Privacy Policy

Last updated: 2 August 2026

AnswerFlow provides an AI phone assistant ("Callie") that answers calls for small businesses, takes messages, and captures booking requests. This policy explains what we collect, why, and what we do with it.

In this policy, "we" means AnswerFlow, operated by fwAIautomation, United Kingdom. You can reach us at fwaiautomation@gmail.com.

Who this covers

Two groups of people:

• Business customers — the businesses who use AnswerFlow to answer their phone line.
• Callers — members of the public who ring a business that uses AnswerFlow.

What we collect

From business customers

• Business name, contact email, phone number, and login details (passwords are stored only as a salted hash — never in readable form).
• Business information you enter so Callie can answer accurately: opening hours, services, pricing guidance, and any background notes or documents you upload.

From callers

• The caller's phone number and the time and length of the call.
• A recording and/or written transcript of the call.
• Details the caller gives in order to be helped — for example their name, the service they want, and a preferred appointment time.

Callers are speaking to an automated assistant. Businesses using AnswerFlow are responsible for disclosing call recording to their callers as required by law.

Google user data

If a business chooses to connect a Google Calendar, we request a single permission: https://www.googleapis.com/auth/calendar.events.

• What we access: events on the calendar the business selects.
• Why we read events: solely to work out which appointment times are already taken, so Callie never books a customer into a slot that is not free.
• Why we create and update events: solely to add, change, or remove the bookings made through AnswerFlow for that business.
• What we store: the access and refresh tokens needed to keep the connection working, plus the calendar identifier and the identifiers of events we created. We do not copy your wider calendar contents into our systems.

We do not use Google user data for advertising, we do not sell it, we do not transfer it to third parties except as described below, and we do not use it to train any AI or machine learning model.

AnswerFlow's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

A business can disconnect its Google Calendar at any time from the Settings screen in the AnswerFlow app, or by removing access at myaccount.google.com/permissions. Disconnecting deletes the stored tokens immediately. Events we previously created remain on the calendar unless the business deletes them.

Why we are allowed to process this (UK/EU GDPR)

• Contract — to provide the service a business has signed up for.
• Legitimate interests — to run, secure, support, and improve the service.
• Legal obligation — where we must keep records.

For call data, the business whose line is being answered is the data controller and AnswerFlow acts as its processor.

Who we share it with

We use a small number of service providers, and only to run the service:

• Twilio — telephone calls, recordings, and text messages.
• OpenAI — generating Callie's replies and transcribing calls. Data sent to the OpenAI API is not used to train their models.
• ElevenLabs / Deepgram — speech synthesis and speech recognition during calls.
• Resend — sending email alerts.
• Render — hosting and data storage.
• Google — only where a business has connected a Google Calendar.

We do not sell personal data.

How long we keep it

• Call recordings, transcripts, messages, and bookings: kept while the business is a customer, and deleted within 30 days of account closure or on request.
• Google tokens: deleted immediately when the calendar is disconnected.
• Enquiries from our website: kept up to 24 months.

How we protect it

Data is encrypted in transit (HTTPS/TLS). Dashboards are password protected, each business can only reach its own data, and passwords are stored as salted hashes. Access to production systems is limited to the operator of the service.

Where data is stored

Our hosting and some providers operate outside the UK, including the United States. Where data is transferred internationally we rely on the providers' Standard Contractual Clauses or equivalent safeguards.

Your rights

You may request a copy of your data, correction, deletion, restriction, or object to processing. Email fwaiautomation@gmail.com and we will respond within one month. If you are a caller rather than a business customer, contact the business you rang, or contact us and we will pass your request on. You can also complain to the UK Information Commissioner's Office at ico.org.uk.

Children

AnswerFlow is a business tool and is not directed at children under 16.

Changes

If we change this policy we will update the date at the top, and tell business customers by email where the change is significant.