Legal
Privacy Policy
Last updated: June 2026
1. Who we are
Cransbrook Services, trading as Cransbrook AI Consultancy, is the data controller responsible for your personal data.
- Company
- Cransbrook Services
- Trading name
- Cransbrook AI Consultancy
- Website
- cransbrook.com
- Contact
- isa@cransbrook.com
- Phone
- +44 7446 903122
2. What personal data we collect
Contact enquiries
When you submit a contact form or email us directly: your name, email address, phone number (if provided), and the contents of your message.
AI receptionist (Beebah)
When you call our AI receptionist on +44 7446 903122: your phone number, the content of your call, a voice transcript, and any information you share during the conversation. Calls may be recorded for quality and improvement purposes. You will be informed at the start of each call.
Website analytics
We use Google Analytics 4 and Microsoft Clarity to collect anonymised usage data: pages visited, time on site, device type, approximate location (country/region). This data does not identify you personally. Analytics cookies are only set with your consent.
Cookies
We use functional cookies (necessary for the website to operate) and, with your consent, analytics cookies. See Section 9 for details.
3. How we use your data
- To respond to your enquiries and provide the services you have requested
- To operate and improve our AI receptionist and other AI services
- To send service communications relevant to your enquiry (not marketing without your consent)
- To maintain records of our business interactions in compliance with legal obligations
- To improve our website and user experience via analytics
We do not sell your personal data to third parties. We do not use your data for automated decision-making that produces legal or similarly significant effects.
4. Legal basis for processing
- Legitimate interests
- Processing your contact enquiry, operating our AI receptionist, and maintaining business records. We have assessed that our legitimate interests are not overridden by your rights and interests.
- Consent
- Analytics cookies and marketing communications. You may withdraw consent at any time by contacting us or adjusting your cookie preferences.
- Legal obligation
- Where we are required to retain records by law.
5. Third-party data processors
We use the following sub-processors. Each is subject to a data processing agreement and operates under appropriate safeguards.
| Processor | Purpose | Location |
|---|---|---|
| Anthropic (Claude API) | AI language model powering our agents and tools | USA — SCCs in place |
| Vapi.ai | AI voice agent infrastructure (Beebah) | USA — SCCs in place |
| Twilio | Phone number routing and call delivery | USA/EU — SCCs in place |
| Supabase | Database and authentication infrastructure | EU (West Ireland) — GDPR-compliant |
| Vercel | Website hosting and deployment | EU edge — GDPR-compliant |
| HubSpot | CRM and contact management | EU data centre — GDPR-compliant |
| Resend | Transactional email delivery | EU — GDPR-compliant |
| Zoho Mail | Corporate email | EU region — GDPR-compliant |
| Google Analytics 4 | Website analytics (consent-gated) | USA — SCCs in place |
| Microsoft Clarity | Website heatmaps (consent-gated) | USA — SCCs in place |
SCCs = Standard Contractual Clauses (EU approved mechanism for international transfers).
6. AI processing disclosure
Our AI receptionist Beebah is powered by Vapi.ai and large language model technology (Anthropic Claude API). When you call +44 7446 903122:
- You are speaking with an AI system, not a human
- Your call may be recorded and transcribed
- Your voice and transcript data may be processed by our sub-processors (Vapi.ai, Anthropic)
- You will be informed at the start of the call that it may be recorded
- You can request to speak with a human or end the call at any time
7. How long we keep your data
- Contact form enquiries
- 24 months from last contact
- Call recordings and transcripts
- 6 months
- Analytics data
- Anonymised after 14 months (GA4 default)
- CRM records (active leads)
- Duration of business relationship + 24 months
- Financial/invoicing records
- 7 years (legal obligation)
8. Your rights
Under UK GDPR, you have the following rights regarding your personal data:
- AccessRequest a copy of the data we hold about you
- RectificationAsk us to correct inaccurate or incomplete data
- ErasureAsk us to delete your data (subject to legal obligations)
- RestrictionAsk us to limit how we use your data
- PortabilityReceive your data in a machine-readable format
- ObjectionObject to processing based on legitimate interests
- Withdraw consentWhere processing is based on consent, withdraw it at any time
To exercise any of these rights, contact us at isa@cransbrook.com. We will respond within 30 days. If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.
9. Cookies
Essential cookies
Required for the website to function. Cannot be disabled. Includes session management and security tokens. No personal data is stored.
Analytics cookies (consent required)
Google Analytics 4 and Microsoft Clarity. Set only if you click "Accept all" on our cookie banner. Used to understand how visitors use our site. You can withdraw consent at any time by clearing your cookies or contacting us.
To manage cookies, adjust your browser settings or use the consent options presented on your first visit to this site.
10. Security
We take reasonable technical and organisational measures to protect your personal data, including:
- HTTPS encryption on all web properties
- Row-level security on our database infrastructure
- API keys stored as environment variables, never in code
- Access controls limiting who can view personal data
- Regular security reviews of our codebase and dependencies
11. Changes to this policy
We may update this policy from time to time. The date at the top of this page reflects the most recent update. Significant changes will be communicated via email if you have an active relationship with us.
12. Contact us
For any privacy-related questions, requests, or complaints:
- isa@cransbrook.com
- Website
- cransbrook.com/contact
- Response time
- Within 30 calendar days