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Privacy Policy

Last updated: 12 October 2026

This policy explains what personal information Callwyn ("we", "us") collects, why, and what your rights are. Callwyn is a trading name of Manjot Bhoot, a sole trader based in the United Kingdom, who is the data controller for the information described here. We follow the UK GDPR and the Data Protection Act 2018. If you have any question about your data, email hello@callwyn.com.

1. Who this policy covers

  • Website visitors: anyone browsing callwyn.com or trying the live demo.
  • Businesses we contact or work with: prospects we email about Callwyn, and our customers.
  • People who call our customers: callers whose calls are answered by a Callwyn receptionist.

2. Information we collect and why

  • Trial and contact forms. Your name, email, phone number and business name, so we can set up your free trial and reply to you. Lawful basis: taking steps at your request before a contract.
  • Live demo calls. When you talk to the demo on our website, your voice is processed in real time to produce the receptionist's replies, and a transcript is created. We use this only to run and improve the demo. Lawful basis: legitimate interests.
  • Analytics. If you accept analytics cookies, Google Analytics records how pages are used (pages viewed, device type, approximate location). Lawful basis: your consent. See section 6.
  • Business contact details. We may use publicly listed business contact details (for example an email address on a company's website) to tell businesses about Callwyn. We only email limited companies and similar corporate subscribers in this way, and you can opt out at any time. Lawful basis: legitimate interests.
  • Personalised demo pages. When a demo page we've prepared for a specific business is opened or used, we're notified of the business it was made for, the time, whether a demo call was made and how long it lasted, and the device type (phone or computer), so we know when to follow up. No cookies are used and no IP address is stored. Lawful basis: legitimate interests.
  • Customer accounts. Details needed to provide the service and bill you. Payment details are handled by our payment provider and never stored by us. Lawful basis: contract.

3. Calls answered for our customers

When a Callwyn receptionist answers a call for one of our customers, the business you called decides why and how your information is used. They are the data controller, and we act as their data processor. Your call is transcribed and summarised, and the details you give (such as your name, number, address and reason for calling) are sent to that business so they can help you. Please contact the business you called about your data; we will help them respond to any request.

4. Who we share information with

We do not sell personal information. We use trusted service providers to run Callwyn and share only what they need:

  • Netlify: website hosting and form submissions
  • Vapi and its speech and language model providers: running the voice receptionist and demo
  • Zoho: email
  • Google: website analytics (only with your consent)
  • Stripe: payments
  • Twilio and Resend: sending call alerts to our customers by text and email

Some of these providers are based in, or process data in, the United States. Where that happens, transfers are protected by the UK-US data bridge or the UK International Data Transfer Addendum.

5. How long we keep information

  • Trial and contact form details: up to 2 years after our last contact, unless you become a customer.
  • Demo call transcripts: up to 90 days.
  • Customer call data: for as long as the customer's account is active, then deleted within 30 days of cancellation, or sooner if the customer asks.
  • Records we must keep for tax and accounting: 6 years.

6. Cookies

We only use analytics cookies (Google Analytics: _ga and _ga_*, lasting up to 2 years), and only if you click Accept on our cookie banner. If you reject them or ignore the banner, no analytics cookies are set. We store your choice in your browser so we don't ask again. You can change your mind at any time using the Cookie settings link at the bottom of every page.

7. Your rights

You can ask us to access, correct or delete your information, to restrict or object to how we use it, or to give you a copy of it. You can opt out of marketing emails at any time by replying "unsubscribe" or emailing us. Email hello@callwyn.com and we will respond within one month.

If you are unhappy with how we have handled your information, you can complain to the Information Commissioner's Office at ico.org.uk.

8. Changes

If we change this policy, we will update the date at the top of this page.