Legal

Privacy Policy

How WeIntegrate collects, uses, shares and protects personal information — including call recordings and data processed by our AI front desk — and the rights you have over it.

Last updated: 21 June 2026

This is a template, not legal advice. WeIntegrate is not a law firm. Replace the bracketed placeholders (legal entity name, registered address, governing law, supervisory authority) and have this document reviewed by qualified counsel in each market you operate in (US, Ireland, UK, Australia, Canada) before you publish or rely on it.

On this page

1. Who we are

WeIntegrate ("WeIntegrate", "we", "us" or "our") provides an AI front-desk service that answers calls, books appointments and follows up with customers on behalf of service businesses. For the purposes of data protection law, the data controller is [Legal Entity Name], registered at [Registered Address]. You can reach our privacy team at privacy@weintegrate.ai.

When we provide the front-desk service to a business client, that client is typically the controller of the personal data of their callers and customers, and we act as a processor on their behalf under a separate data-processing agreement. This policy explains our own practices as a controller (for example, for visitors to this website and prospects who contact us).

2. Scope of this policy

This policy applies to this website and to our sales, marketing and support activities. It does not replace any data-processing agreement we enter into with a business client, which governs how we process personal data on that client’s behalf when we operate their front desk.

3. Information we collect

Information you give us

  • Contact and business details you submit through demo requests and contact forms (name, business name, email, phone number, industry, country, and anything you write in a message).
  • Information you provide during onboarding, sales calls and support conversations.

Information we collect automatically

  • Device and usage data such as IP address, browser type, pages viewed, referring page and timestamps.
  • Cookie and analytics identifiers, where you have consented (see Cookies & tracking).

Call and conversation data (service)

  • When we operate a client’s front desk, we process call audio, recordings, transcripts, caller phone numbers, appointment details and CRM records as a processor, strictly on that client’s documented instructions.

Information from third parties

  • Limited information from advertising and analytics partners, and from integrations a client connects (for example a CRM or practice-management system).

4. How we use information

  • To respond to enquiries, schedule and run demos, and provide quotes.
  • To set up, deliver, support and improve the front-desk service.
  • To send service messages and, where permitted, relevant marketing you can opt out of at any time.
  • To maintain security, prevent fraud and abuse, and comply with legal obligations.
  • To analyse and improve our website and offering.

5. Legal bases (GDPR / UK GDPR)

Where the GDPR or UK GDPR applies, we rely on: performance of a contract (to provide services you request); legitimate interests (to run and improve our business, balanced against your rights); consent (for optional analytics cookies and certain marketing); and legal obligation (for example, tax and accounting records). You can withdraw consent at any time without affecting prior processing.

6. Call recording & AI voice disclosure

Our service uses an artificial (AI-generated) voice and may record and transcribe calls. Where we run a client’s front desk, the client is responsible, as controller, for providing lawful notice and obtaining any consent required in their jurisdiction. Depending on the market, this can include disclosing that the caller is speaking with an automated/AI system and that the call is recorded.

Disclosure and consent requirements differ by country and, in the US, by state — for example two-party (all-party) consent states, the FCC’s treatment of artificial voices, California’s bot-disclosure rules, and the EU AI Act’s requirement to tell people they are interacting with AI. Clients must configure disclosures appropriately for each market with their own advisers.

7. Cookies & tracking

We use a small number of cookies and similar technologies:

  • Essential cookies — required to run the site and remember your cookie choices. These are always on.
  • Analytics cookies — help us understand how the site is used. We set these only with your consent.

You can accept or decline optional cookies using the banner on this site, and you can change your choice at any time by clearing the stored preference in your browser. Most browsers also let you block or delete cookies in their settings.

8. How we share information

We do not sell your personal information. We share it only with:

  • Service providers / sub-processors who help us run the business and the service — for example cloud hosting, telephony and messaging, speech and AI processing, analytics, CRM and scheduling, and email delivery — under contracts that require appropriate safeguards. A current list of sub-processors is available on request at privacy@weintegrate.ai.
  • Professional advisers and authorities where required by law or to protect our rights.
  • A successor entity in connection with a merger, acquisition or asset sale, subject to this policy.

9. International transfers

We operate across the US, Ireland, the UK, Australia and Canada, so personal information may be transferred to and processed in countries other than your own. Where we transfer data out of the EEA or UK, we use appropriate safeguards such as Standard Contractual Clauses (and the UK Addendum / IDTA) or rely on an applicable adequacy decision.

10. Data retention

We keep personal information only as long as needed for the purposes described here, to comply with legal, accounting and reporting obligations, and to resolve disputes. Call recordings and transcripts processed for clients are retained according to each client’s instructions and retention settings.

11. Security

We use technical and organisational measures appropriate to the risk — including encryption in transit, access controls and least-privilege practices — to protect personal information. No method of transmission or storage is completely secure, but we work to protect your data and to address incidents promptly.

12. Your privacy rights

Depending on where you live, you may have the right to access, correct, delete, port or restrict our use of your personal information, and to object to certain processing.

EEA / UK: you have the rights above under the GDPR / UK GDPR and may lodge a complaint with your supervisory authority (in Ireland, the Data Protection Commission; in the UK, the Information Commissioner’s Office).

California (CCPA/CPRA): you have the right to know, delete and correct your personal information and to opt out of its "sale" or "sharing". We do not sell personal information. You may also limit the use of sensitive personal information. We will not discriminate against you for exercising these rights.

Australia & Canada: you have access and correction rights under the Australian Privacy Principles and under PIPEDA / applicable provincial law.

To exercise any right, email privacy@weintegrate.ai. We may need to verify your identity before we act.

13. Children

Our website and services are intended for businesses and are not directed to children. We do not knowingly collect personal information from children.

14. Changes to this policy

We may update this policy from time to time. We will change the "last updated" date above and, where appropriate, notify you of material changes.

15. How to contact us

Questions or requests: privacy@weintegrate.ai, or write to [Legal Entity Name], [Registered Address]. If you are in the EEA or UK and we are required to designate a representative or DPO, their details are: [Representative / DPO details].