Privacy Notice
Bertrand AI — Privacy Notice
Version US-1.0 — 25 October 2026. This notice covers the onboarding form for businesses in the United States at bertrandai.uk/onboarding/usa. It follows the UK notice (version 1.3), with the rights that apply to you under US state privacy laws, including the California Consumer Privacy Act as amended by the California Privacy Rights Act (the "CCPA"). It is separate from the Terms of Service between Bertrand AI and its Clients, and separate from the Caller Privacy Notice a Client gives to its own callers.
1. Who this notice is for
This notice applies to you if you: browse bertrandai.uk, use the live demo voice widget on the homepage, or submit the onboarding form — whether or not you go on to become a Client. It does not cover the callers of a Bertrand AI Client's own AI receptionist — that relationship is between the Client (who is responsible for their callers' information) and their own callers, using a separate Caller Privacy Notice the Client provides. If you're a Client's caller looking for that notice, please contact the business you called directly, not Bertrand AI.
2. Who we are
James Patient, a sole trader trading as Bertrand AI, of Spring House, The Drive, Guildford, GU5 0QW, Surrey, United Kingdom, is responsible for the personal information described in this notice. Contact: hello@bertrandai.uk.
3. What we collect, and why
| Where | What's collected | Why |
|---|---|---|
| Live demo voice widget | If you share your name and show genuine interest during the conversation: name, business name, contact details, and a short interest summary — plus the call recording/transcript, held with our voice AI provider under its own retention terms | Following up a sales inquiry you started by starting the conversation |
| Onboarding form | Business details (including, if you give it, your EIN), main contact's name/role/phone/email, and everything you tell us about your business to configure an Assistant | Setting up the contract with you (if you proceed), or responding to your inquiry (if you don't) |
| Documents you upload to the onboarding form | Price lists, service menus, FAQ screenshots or similar files you choose to upload, and the text taken from them | Setting up your Assistant — uploading is optional and the form works without it |
| Direct email (hello@bertrandai.uk) | Whatever you send us | Corresponding with you |
3.1 Optional autofill. The onboarding form can draft its longest section for you instead of you typing it out. If you choose to use it, we fetch pages from the website address you gave us on the form, and pass that content — together with any files you upload — to our AI language-processing provider, which drafts suggested answers. Nothing is entered on the form until you have read each suggestion and accepted it. Uploaded files are kept in our cloud file storage so that the drafted answers can be checked against the original document before your Assistant is built, and are deleted on the same schedule as the rest of your onboarding submission (section 4). Autofill is entirely optional — every field can be typed in by hand.
3.2 No identity or registration documents. A US local phone number does not have to be registered to your business, so the form asks for none.
4. How long we keep it
4.1 If you become a Client, your business's data is kept for the duration of our contract and afterwards as set out in the Terms of Service.
4.2 If you do not become a Client — a demo-widget lead that doesn't convert, or an onboarding submission that's rejected or never taken further — we keep your personal information for 12 months from your last contact with us, then delete it. This is enforced automatically: an internal monthly process reviews onboarding submissions and demo leads older than 12 months and deletes anything that never became a live Client relationship, under human review before anything is erased.
4.3 If you were a Client and your contract has ended, your Assistant’s configuration is kept for 12 months and then deleted. That is the services, opening hours, answers and voice settings built during onboarding, and it is kept for one reason: so that a cancellation made in error, or a decision to come back within the year, does not mean building your Assistant again from nothing. Personal information inside it is kept for less time than the configuration itself — any named individual’s details, such as a staff member’s name or an escalation telephone number, are removed within 30 days of the contract ending, as is all of your callers’ data. Deletion at 12 months is automatic and enforced by a scheduled process, so you do not have to ask for it; you may also ask for it sooner at any time and we will do it. This is Section 7.8 of the Terms of Service, stated here in full.
5. Who we share it with
We use a small number of specialist providers to run Bertrand AI, each acting as a service provider on our instructions: a voice AI platform (call orchestration, recording/transcription), a telephony provider, a voice synthesis provider, an AI language-processing provider (call-configuration logic, and the optional onboarding autofill described in section 3.1), a workflow automation platform, cloud record-keeping/email services (where your onboarding/lead data is stored) and cloud file storage (where documents you upload during onboarding are held), and — for Clients only — a regulated payment processor (ACH debit collection). We don't sell your data, and we don't share it with anyone outside this list except where required by law.
Bertrand AI is based in the United Kingdom, so your information is processed there, and some of the providers above are based in the United States.
6. Your rights
Wherever you are in the United States, you can ask us to tell you what personal information we hold about you, to correct it, or to delete it. Email hello@bertrandai.uk — as a small business we handle these requests directly and personally, and will respond within 45 days. We may ask you to confirm who you are first, and someone you authorize can ask on your behalf. We will not treat you differently for asking.
6.1 California residents. Where the CCPA applies, you have the right to know what personal information we collect, use and disclose about you, to access it, to have it corrected or deleted, and to opt out of its sale or sharing. In the last twelve months we have collected the categories described in section 3: identifiers and contact details, information about your business, and, from the demo widget, audio recordings. We use them only for the purposes in section 3, and keep them only as long as section 4 says. We do not sell or share personal information, as the CCPA uses those words, and we do not use sensitive personal information to infer anything about you.
6.2 Children. The form and this site are for businesses. We do not knowingly collect personal information from children under 13.
7. Cookies
Bertrandai.uk does not use tracking or advertising cookies. The onboarding form saves your in-progress answers in your browser's local storage only, so you don't lose your progress if you navigate away — this information never leaves your device unless you submit the form.