Privacy Policy
This Privacy Policy explains how Smart Cow collects, uses, stores and shares personal information when you use the My Voice Agent website, role play demo, free trial, paid services, booking forms, calls, messages and related services.
My Voice Agent is a Smart Cow product. It helps businesses answer calls, capture lead details, handle common questions, send notifications, and support appointment booking using AI voice and automation tools.
Please read this Privacy Policy carefully. If you do not agree with it, you should not use our website, role play demo, free trial or services.
1. Who we are
Trading name: Smart Cow
Product name: My Voice Agent
Website: www.myvoiceagent.co.uk
Email: [email protected]
Phone: +44 7782 222485
Registered business name: Acvita Limited
Registered address: 2 Station Road West, Oxted, England, RH8 9EP
Company number: 07039120
VAT number: [Insert VAT number, if applicable]
For the purposes of this Privacy Policy, “we”, “us” and “our” means Smart Cow / My Voice Agent.
2. When we collect personal information
We may collect personal information when you:
- Visit our website
- Use the role play demo
- Submit a contact form
- Book a demo or discovery call
- Start a free trial
- Become a paying customer
- Speak to one of our AI voice agents
- Contact us by phone, email, SMS, website chat or social media
- Receive automated follow-up messages
- Use services configured through My Voice Agent
- Interact with our emails, adverts or landing pages
- Pay for a plan, setup fee or usage charges
We may also collect personal information from our customers when they provide information needed to configure their voice agent, workflows, CRM, booking process, notifications or follow-up activity.
3. The personal information we collect
Depending on how you interact with us, we may collect the following types of information.
Contact details
This may include:
- Name
- Business name
- Email address
- Phone number
- Job role
- Business address
- Website URL
- Social media or profile links where relevant
Business and enquiry information
This may include:
- Business type
- Services offered
- Service areas
- Opening hours
- Main pain points
- Call handling needs
- Booking requirements
- FAQs
- Customer journey information
- Information submitted through forms, demos or onboarding questionnaires
Call and communication data
If you call us, use the role play demo, or use a configured My Voice Agent service, we may collect:
- Caller name
- Caller phone number
- Call date and time
- Call duration
- Call recordings, where enabled
- Call transcripts, where enabled
- Call summaries
- Caller requirements
- Appointment or booking details
- Notes from conversations
- SMS and email communication history
Demo and trial data
If you use the role play demo or start a free trial, we may collect:
- Details you submit during the demo or trial
- Demo type selected
- Trial start date
- Trial status
- Usage information
- Call and AI usage data
- Feedback or support requests
- Conversion and follow-up activity
Billing and payment information
We may collect:
- Billing name
- Billing address
- Payment status
- Plan selected
- Setup fees
- Usage charges
- Invoice details
- Payment history
We do not usually store full card details ourselves. Payments may be handled by third-party payment providers.
Technical and website data
When you visit our website, we may collect:
- IP address
- Browser type
- Device type
- Pages visited
- Time spent on pages
- Referral source
- UTM tracking details
- Cookie identifiers
- Form interaction data
- Analytics and advertising performance data
Support and account data
If you contact us for support, we may collect:
- Support messages
- Issue details
- Account configuration information
- Troubleshooting notes
- Internal notes needed to help resolve your request
4. Special category data
We do not intentionally ask you to provide special category data, such as health information, religious beliefs, political opinions, biometric data, trade union membership, or information about your sex life or sexual orientation.
However, because My Voice Agent handles phone calls and messages, callers may choose to share information that includes sensitive details.
You should not provide sensitive personal information unless it is necessary for the service being requested.
Customers using My Voice Agent are responsible for deciding what information their callers should or should not provide, and for ensuring their own use of the service complies with data protection laws.
5. How we use personal information
We may use personal information to:
- Provide the My Voice Agent website and services
- Let users try the role play demo
- Respond to enquiries
- Book demo calls or discovery calls
- Set up and manage free trials
- Configure AI voice agents
- Create call flows, FAQs and booking workflows
- Capture and store lead details
- Send call summaries, transcripts and notifications
- Support appointment booking and follow-up
- Provide customer support
- Manage billing, plans, setup fees and usage charges
- Monitor service usage
- Improve our website, funnel, demos and services
- Send service updates
- Send marketing communications where permitted
- Measure advertising and campaign performance
- Prevent misuse, fraud or unauthorised access
- Meet legal, tax, accounting and regulatory obligations
6. Our lawful bases for using personal information
We only use personal information where we have a lawful basis to do so.
Purpose
Responding to enquiries
Providing the role play demo
Booking demo or discovery calls
Setting up a free trial
Providing paid services
Configuring voice agents, call flows and workflows
Capturing caller details for our customers
Creating call recordings, transcripts and summaries
Sending service-related SMS or email notifications
Sending marketing communications
Processing payments and invoices
Keeping business and accounting records
Website analytics and performance tracking
Security, fraud prevention and service monitoring
Improving our services
Lawful basis
Legitimate interests
Legitimate interests or steps before entering into a contract
Legitimate interests or steps before entering into a contract
Contract or steps before entering into a contract
Contract
Contract
Contract and/or legitimate interests, depending on the setup
Legitimate interests, contract, or consent where required
Contract or legitimate interests
Consent or legitimate interests, depending on the recipient and message type
Contract and legal obligation
Legal obligation
Consent or legitimate interests, depending on the tool used
Legitimate interests
Legitimate interests
Where we rely on legitimate interests, we consider whether our interests are balanced against your rights and expectations.
