Macaws AI — Privacy Notice

Version 1.0 · Effective 14 September 2026

FairFax Group Ltd (Growth Accountants Ltd Merlin House, Brunel Road, Rg7 4ab, England, RG7 4A) provides an AI receptionist service to businesses. This notice explains what we do with personal information. Questions go to sales@macaws.ai.

This notice is written for three different people. Go to the part that is about you:

1. You called a business that uses our receptionist.
2. You are a business customer of ours, or on a customer's team.
3. You are visiting this website.

Parts 4 to 9 apply to everyone.

1. If you called a business that uses our receptionist

What happened. Your call was answered by an automated assistant that speaks using artificial intelligence, on behalf of the business you called. If the call was recorded, the assistant told you so at the start. Some businesses switch recording off; then no recording or transcript of your call is kept, only a summary and the details you gave. If your call was answered by a person at the business, went to voicemail, or the business called you from its account, that call may also be recorded, transcribed and summarised, and is handled as this part describes.

If we called you back. Some businesses ask the assistant to ring a caller back once — for example when a call ended before it was clear what the caller needed. The call-back comes from the number you rang, only during reasonable hours (never before 8am or after 8pm your time), and at most once for each call. It is not announced as recorded: the audio is deleted within a day, and only its transcript and summary are kept, as for any other call.

Who is responsible for your information. The business you called decides why and how your details are used — in data-protection terms it is the controller. We provide the receptionist and handle your information on the business's behalf and on its instructions. For questions about your information, contact the business first. You can also contact us at sales@macaws.ai; we will help, and we will pass your request to the business where it is theirs to answer.

What we hold.

• The recording of the call and a written transcript of it.
• The phone number you called from, the number you called, and the date, time and length of the call.
• The details you gave during the call — typically your name, how to reach you, your address, what you needed, and appointment times — plus anything else the business set the receptionist to ask.
• A short summary of the call and the categories the business set up (for example "new enquiry" or "urgent").

Why. To answer your call and do what you asked — take a message, book an appointment, put you through. To give the business a record of the call. So that the business can check the quality of its service and train its staff. To detect misuse and keep the service secure.

On what legal basis. The business's legitimate interest in running its phone line and serving its customers, and, where you are already its customer, its contract with you. Where the law requires consent to record, the announcement at the start of the call and your choice to continue.

Who else sees it. The business you called and the people on its team. The business's CRM or calendar, if it connected one, so that your enquiry or appointment is on its system. The companies that help us provide the service, listed in part 5, which act only on instructions.

How long. The recording is deleted automatically 90 days after the call. The transcript, summary and the details you gave are kept for five years from the call, then deleted — or within 60 days if the business closes its account with us before then.

Automated decisions. During the call the assistant decides how to respond — what to say, whether to put you through, when to offer an appointment. If the business asked for it, the assistant first checks that your call is something the business handles, and politely ends calls that are not (for example sales calls or job enquiries). After the call, the business may have it sorted automatically — for example as a qualified enquiry or as needing a follow-up — so that it knows which calls to deal with first. None of this has legal or similarly significant effects on you; anything that matters is passed to a person at the business to act on.

Your rights are in part 6.

2. If you are a business customer, or on a customer's team

What we hold. Your name, email address and phone number; your business's name, address and website; what you set the receptionist up to do and to know; your payment details — held by our payment processor, Stripe; we do not see or store full card numbers; how you use the service (calls, minutes, logins); your messages to our support; and the security records of your account, such as login times and addresses.

Why. To provide the service and run your account; to bill you; to answer your questions; to keep the service secure; to meet our legal obligations, for example tax records; and to understand how the service is used so that we can improve it, using figures that do not identify individuals.

On what legal basis. Our contract with your business; our legitimate interests in running, securing and improving the service; and our legal obligations.

Who else sees it. The companies listed in part 5, our payment processor, and your CRM or calendar if you connect one.

How long. While your account is open, and for 60 days after it closes. Billing records are kept for six years as the law requires.

Emails from us. We email you about your account and the service. We may also email you about new features and offers; every such email has an unsubscribe link.

3. If you are visiting this website

What we collect. Page views and page-speed measurements through Vercel Analytics and Speed Insights, which do not use cookies and do not track you across other sites. If you request a demo call or sign up, the details you enter.

Cookies. We set a cookie when you sign in, so that you stay signed in. We do not use advertising cookies.

4. Where information is kept, and transfers abroad

Our service runs on cloud infrastructure provided by the companies in part 5. Some of the companies that help us provide the service — in particular the voice AI and telephony providers — process information in the United States. Where information leaves the United Kingdom we rely on the UK International Data Transfer Agreement, or the UK Addendum to the EU standard contractual clauses, with each of those providers to protect it.

5. Who helps us provide the service

These companies handle information on our behalf and only on instructions.

6. Your rights

You have the right to ask for a copy of your information, to have it corrected or deleted, to restrict or object to its use, to receive it in a portable form, and to withdraw any consent you gave. If you were a caller, please ask the business you called first — it is the controller, and we will help it respond within the legal time limit. You can complain to the Information Commissioner's Office at ico.org.uk, although we would like the chance to put things right first.

7. Security

Information is encrypted on its way to us and where it is stored. Access is limited to people who need it to do their jobs and is logged. Recordings are kept in access-controlled storage and deleted on the schedule above. No system is perfectly secure; if a breach affects your information and the law requires us to tell you, we will.

8. Children

The service is for businesses and is not aimed at anyone under 18. If a child calls a business that uses our receptionist, the business remains responsible for how that call is handled.

9. Changes to this notice

When we change this notice we update the version and date at the top and, for changes that matter, tell our customers by email. The current version is always at signal.macaws.ai/privacy.