Privacy Policy

RB Automation - 2026

1. Introduction

This Privacy Policy explains how RB Automation (“we”, “us”, “our”) collects, uses, and protects your personal data when you use our services.

We are committed to protecting your privacy and complying with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Privacy Policy should be read alongside, and in conjunction with out Terms & Conditions.

2. Who We Are

RB Automation
Dundee, Scotland, United Kingdom
Email: [email protected]

For the purposes of data protection law, we act as a data controller for the data we collect directly from you.

3. Data We Collect

We may collect and process the following types of personal data:

Information you provide:

Name

Phone number

Email address

Business information

Any information submitted via forms, calls, or messages

Communication data:

SMS messages sent and received

Call recordings and call logs

AI-generated responses and conversation history

Technical data:

IP address

Device/browser information

Usage data (how you interact with our system)

4. How We Use Your Data

We use your data to:

Provide and operate our services

Send and manage SMS communications

Power AI receptionist and automation features

Book appointments and manage leads

Improve system performance and user experience

Provide customer support

Ensure security and prevent misuse

Comply with legal obligations

5. Legal Basis for Processing

Under UK GDPR, we rely on the following lawful bases:

Contractual necessity – to provide our services

Legitimate interests – to improve and secure our platform

Legal obligation – where required by law

Consent – where applicable (e.g. marketing communications)

6. SMS & Communication Compliance

If you use our platform to send messages:

You are responsible for obtaining clear consent (opt-in) from recipients

You must comply with UK GDPR and PECR regulations

You must provide an option for recipients to opt out

RB Automations is not responsible for misuse of messaging by users.

7. Call Recording & AI Processing

We may:

Record calls for quality, training, and operational purposes

Process conversations using AI systems to generate responses

By using our services, you acknowledge that:

AI may process personal data

Recordings and messages may be stored and analysed

8. Data Sharing

We may share your data with:

Technology providers (e.g. hosting, SMS platforms, AI systems)

CRM and integration partners

Legal or regulatory authorities (if required)

We only share data where necessary and ensure appropriate safeguards are in place.

9. International Data Transfers

Some of our service providers may process data outside the UK.

Where this occurs, we ensure appropriate safeguards such as:

UK-approved Standard Contractual Clauses

Adequate data protection measures

10. Data Retention

We retain personal data only as long as necessary to:

Provide our services

Comply with legal obligations

Resolve disputes

Retention periods may vary depending on the type of data.

11. Your Rights

Under UK GDPR, you have the right to:

Access your personal data

Correct inaccurate data

Request deletion of your data

Restrict or object to processing

Data portability

Withdraw consent (where applicable)

To exercise your rights, contact: [email protected]

12. Data Security

We take appropriate technical and organisational measures to protect your data, including:

Secure systems and encryption where appropriate

Access controls

Monitoring for misuse or breaches

However, no system is completely secure, and we cannot guarantee absolute security.

13. Cookies & Tracking

We may use cookies or similar technologies to:

Improve user experience

Analyse website performance

You can control cookies through your browser settings.

14. Third-Party Links

Our website or services may contain links to third-party websites.

We are not responsible for:

Their privacy practices

Their content

We encourage you to review their policies separately.

15. Changes to This Policy

We may update this Privacy Policy from time to time.

Changes will be posted on this page with an updated effective date.

16. Contact

If you have any questions about this Privacy Policy or your data, contact RB Automation:

Email: [email protected]

Phone: +44 7401 171332

Dundee, Scotland, UK