7. AI voice agents, call recordings and transcripts
My Voice Agent may use AI voice technology to answer calls, ask questions, provide information, capture details and support booking workflows.
Depending on the setup, calls may be recorded, transcribed, summarised and stored in a CRM or related system.
Call recordings and transcripts may be used to:
- Provide the service
- Capture enquiry details
- Send notifications to the business
- Improve call handling
- Review quality
- Support troubleshooting
- Help configure and optimise the voice agent
Customers using My Voice Agent should make sure callers are told where appropriate that they are speaking with an AI voice agent and that calls may be recorded or transcribed.
8. Customer responsibilities
If you are a My Voice Agent customer using the service for your own business, you may be responsible for how personal information from your callers, leads and customers is collected and used.
This may include responsibility for:
- Telling callers how their data is used
- Explaining whether calls are recorded or transcribed
- Providing your own privacy notice
- Ensuring you have a lawful basis for processing caller data
- Ensuring SMS, email and marketing follow-up is lawful
- Keeping your FAQs, scripts and booking rules accurate
- Only collecting information that is necessary
In some cases, Smart Cow may act as a processor on behalf of your business. In other cases, Smart Cow may act as an independent controller for its own website, sales, billing, support and marketing activity.
Where required, we may agree a separate Data Processing Agreement with you.
9. How we share personal information
We may share personal information with trusted third-party providers where needed to deliver, manage, secure or improve our services.
This may include:
- CRM and marketing automation platforms
- GoHighLevel or related platform providers
- Telephony providers
- AI voice and AI model providers
- SMS providers
- Email delivery providers
- Calendar and booking tools
- Payment processors
- Website hosting providers
- Analytics and advertising platforms
- Customer support tools
- Professional advisers, such as accountants or legal advisers
- Regulatory, legal or tax authorities where required
We only share information where there is a business, contractual, legal or operational reason to do so.
10. International transfers
Some of the platforms and providers we use may process personal information outside the United Kingdom.
Where personal information is transferred internationally, we take steps designed to protect it in line with applicable data protection laws. This may include using appropriate contractual safeguards or working with providers that offer recognised transfer protections.
11. How long we keep personal information
We keep personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy.
Retention periods may vary depending on the type of information and why we hold it.
As a guide:
Type of information
Website enquiry data
Demo and role play data
Trial account data
Customer account data
Billing and invoice records
Call recordings and transcripts
Support tickets and emails
Marketing data
Cookie and analytics data
Typical retention period
Up to 24 months after last interaction
Up to 24 months after last interaction
Up to 24 months after trial ends, unless converted
For the length of the customer relationship, then up to 6 years
Up to 6 years for tax and accounting purposes
Usually up to [insert period], unless a different period is agreed
Up to 6 years where needed for business records
Until you unsubscribe or we no longer have a valid reason to keep it
According to the relevant cookie or analytics retention settings
You should confirm the final call recording and transcript retention period before publishing this policy.
12. Marketing communications
We may send marketing emails or messages about My Voice Agent, Smart Cow services, product updates, offers, demos, events or useful content.
We will only send marketing where we are allowed to do so under applicable laws.
You can unsubscribe from marketing emails using the unsubscribe link in the email or by contacting us.
For SMS marketing, you can opt out by replying STOP, where applicable.
We may still send service-related messages, such as billing, account, trial, support or security updates, even if you opt out of marketing.
13. Cookies and similar technologies
Our website may use cookies and similar technologies to:
- Make the website work properly
- Remember preferences
- Understand website performance
- Measure marketing activity
- Improve user experience
- Support advertising and retargeting where enabled
Some cookies are necessary for the website to work. Others, such as analytics or advertising cookies, may require your consent.
You can manage cookies through our cookie banner or your browser settings.
For more detail, please see our Cookie Policy: www.myvoiceagent.co.uk/cookie-policy
14. Your data protection rights
Depending on the circumstances, you may have the right to:
- Ask for a copy of your personal information
- Ask us to correct inaccurate information
- Ask us to delete your personal information
- Ask us to restrict how we use your information
- Object to certain types of processing
- Withdraw consent where we rely on consent
- Ask for your information to be transferred to another provider
- Complain to the Information Commissioner’s Office
To exercise your rights, contact us at: [email protected]
We may need to verify your identity before responding.
15. Complaints
If you are unhappy with how we handle your personal information, please contact us first so we can try to resolve the issue.
You can contact us at: [email protected]
You also have the right to complain to the UK Information Commissioner’s Office.
ICO website: https://ico.org.uk
ICO helpline: 0303 123 1113
16. Security
We take reasonable steps to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
These steps may include:
- Access controls
- Password protection
- Platform permissions
- Secure third-party providers
- Staff or contractor confidentiality
- Monitoring and support processes
- Limiting access to people who need it
No online service can be guaranteed to be completely secure, but we work to keep personal information protected.
17. Children’s data
My Voice Agent is designed for business use and is not intended for children.
We do not knowingly collect personal information from children for marketing or account registration purposes.
If you believe a child has provided personal information to us, please contact us.
18. Links to other websites
Our website may contain links to third-party websites, platforms or services.
We are not responsible for the privacy practices, security or content of those third-party websites.
You should read their privacy policies before providing personal information.
19. Changes to this Privacy Policy
We may update this Privacy Policy from time to time.
The latest version will always be available on our website. If we make significant changes, we may take reasonable steps to notify customers or users where appropriate.
20. Contact us
If you have any questions about this Privacy Policy or how we handle personal information, please contact:
Smart Cow / My Voice Agent
Email: [email protected]
Phone: +44 7782 222485
Website: www.myvoiceagent.co.uk
