1. Who we are

ScotReach ("we", "us", "our") provides AI chatbot, voice agent, and business automation services to small businesses in Glasgow and the surrounding area. ScotReach is based in Glasgow, Scotland, and is the data controller for personal data collected through this website. You can contact us directly about data protection at hello@scotreach.com. This policy explains how we collect, use, and protect personal data when you visit our website, contact us, or use our services, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. What information we collect

We may collect the following types of information:

  • Contact details you provide via our contact form, chat widget, or email — such as your name, business name, email address, and phone number.
  • Enquiry details — information about your business and the services you're interested in, which you choose to share with us.
  • Website usage data — basic, non-identifying analytics about how visitors use our website (e.g. pages viewed), where applicable.
  • Communications — records of emails, calls, or messages between you and us, for the purpose of providing and improving our services.
  • Free Visibility Assessment details — the website address and email address you submit, and optionally your first name, an approximate average customer value, and a rough range for how many enquiries you get each week. The optional figures are used only to estimate what the issues we find might be costing you, and they appear only in your own report. We keep a record of each assessment so we can follow up and so nothing is lost if an email fails to send.

To produce the assessment we look up publicly available information about the business — its Google Business Profile via the Google Places API, and publicly visible details on its website. We do not collect information about your customers.

3. How we use your information

We use personal data only for purposes such as:

  • Responding to enquiries and providing quotes or information about our services
  • Setting up, delivering, and maintaining services for clients
  • Improving our website and services
  • Meeting legal or regulatory obligations

We do not sell or rent personal data to third parties.

4. Legal basis for processing

We process personal data on the basis of: your consent (e.g. submitting a contact form), the performance of a contract (e.g. delivering services you've signed up for), and our legitimate interests in operating and improving our business, balanced against your rights.

5. Sharing your information

We may share information with trusted third-party services that help us operate — solely for the purpose of providing our services. These currently include FormSubmit.co (contact-form handling), Hostinger (website hosting and email), Cloudflare (chat widget hosting), DeepSeek (the AI model that generates Fiona's chat replies), Google Places (looking up a business's public Google Business Profile for the free assessment), and Google Analytics (website analytics). These providers are required to handle data securely and in accordance with applicable data protection law. Some of these providers may process data outside the UK/EEA; where that happens, transfers are made under appropriate safeguards such as the UK International Data Transfer Agreement or UK-approved standard contractual clauses.

6. AI processing and third-party services

As an AI automation business, we use third-party artificial intelligence services to power certain features of our website and services, including:

  • AI chatbot (Fiona) — messages you type into our chat widget are sent to our own service hosted on Cloudflare Workers, which passes them to DeepSeek's large language model API so that a reply can be generated. Your messages are handled under DeepSeek's API terms and privacy policy, which apply in addition to this notice. We do not store chat transcripts ourselves beyond what is needed to run the conversation, and we ask that you do not enter sensitive personal information into the chat — use the contact form or email us instead if you need to share anything confidential.
  • Voice agents — where clients use our voice agent services, audio and transcript data may be processed through third-party voice AI platforms (including Vapi) for the purpose of call handling and transcription.
  • "Talk to Fiona" website voice demo — if you choose to use the live voice demo on our website, your microphone audio is streamed in real time to Vapi (and the underlying speech-to-text, language model, and text-to-speech providers Vapi uses) so that Fiona can respond to you. This only happens if you actively start the demo call; nothing is recorded or transmitted before you do so, and the call ends and audio streaming stops as soon as you end the call or leave the page.
  • Hosting and infrastructure — our website and services are hosted on Hostinger. Analytics data is collected via Google Analytics (Google LLC).

Each of these providers operates under their own data processing agreements and is contractually obligated to handle your data securely and in compliance with applicable data protection law. We do not use AI services for automated decision-making that produces legal effects concerning individuals.

If you have questions about the specific AI processors used in your engagement with us, please get in touch using the contact details below.

7. Data retention

We keep personal data only for as long as necessary for the purposes it was collected — for example, enquiry details may be kept while we're in discussion with you, and client data is kept for as long as you use our services plus any period required for legal or accounting purposes.

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 deletion of your data ("right to be forgotten"), where applicable
  • Object to or restrict certain processing
  • Withdraw consent at any time, where processing is based on consent

To exercise any of these rights, contact us using the details below. You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113, though we'd appreciate the chance to address any concerns first.

9. Cookies

Our website may use minimal, essential cookies required for the site to function. We do not use cookies for advertising or cross-site tracking. If this changes, this policy will be updated and, where required, your consent will be requested.

10. Security

We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, or misuse. However, no method of transmission over the internet is completely secure.

11. Changes to this policy

We may update this policy from time to time. The "last updated" date at the top of this page will reflect the most recent changes.

12. Contact us

If you have any questions about this privacy policy or how your data is handled, email us directly at hello@scotreach.com or get in touch via our contact form.

This policy is provided as a general template for a small UK-based service business and does not constitute legal advice. If you require a policy tailored to specific data processing activities, consider seeking professional legal guidance.