Privacy Policy
Last updated: 23 July 2026
1.Who we are
Robyn AI ("we," "us," "our") provides an AI-powered voice receptionist service that answers business phone calls, has conversations with callers, and takes actions such as booking appointments, taking messages, and answering questions on behalf of our business customers.
This Privacy Policy explains how we collect, use, share, and protect information when you:
- Visit our website at robynai.co.uk
- Book a demo or contact us
- Use Robyn AI as a customer to answer calls for your business
- Call a business that uses Robyn AI
If you have any questions about this policy, contact us at [email protected].
2.Information we collect
Information you give us directly
- Name, business name, email address, and phone number, when you fill out a form, book a demo, or contact us
- Any information you include in messages to us
Information we collect if you are a Robyn AI customer
- Account and billing information
- Configuration data you provide (business hours, FAQs, services offered, calendar/CRM connections)
- Call data relating to calls handled by Robyn AI on your behalf, including call recordings, transcripts, call summaries, and caller-provided information (see Section 3)
Information we collect about callers
When Robyn AI answers a call on behalf of one of our business customers, we process:
- The caller's phone number
- The audio of the call and an automatically generated transcript
- Any information the caller provides during the call (such as their name, the reason for calling, or appointment details)
- A summary and sentiment classification generated from the call
Information collected automatically
- Website usage data, such as pages visited and time spent, via cookies and analytics tools
- Device and browser information, IP address, and general location (city/country level)
3.Call recording and AI processing
Robyn AI's core function involves answering and recording phone calls. Where required by law, callers are informed at the start of the call that they are speaking with an AI assistant and that the call may be recorded and processed by AI systems. Call audio is processed in real time to generate a response, and a transcript, summary, and sentiment score are generated after the call ends.
Our business customers are responsible for ensuring that their use of Robyn AI, including any call recording, complies with applicable law in their jurisdiction, including obtaining any consents required from callers.
4.How we use information
We use the information we collect to:
- Provide, operate, and improve the Robyn AI service
- Answer calls, respond to caller requests, and complete actions such as booking appointments or taking messages
- Generate call transcripts, summaries, and analytics for our business customers
- Respond to inquiries and provide customer support
- Send service updates, product communications, or marketing (you can opt out of marketing at any time)
- Monitor, secure, and improve our systems
- Comply with legal obligations
5.Legal basis for processing (UK GDPR)
Where UK or EU data protection law applies, we rely on the following legal bases:
- Contract: to provide the service to our business customers and their callers
- Legitimate interests: to operate, secure, and improve our service, and for direct marketing to prospective customers
- Consent: where required, such as certain call recording notices or marketing communications
- Legal obligation: where we must retain or disclose information to comply with the law
7.International data transfers
Some of our service providers may process data outside the UK or EEA. Where this happens, we take steps to ensure appropriate safeguards are in place, such as Standard Contractual Clauses or equivalent legal mechanisms.
8.Data retention
We retain personal information, including call recordings and transcripts, for as long as necessary to provide the service, meet our contractual obligations to business customers, and comply with legal, accounting, or reporting requirements. Retention periods may be configured by our business customers within limits set out in their agreement with us. After the applicable retention period, data is securely deleted or anonymized.
9.Your rights
If UK GDPR or a similar law applies to you, you may have the right to:
- Access the personal information we hold about you
- Correct inaccurate information
- Request deletion of your information
- Object to or restrict certain processing
- Request a copy of your information in a portable format
- Withdraw consent, where processing is based on consent
To exercise these rights, contact us at [email protected]. If you are not satisfied with our response, you have the right to complain to the UK Information Commissioner's Office (ICO) at ico.org.uk.
If you are a caller to a business using Robyn AI and wish to exercise your rights over call data, you may also need to contact that business directly, as they control how and why your call was processed.
11.Children's privacy
Robyn AI is a business tool and is not directed at children. We do not knowingly collect personal information from children under 16.
12.Security
We use reasonable technical and organizational measures to protect personal information against unauthorized access, loss, or misuse. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
13.Changes to this policy
We may update this Privacy Policy from time to time. Material changes will be reflected by an updated "Last updated" date at the top of this page, and where appropriate, we will provide additional notice.
14.Contact us
If you have questions about this Privacy Policy or how we handle your information, contact us at: