Privacy Policy

1. Who we are

Optivio Automation (“we”, “us”) provides AI receptionist services to UK dental practices. We are a data controller for personal data collected through our website and a data processor for personal data handled on behalf of our practice clients. For all data protection enquiries, contact privacy@optivioautomation.com.

2. Data we collect

• Contact details you submit through our website or booking forms.
• Call recordings, transcripts, and metadata processed by our AI receptionist on behalf of our client practices.
• Usage data such as IP address, device, and browser for security and analytics.

3. Lawful basis

We process personal data under UK GDPR and the UK Data Protection Act 2018. Our lawful bases are legitimate interest (operating our service), contract (delivering what you asked for), and consent (marketing communications, where applicable).

4. How we use data

To deliver and improve the AI receptionist service, route calls, book appointments in your practice management system, send appointment confirmations and recall messages, and handle billing and support.

5. Data sharing

We share data only with sub-processors necessary to deliver the service (telephony providers, cloud hosting, AI model providers). All sub-processors are bound by contractual data protection terms and process data within the UK or EEA where possible.

6. Retention

Call recordings and transcripts are retained for the duration of your contract plus 30 days, unless your practice instructs us otherwise. Marketing data is retained until you withdraw consent.

7. Your rights

Under UK GDPR you have the right to access, rectify, erase, restrict, port, and object to processing of your personal data. Email privacy@optivioautomation.com to exercise these rights. You may also lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk.

8. Updates

We may update this policy from time to time. The “last updated” date at the top reflects the most recent change.