Privacy Policy

DelegateMind ("we", "us", "our") is committed to protecting your personal information. This Privacy Policy explains what data we collect, how we use it, and your rights under the UK GDPR and Data Protection Act 2018.

1. Who we are

DelegateMind is a digital agency providing AI voice agents, chatbots, and web design services. We are registered in England and Wales. For data enquiries, contact us at hello@delegatemind.com.

2. What data we collect

We may collect the following personal data when you use our website or services:

• Contact details (name, email address, phone number)
• Business information provided during onboarding
• Communications with us (emails, call recordings for quality assurance)
• Usage data collected via cookies and analytics tools
• Payment information (processed securely through our payment provider; we do not store card details)

3. How we use your data

We use your personal data to:

• Deliver and manage the services you have requested
• Communicate with you about your account or enquiry
• Send service-related updates and notices
• Improve our website and services
• Comply with legal and regulatory obligations

We will only send marketing communications where you have given explicit consent, and you may withdraw this at any time.

4. Legal basis for processing

Our lawful bases for processing your personal data are: contract performance, legitimate interests, legal obligation, and (where applicable) your consent.

5. Data retention

We retain personal data only for as long as necessary to fulfil the purposes above or to comply with legal requirements. Client data is typically retained for 6 years following the end of a contract.

6. Sharing your data

We do not sell your personal data. We may share it with trusted third-party service providers (e.g., cloud hosting, CRM, payment processing) under strict data processing agreements. We may also disclose data where required by law.

7. International transfers

Some of our service providers operate outside the UK. Where we transfer data internationally, we ensure appropriate safeguards are in place (e.g., UK adequacy decisions or standard contractual clauses).

8. Your rights

Under UK GDPR you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request erasure of your data (where applicable)
• Object to or restrict processing
• Data portability
• Withdraw consent at any time

To exercise any of these rights, email us at hello@delegatemind.com. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

9. Cookies

Our website uses essential cookies required for functionality. We may also use analytics cookies to understand how visitors use our site. You can manage cookie preferences through your browser settings.

10. Changes to this policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by email or by posting a notice on our website. The date at the top of this page reflects the most recent update.

11. Contact

For any questions about this policy, contact us at hello@delegatemind.com.