Privacy Policy
Last updated: October 2026
1. Who we are
WebFlux AI ("we", "us", "our") is a UK-based digital agency providing AI receptionist services, website design and build, local SEO, branding, lead capture tools and ongoing support for small businesses. You can contact us at nigel@webfluxai.co.uk or +44 7908 859857. This Privacy Policy explains how we collect, use and protect your personal data when you use our website, contact us, or interact with our AI receptionist service on behalf of one of our clients.
2. Information we collect
We collect information you provide directly through our website forms, including: your name, email address, phone number, company name, the service you are interested in, and any message or project details you submit via the Contact form, Book a Demo form, Quick Quote form, or the Ezra website chat. If you contact us on WhatsApp, we receive the details you choose to share in that conversation. When you become a client, we may also collect billing and account information as agreed in your proposal.
3. AI receptionist & call data — our role
When you (as a visitor or prospective client) contact us directly, we act as the data controller for your information — we decide why and how it is used, as set out in this Policy.
When our AI receptionist handles inbound calls or chats on behalf of one of our clients' businesses, we act as a data processor: we process caller data (such as name, contact details and reason for enquiry) on our client's instructions, in order to answer, qualify and book appointments for them. In that context, our client is the data controller for their callers' data, and our processing is governed by our service agreement with them. If you are a caller contacting one of our clients, please refer to that business's own privacy policy for how your data is used, or contact them directly.
Clients using our AI receptionist service are responsible for informing their callers that an AI assistant may handle their interaction, where required by applicable law.
4. How we use your information
We use your personal information to: respond to your enquiries, schedule and confirm demo calls, prepare proposals, deliver the services you engage us for, send transactional emails such as booking confirmations, and improve our website and services. We do not sell or rent your personal data to third parties.
5. Legal basis for processing
We process your personal data on the basis of: your consent (when you submit a form or contact us), performance of a contract (when we deliver services you have engaged), and our legitimate interests (responding to enquiries and improving our services). You may withdraw consent at any time by contacting nigel@webfluxai.co.uk.
6. Data retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, deliver ongoing services, or as required by law. Enquiry and booking data is typically retained for up to 3 years after our last interaction. You may request deletion of your data at any time.
7. Cookies & analytics
Our website uses only essential cookies and browser storage required for the site to function (for example, to remember your website chat conversation during your visit). If we add analytics cookies in future, we will ask for your consent first via a cookie banner. We do not use cookies for cross-site advertising.
8. Third-party services
We work with trusted third parties to operate our services. On this website these are: Formspree (delivers contact, quote and chat enquiries to our inbox), Cal.com (the booking calendar on our Book a Demo page — booking details you enter there are processed by Cal.com and synced to our calendar), and Cloudflare (hosting, security and performance for this website). For the AI receptionist service we use telephony and AI providers to answer and transcribe calls on our clients' behalf. These providers process data under their own privacy policies and applicable data protection legislation, and we only share the personal data necessary to deliver these functions. If you would like the current list of sub-processors for the AI receptionist service, contact us.
9. International data transfers
Some of our third-party providers may process data outside the UK or European Economic Area (EEA). Where this occurs, we ensure appropriate safeguards are in place, such as the UK International Data Transfer Agreement, Standard Contractual Clauses or equivalent measures recognised under UK GDPR, to protect your data.
10. Data sharing
We do not sell your personal data. We may share it with the third-party providers described above where necessary to deliver our services, or where required by law. If you are a client, we may share relevant information with your team as needed to deliver the agreed work.
11. Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure or destruction. However, no internet transmission is completely secure, and we cannot guarantee absolute security.
12. Your rights
Under UK GDPR, you have the right to: access the personal data we hold about you, correct inaccurate data, request deletion, restrict or object to processing, port your data, and lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk. To exercise these rights, contact nigel@webfluxai.co.uk.
13. Children's privacy
Our website and services are intended for businesses and individuals aged 18 and over. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us so we can delete it.
14. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in our services or legal requirements. The current version will always be available on our website, with the "Last updated" date shown above.
15. How WebFlux Audit Pro handles data
This section explains how our Chrome extension, WebFlux Audit Pro, handles data. It applies to everyone who installs it, on the Free, Pro and Agency plans.
What stays in your browser
Website audits run inside your own Chrome browser. By default, your audit results, saved prospects, drafts and settings are stored locally on your device. We do not receive them unless you use one of the features listed below.
The extension only reads the website (or Google Maps listing) open in your current tab when you click Scan, plus a few linked pages on the same site. It does not read your other tabs, browsing history, passwords or form entries.
What uses our servers, and only when you use it
- Licence and account: we process your licence key, your email and your subscription status to validate your plan, plus a random ID for each browser so we can apply the device limit. Payments are handled by our payment provider, Polar (polar.sh), and we do not see your full card details.
- Hosted report links: if you choose to share a report as a link, the report content you share is stored on our servers so the link works. When the link is opened, we record only the number of opens and the time of the first and most recent open, so we can notify you. We do not store viewers' IP addresses, names or device details. The browser type is checked at the moment of opening, only to filter out automated email scanners, and is not stored.
- Pipeline sync: if you turn on sync, your pipeline and settings are copied between your own computers using Google Chrome's built-in sync (linked to your Google account). This data does not pass through our servers.
- Agency team pipelines: if you use an Agency team, the prospects and notes in your shared pipeline are stored on our servers so they appear for everyone in your team.
- Lead widget: if you add the widget to your website, the details your visitors submit (website address, name, email, phone) and their audit result are sent to us and passed to your pipeline. You decide how those details are used; we process them on your behalf, and you are the data controller. To prevent abuse, a visitor's IP address is used briefly for rate limiting and is deleted automatically within 24 hours.
- Integrations (Zapier, Make, HighLevel): only the data you choose to send is passed to these services, directly from your browser to the address you enter, under their own terms.
- Google PageSpeed: only called when you click the PageSpeed button. The address being tested is sent to Google. Results are cached for up to 12 hours.
- Optional diagnostics: if this setting is switched on, the extension sends anonymous counts of Google Maps fields it could not read, so we can fix problems quickly. This contains no business or personal data, and you can switch it off in Settings.
What we do not do
We do not sell your data. We do not use it for advertising or to build profiles unrelated to the product. We only use data to provide the features above, and our use of information received from Chrome follows the Chrome Web Store User Data Policy, including its Limited Use requirements.
Prospect data
Audits analyse publicly available information about businesses. You are responsible for using audit results and any contact details found in line with UK GDPR and PECR when you contact prospects.
Retention and deletion
- Data in your browser: kept until you delete it. Removing the extension from Chrome deletes it.
- Hosted reports and their open counts: deleted automatically 120 days after the report is shared.
- Lead widget submissions: deleted automatically from our servers after 180 days. Leads already added to your pipeline stay in your browser until you delete them.
- Agency team pipelines: kept while your team uses them. Team members can delete prospects at any time, and we delete the whole team pipeline within 30 days of a request.
- Licence records: kept while your subscription is active. After a cancellation or refund, we keep a scrambled (hashed) record of the key for up to 400 days to prevent misuse; it does not contain your email.
- Payment records: held by Polar, in line with its own privacy policy and legal requirements.
To delete any data we hold on our servers, email nigel@webfluxai.co.uk. We will do this within 30 days.
Your rights
You can ask us to access, correct or delete your personal data by emailing nigel@webfluxai.co.uk. You can also complain to the Information Commissioner's Office (ico.org.uk).
Who we are
WebFlux AI. Contact: nigel@webfluxai.co.uk
16. Contact us
If you have any questions about this Privacy Policy or how we handle your data, please contact us at nigel@webfluxai.co.uk or call +44 7908 859857.