The Pheonix AI
Website: https://thepheonixai.com
Last Updated: 13/11/2025

1. Introduction

Welcome to The Pheonix AI. We provide AI-powered automation and communication solutions to help businesses enhance lead generation, customer engagement, and operational efficiency. Our services may include AI WhatsApp messaging, automated email communications, and AI phone call assistance.

This Privacy Policy explains how we collect, use, and protect your personal information when you use our website or services.

By using our site or services, you agree to the terms set out in this Privacy Policy.

2. Who We Are

The Pheonix AI (“we”, “our”, or “us”) is an AI agency providing communication and automation technology for UK businesses.

We act as a:

Data Controller for data we collect directly (e.g., form submissions, enquiries, or marketing data).

Data Processor when we manage customer data on behalf of our clients.

3. Information We Collect

a. Information You Provide

When you interact with our website or services, we may collect:

Name

Email address

Phone number

Business name or company details

Payment or billing information (handled securely through third-party providers)

b. Automatically Collected Information

IP address

Browser type and version

Device information

Website usage data (via analytics tools such as Google Analytics)

c. Client Customer Data (for Service Delivery)

When you use our automation services, we may process:

Customer names

Contact information (e.g., phone number, email)

Chat or message content (e.g., WhatsApp, SMS, or email)

AI call recordings or transcripts (where applicable)

We process this data only under your instruction.

4. How We Use Personal Data

We use personal data to:

Deliver and maintain our AI messaging and automation services

Provide customer support and respond to enquiries

Improve and optimise our systems and performance

Send service-related or account updates

Comply with legal or regulatory requirements

We never sell or rent your personal data to third parties.

5. Legal Basis for Processing (UK GDPR)

We process your data under the following legal bases:

Contract Performance – to provide our services as agreed

Legitimate Interests – to operate and improve our business

Consent – where you opt in for marketing or communication updates

6. Data Sharing

We may share data with trusted third parties that help us operate our business, including:

WhatsApp Business API providers

Cloud hosting and CRM platforms

Email and SMS delivery services

Payment processors

Analytics tools

All partners are bound by data protection agreements and cannot use your data for their own purposes.

7. Data Retention

We retain personal data only for as long as necessary to:

Deliver our services

Meet legal, accounting, or reporting requirements

You may request deletion of your personal data at any time (see Section 8).

8. Your Rights (Under UK GDPR)

You have the right to:

Access your personal data

Correct or update inaccurate information

Request deletion (“right to be forgotten”)

Restrict or object to processing

Request data portability

To exercise your rights, contact us at:
Email: [Insert Contact Email]

9. Data Security

We take appropriate security measures to protect your data, including:

Data encryption

Access control and authentication

Secure cloud infrastructure

While we take strong precautions, no system is completely secure, and we cannot guarantee absolute protection.

10. International Data Transfers

Some service providers we use may operate outside the UK. In such cases, we ensure that lawful safeguards, such as Standard Contractual Clauses (SCCs), are in place.

11. Updates to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available at:
https://thepheonixai.com/privacy-policy
with the “Last Updated” date clearly shown.

12. Contact Us

For questions, complaints, or data requests, please contact:

The Pheonix AI
Website: https://thepheonixai.com
Email: [email protected]