Privacy Policy

1. Introduction

Intent Forms Ltd ("Company", "we", "us", or "our") operates the 8 Minutes AI receptionist platform. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service.

We are committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We are registered with the Information Commissioner's Office (ICO).

2. Data Controller

Intent Forms Ltd is the data controller responsible for your personal data. If you have any questions about this Privacy Policy or our data practices, please contact us at:

3. Information We Collect

We may collect the following types of information:

3.1 Information You Provide

• Account registration information (name, email, practice details)
• Billing and payment information
• Communications with our support team
• Practice configuration and settings

3.2 Information Collected Automatically

• Usage data and analytics
• Device and browser information
• IP addresses and location data
• Cookies and similar tracking technologies

3.3 Call and Patient Data

When our AI receptionist handles calls on behalf of your practice, we may process call recordings, transcripts, and patient information as provided during the call. This data is processed on behalf of your practice, and your practice remains the data controller for patient data.

4. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our services
• Process transactions and send related information
• Send administrative messages and updates
• Respond to your enquiries and provide customer support
• Monitor and analyse usage patterns to improve user experience
• Detect, prevent, and address technical issues or fraud
• Comply with legal obligations

5. Legal Basis for Processing

We process your personal data based on the following legal grounds:

• Contract: Processing necessary for the performance of our contract with you
• Legitimate Interests: Processing necessary for our legitimate business interests
• Legal Obligation: Processing necessary to comply with legal requirements
• Consent: Where you have given explicit consent for specific processing activities

6. Data Sharing and Disclosure

We may share your information with:

• Service Providers: Third-party vendors who assist in providing our services (e.g., cloud hosting, payment processing)
• Legal Requirements: When required by law or to protect our rights
• Business Transfers: In connection with a merger, acquisition, or sale of assets

We do not sell your personal data to third parties. All third-party service providers are bound by data processing agreements that ensure they handle your data in accordance with GDPR requirements.

7. Data Storage and Security

Your data is stored on secure servers located in UK data centres. We implement appropriate technical and organisational measures to protect your personal data, including:

• Encryption of data in transit and at rest
• Regular security assessments and penetration testing
• Access controls and authentication measures
• Staff training on data protection
• Incident response procedures

8. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. Call recordings and transcripts are retained in accordance with your practice's data retention settings and applicable healthcare regulations.

9. Your Rights

Under UK GDPR, you have the following rights:

• Right of Access: Request a copy of your personal data
• Right to Rectification: Request correction of inaccurate data
• Right to Erasure: Request deletion of your data (subject to legal obligations)
• Right to Restrict Processing: Request limitation of processing
• Right to Data Portability: Receive your data in a portable format
• Right to Object: Object to processing based on legitimate interests
• Right to Withdraw Consent: Withdraw consent at any time where processing is based on consent

To exercise any of these rights, please contact us at hello@calleightminutes.com. We will respond to your request within one month.

10. Cookies

We use cookies and similar tracking technologies to track activity on our website and improve your experience. You can instruct your browser to refuse all cookies or indicate when a cookie is being sent. However, some features of our service may not function properly without cookies.

11. International Transfers

Your data is primarily stored and processed within the UK. If we need to transfer your data outside the UK, we will ensure appropriate safeguards are in place, such as Standard Contractual Clauses or adequacy decisions.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. We encourage you to review this Privacy Policy periodically.

13. Complaints

If you have concerns about how we handle your personal data, please contact us first at hello@calleightminutes.com. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

14. Contact Us

For any questions about this Privacy Policy or our data practices, please contact us: