Privacy Policy

1. Who We Are

Macaws.ai is a trading name of FairFax Group Ltd ("FairFax Group", "we", "us", "our"), a company registered in England and Wales. We operate the Macaws.ai platform — an AI-powered receptionist and call-handling service.

Registered company name: FairFax Group Ltd
Trading as: Macaws.ai
Registered address: c/o Growth Accountants Ltd, Merlin House, Brunel Road, Theale, Reading, RG7 4AB, England

For privacy-related enquiries, contact us at privacy@macaws.ai.

We are the data controller for personal data collected through our website (macaws.ai) and the services we provide to you.

2. What Data We Collect

Information you provide

• Contact details when you sign up or book a demo (name, email address, phone number, company name)
• Billing and payment information (processed securely via our payment provider — we do not store card details)
• Any information you share with us via email, chat, or support tickets

Call data

• Call recordings and transcripts handled by the Macaws.ai AI receptionist on behalf of your business
• Caller information (phone numbers, names, and details disclosed during a call)
• Appointment and booking data generated through the service

Usage and technical data

• IP address, browser type, and device information
• Pages visited, time spent, and interactions with our website
• Cookies and similar tracking technologies (see Section 8)

3. How We Use Your Data

We process your personal data for the following purposes and legal bases:

• To provide the service — performance of a contract with you
• To process payments and send invoices — performance of a contract and legal obligation
• To respond to enquiries and provide support — legitimate interests
• To send service updates and product communications — legitimate interests (you may opt out at any time)
• To improve our platform — legitimate interests, using aggregated and anonymised data
• To comply with legal and regulatory obligations — legal obligation

4. Call Recordings and AI Processing

Our core service involves processing telephone calls on your behalf. Call recordings and transcripts are stored securely and used to:

• Provide you with accurate call logs and summaries in your dashboard
• Train and improve the AI model specific to your business (with your consent)
• Investigate disputes or service issues

You are responsible for notifying callers that their call may be recorded, as required by applicable law. We will provide appropriate disclosures in call opening scripts on your behalf where you instruct us to do so.

5. Data Sharing

We do not sell, rent, or trade your personal data. We share data only in the following limited circumstances:

• Service providers: Trusted third parties who process data on our behalf (e.g. cloud hosting, payment processing, analytics) under strict data processing agreements
• Integration partners: Only when you explicitly connect a third-party app (e.g. Google Calendar, HubSpot) through your dashboard
• Legal requirements: Where we are required to disclose data by law, court order, or regulatory authority
• Business transfers: In connection with a merger or acquisition, where data would transfer to the successor entity under equivalent protections

6. Data Retention

We retain your personal data for as long as necessary to provide the service and comply with legal obligations:

• Account data — for the duration of your subscription plus 12 months
• Call recordings and transcripts — 90 days by default; configurable in your dashboard
• Billing records — 7 years (UK legal requirement)
• Marketing data — until you unsubscribe or request deletion

7. Your Rights Under UK GDPR

As a data subject you have the following rights:

• Right of access — request a copy of the personal data we hold about you
• Right to rectification — ask us to correct inaccurate data
• Right to erasure — request deletion of your data where there is no lawful basis to retain it
• Right to restriction — ask us to limit processing in certain circumstances
• Right to portability — receive your data in a structured, machine-readable format
• Right to object — object to processing based on legitimate interests
• Right to withdraw consent — where processing is based on consent, withdraw it at any time

To exercise any of these rights, contact us at privacy@macaws.ai. We will respond within 30 days. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

8. Cookies

We use cookies and similar technologies to operate the website and understand how it is used. These include:

• Essential cookies — required for the website to function (e.g. session management)
• Analytics cookies — to understand traffic and user behaviour (anonymised)
• Marketing cookies — only placed with your consent, to enable relevant advertising

You can manage your cookie preferences at any time through your browser settings or our cookie consent banner.

9. International Transfers

Our infrastructure is primarily hosted in the UK and EEA. Where we transfer data outside the UK/EEA (for example to US-based service providers), we ensure appropriate safeguards are in place, including Standard Contractual Clauses approved by the ICO.

10. Security

We implement industry-standard technical and organisational measures to protect your data, including encryption in transit (TLS 1.2+), encryption at rest, access controls, and regular security reviews. In the event of a data breach that poses a risk to you, we will notify you and the ICO as required by law.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or a prominent notice on our website. The "Last updated" date at the top of this page reflects when the most recent changes took effect.

12. Contact Us

For any privacy-related questions, requests, or complaints, please contact our Data Protection team:

• Email: privacy@macaws.ai
• Post: FairFax Group Ltd (trading as Macaws.ai), Data Protection Team, c/o Growth Accountants Ltd, Merlin House, Brunel Road, Theale, Reading, RG7 4AB, England