correct inaccurate or incomplete data.
Right to erasure: You can ask us to delete your personal data in certain circumstances.
Right to restrict processing: You can ask us to limit how we use your data in certain situations.
Right to data portability: You can request your data in a structured, machine-readable format.
Right to object: You can object to processing based on legitimate interests or for direct marketing purposes.

To exercise any of these rights, contact us at info@xovio.uk. We will respond within 30 days.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk.

9. Cookies

Our website may use essential cookies to enable core functionality. We do not use tracking or advertising cookies. By continuing to use our website, you consent to the use of essential cookies only.

10. Security

We take the security of your data seriously and implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or disclosure. These include encrypted data transmission (HTTPS), access controls, and regular security reviews.

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the “Last updated” date at the top of this page. We encourage you to review this policy periodically.

12. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact us:

Xovio
Wentloog Buildings, Wentloog Road
Caerdydd (Cardiff), CF3 1TH
United Kingdom
info@xovio.uk