Privacy Notice
Last updated: 30 October 2026
This notice explains what personal information we collect, why we use it, who we share it with, and the rights you have. We have tried to write it in plain English.
1. Who we are
Veritas Digital Ltd, trading as Veritas AI ("we", "us"), is a company registered in England and Wales (company number 17472554). Our registered office is 82a James Carter Road, Mildenhall, Bury St. Edmunds, Suffolk, IP28 7DE, United Kingdom.
We provide AI-powered voice receptionists to businesses. We are the "controller" of the personal information described in this notice, which means we decide how and why it is used.
Contact us about privacy at [email protected].
2. What this notice covers
This notice covers visitors to veritasai.co.uk, people who request a free trial or contact us, people who try our live demo, business contacts we email, and the staff of our customers and suppliers.
It does not cover calls to our customers' AI receptionists. When we provide a receptionist to a business, we handle those callers' information on that business's behalf, and the business is responsible for telling you how it is used. If you called a business and want to know what happens to your information, please contact that business.
3. The information we collect
- Website visitors: technical information such as your IP address, browser type and the pages you visit, used for security and basic statistics.
- Free trial requests and enquiries: your name, organisation, email address, phone number, industry, website and the software you use, plus your IP address and browser details, which we keep as a record of the request.
- Live demo calls: the audio and a written transcript of what you say, details you give the assistants (such as your name, business and industry), and call details such as the time and length.
- Bookings: if you book a meeting with us, your name, email address and the time you choose.
- Business contacts we reach out to: your name, business name, work email address, role and publicly available business information, taken from the sources described in section 5.
- Customers and suppliers: contact, contract, payment and correspondence details.
Please do not share real personal or health information during the demo. Use made-up details when you role-play a call.
4. Why we use your information
The law requires us to have a "lawful basis" for each use of your information. These are ours:
| What we do | Lawful basis |
|---|---|
| Respond to your trial request or enquiry and arrange a setup call | Taking steps at your request before a contract; our legitimate interests in running our business |
| Run the live demo, and record and transcribe demo calls to follow up with you, review quality and improve our assistants | Our legitimate interests in providing and improving our service |
| Contact businesses that may benefit from our service (see section 5) | Our legitimate interests in promoting our service to relevant businesses |
| Keep our website and systems secure, prevent abuse and spam | Our legitimate interests in protecting our systems and customers |
| Provide our service to customers, take payment and keep contracts | Performing a contract |
| Keep accounting and tax records; respond to legal requests | Legal obligation |
Where we rely on legitimate interests, we have considered whether they are outweighed by your rights, and we keep our use of your information proportionate. If we ever rely on your consent, you can withdraw it at any time.
5. Business contacts and direct marketing
Where we get your details. We contact businesses we think could benefit from an AI receptionist. We find them from public sources: the Companies House register, the Care Quality Commission (CQC) register, Google Maps and Google Business listings, and the business's own website. We tell you which source in our first email.
Who we email. We send a first email to a business without prior consent only where it is a limited company or other corporate body, which is allowed under the electronic marketing rules. We do not send unsolicited marketing emails to sole traders or ordinary partnerships unless they have agreed to hear from us.
Sending addresses. Our emails may come from our main domain or from a related domain, veritasai.uk. Both belong to us.
Automation. We use automated email tools. If you say you are interested, we send the link or information you asked for. If you do not reply, we send one follow-up after a few days and then stop. If you say no, you are added to our suppression list.
Your right to object to marketing
You can tell us at any time that you do not want to hear from us. Reply "no thanks" to any of our emails or write to [email protected]. We will stop straight away.
To make sure we do not contact you again, we keep a minimal suppression record (your email address, or a coded version of it, with the date and reason) for as long as we carry out marketing. This is the only information we keep after you object.
6. AI assistants and recorded calls
- Our sales assistant and demo receptionist are AI. We say so at the start of each call.
- Demo calls are recorded and transcribed. We tell you at the start of the call.
- We keep demo recordings and transcripts for 30 days, then delete them (see section 9). We may review them to follow up with you and to improve our assistants. Only we see them.
- We do not give call recordings or transcripts to other AI tools or services beyond the suppliers listed in section 7.
- We do not make decisions about you with legal or similarly significant effects based solely on automated processing. Our AI assistants and automated email workflows do not make decisions of that kind.
7. Who we share your information with
We do not sell your personal information. We use trusted suppliers to run our service. They may only use your information on our instructions. They include:
- AI voice and telephony: Retell AI (voice assistants, recording, transcription) and Twilio (call routing, Ireland region).
- Hosting and security: Vultr (servers) with Laravel Forge (server management), and Cloudflare (website protection, bot checks and basic statistics).
- Email and outreach: Google (email), Resend, Smartlead and Warmbox (email delivery, outreach and deliverability).
- Scheduling: Cal.com (booking meetings).
- Business tools: Sentry (error monitoring), and FreeAgent, Mettle and Monzo (accounting and banking).
- Professional advisers and authorities, where the law requires or we need advice.
8. Where your information is stored
Our servers are hosted by Vultr in the United States (Chicago). Several of our suppliers are based in, or process information in, the United States or other countries outside the UK.
When information leaves the UK, we make sure it is protected by an approved safeguard, such as a UK adequacy decision, the UK-US data bridge for certified companies, or standard contractual clauses with the UK addendum or the ICO's International Data Transfer Agreement, as applicable to each supplier. You can ask us for details by emailing [email protected].
9. How long we keep it
| Information | How long |
|---|---|
| Demo call recordings and transcripts | 30 days, unless needed to resolve a complaint or dispute |
| Trial requests and enquiries (including the IP address and browser details saved with them) | Up to 12 months after our last contact if you do not become a customer |
| Business contacts who do not reply | Deleted 12 months after our last email |
| Marketing suppression record (minimal details) | For as long as we carry out marketing, so we can honour your objection |
| Website and security logs | Up to 30 days |
| Email correspondence | Up to 2 years after our last contact, unless part of a contract |
| Customer contracts, invoices and accounting records | 6 years after the end of the financial year, as the law requires |
10. How we protect it
We use measures such as encrypted connections (HTTPS), bot and abuse protection, access controls, two-factor authentication for administrators, and limits on who can see call data. No system is completely secure, but we work to keep your information safe and to respond quickly if something goes wrong.
11. Your rights
You have the right to:
- be told how your information is used (this notice);
- ask for a copy of the information we hold about you;
- ask us to correct information that is wrong or incomplete;
- ask us to delete your information in some circumstances;
- ask us to restrict how we use it in some circumstances;
- object to us using it, including a right to object to direct marketing at any time;
- ask for the information you gave us in a portable format, where it applies; and
- withdraw consent, where we rely on it.
To use any of these rights, email [email protected]. We will reply within one month. We may ask you to confirm who you are first.
Complaints. If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk/make-a-complaint or on 0303 123 1113.
12. Cookies and analytics
We use only cookies that are strictly necessary to run and protect the website, such as those that keep forms working and help block bots. For basic visit statistics we use Cloudflare Web Analytics, which does not use cookies or track you across other sites. We do not use advertising or tracking cookies. If this changes, we will ask for your consent first and update this notice.
13. Children
Our services are for businesses and are not aimed at children. We do not knowingly collect information from anyone under 18.
14. Changes to this notice
We may update this notice from time to time. The date at the top shows when it was last changed. If we make a significant change, we will take reasonable steps to let you know.