This policy explains how GeoCal AI collects, uses and protects personal data. We are committed to handling all data in full compliance with UK GDPR and the Data Protection Act 2018. If you have any questions, contact us at
privacy@geocal-ai.co.uk.
1. Who we are
GeoCal AI is a trading name of GeoCal AI Ltd, a company registered in England and Wales (Company Number: 17260064). Our registered address is Old Sutch Farm, Meadow Lane, Lathom, L40 4BR.
We are registered with the Information Commissioner's Office (ICO) as a data controller under registration number ZC165586.
For all data protection enquiries, contact us at privacy@geocal-ai.co.uk.
2. What data we collect and why
We collect personal data in two contexts:
a) From estate agent and letting agency clients (our direct customers):
- Name, email address and phone number — to manage your account and provide our service
- Agency name and website details — to configure your GeoCal AI chatbot
- Billing information — processed securely by Stripe on our behalf
- Business correspondence — emails and messages relating to your account
b) From property enquirers (end users of our clients' chatbots):
- Name, email address and phone number — collected during chatbot conversations to qualify property leads
- Property requirements — budget, timeline, property type and employment status
- Viewing preferences — preferred days and times for property viewings
End user data is collected on behalf of our estate agent clients, who act as data controllers for their own customers. GeoCal AI acts as a data processor in this context.
3. Legal basis for processing
- Contract performance — processing necessary to provide our service to estate agent clients
- Legitimate interests — improving our product, preventing fraud, and communicating with clients about their accounts
- Consent — where end users of our clients' chatbots provide their contact details voluntarily to receive property information
- Legal obligation — where we are required to process data to comply with the law
4. How we use your data
- Provide, maintain and improve the GeoCal AI service
- Set up and customise chatbots for estate agent clients
- Send lead alert notifications to estate agents on behalf of their clients
- Process payments and manage billing
- Respond to support enquiries
- Send service-related communications (not marketing without consent)
- Comply with our legal and regulatory obligations
5. Who we share data with
We do not sell personal data to any third party. We share data only with:
- Estate agent clients — end user lead data is shared with the relevant estate agency as the purpose of our service
- Anthropic — our AI provider, which processes conversation data to generate chatbot responses
- Stripe — our payment processor, for billing and subscription management
- Make.com (Celonis) — our automation platform, used to route lead data to estate agent clients
- Voiceflow — our chatbot platform, which hosts and serves the chatbot conversations
- Google — for email services (Google Workspace)
All third-party processors are subject to data processing agreements and are required to handle data in accordance with UK GDPR.
6. Where data is stored
We store and process data within the UK and European Economic Area (EEA) where possible. Where data is transferred outside the UK or EEA — for example, to Anthropic's servers in the United States — we ensure appropriate safeguards are in place, including standard contractual clauses approved by the ICO.
7. How long we keep data
- Client account data — retained for the duration of the contract plus 6 years
- End user lead data — retained for 12 months from collection, then deleted, unless our estate agent clients instruct otherwise
- Billing records — retained for 7 years in accordance with HMRC requirements
- Marketing data — retained until consent is withdrawn
8. Your rights under UK GDPR
- Right of access — to request a copy of the data we hold about you
- Right to rectification — to have inaccurate data corrected
- Right to erasure — to request deletion of your data in certain circumstances
- Right to restrict processing — to limit how we use your data
- Right to data portability — to receive your data in a structured, machine-readable format
- Right to object — to processing based on legitimate interests
- Right to withdraw consent — where processing is based on consent, you may withdraw it at any time
To exercise any of these rights, contact us at privacy@geocal-ai.co.uk. We will respond within 30 days.
9. Cookies
Our website uses essential cookies required for the site to function. We may also use analytics cookies (Google Analytics) to understand how visitors use our site. You can control cookie preferences through your browser settings.
The GeoCal AI chatbot widget does not use cookies beyond those necessary for the session to function.
10. AI disclosure
GeoCal AI uses artificial intelligence to power its chatbot responses. Every GeoCal AI chatbot conversation begins with a clear disclosure that the user is speaking with an AI assistant. We do not use AI to make automated decisions that have legal or similarly significant effects on individuals without human oversight.
11. Children's data
Our service is not directed at children under the age of 18. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us immediately at privacy@geocal-ai.co.uk.
12. Changes to this policy
We may update this privacy policy from time to time. We will notify active clients of any significant changes by email. The date at the top of this page shows when it was last updated. Continued use of our service following an update constitutes acceptance of the revised policy.
13. Complaints
If you are unhappy with how we have handled your data, you have the right to lodge a complaint with the Information Commissioner's Office at ico.org.uk or by calling 0303 123 1113.
We would always prefer to resolve any concerns directly — please contact us first at privacy@geocal-ai.co.uk.
14. Contact us