Our Privacy Policy

Last Updated: 16 September 2026

1. Introduction

A2M Systems ("we", "us", or "our") operates

[www.a2msystemsni.com](https://www.a2msystemsni.com)

and provides AI Front Office solutions (including AI Voice Receptionist, AI SMS, and AI WebChat services) to businesses across Northern Ireland and the wider United Kingdom.

We are committed to respecting and protecting your privacy in full compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR) as regulated by the Information Commissioner's Office (ICO).

This Privacy Policy explains how we collect, use, process, and safeguard your personal information when you visit our website, submit inquiries, or interact with our automated AI communication systems.

2. Information We Collect

We collect personal data directly from you through website forms, WebChat widgets, SMS interactions, and telephone calls routed through our systems.

Contact & Identity Information: Full name, business name, email address, telephone number, mobile number, and job title.

Communication & Interaction Data: Transcripts, recordings, and message histories from phone calls with our AI Voice Receptionist, SMS text exchanges, and WebChat conversations.

Technical & Usage Data: IP address, browser type, operating system, referring URL, page views, and interactions with our website and chat widgets.

Service Requirements: Information provided regarding your business operations, call volume, and service inquiries submitted via booking calendars or contact forms.

3. How We Use Your Information & Lawful Bases for Processing

We process your personal data under the following lawful bases permitted under UK GDPR:

Purpose / ActivityType of DataLawful Basis under UK GDPRTo process contact form submissions, respond to inquiries, and book consultation meetings.Contact & Identity, Service RequirementsLegitimate Interests / Contractual NecessityTo operate automated AI Voice, SMS, and WebChat channels to answer inquiries and schedule calls.Communication Data, Contact & IdentityLegitimate Interests (efficient service delivery & business intake)To send confirmation texts, appointment reminders, and follow-up communications.Contact & Identity, Communication DataContractual Necessity / ConsentTo monitor, train, and improve the accuracy of our conversational AI systems and voice models.Communication & Technical DataLegitimate Interests (service optimization & quality assurance)To enforce our terms, comply with legal/tax obligations, and manage business records.Identity, Technical, Financial DataLegal Obligation

4. Automated AI Processing & Telecommunications

Our website and services incorporate automated artificial intelligence tools to handle client inquiries efficiently:

AI Voice Receptionist: Inbound phone calls handled by our voice systems may be recorded and transcribed in real time to process your inquiry and route callback notifications to our team.

AI SMS (Missed Call Text-Back): If you call our number and the line is unanswered or busy, an automated text message may be sent to your mobile phone to assist you immediately. You can opt out at any time by replying STOP.

AI WebChat Advisor: Interactive web chats use automated speech-to-text and natural language processing to answer questions using our verified knowledge base.

Automated Decision-Making: Our AI systems are designed solely for intake, scheduling, and information provision. They do not make automated decisions with legal or similarly significant effects regarding you or your business.

5. How We Share Your Information

We do not sell, rent, or trade your personal data to third parties. We only share information with trusted third-party service providers necessary to operate our platform, under strict processing agreements:

Infrastructure & CRM Providers: Platform hosting, CRM database, and workflow automation providers (e.g., HighLevel / LeadConnector).

Telecommunications & AI Vendors: Telecommunication gateway providers (e.g., Twilio / LC Phone) and secure language processing APIs required to deliver SMS, voice calls, and chat processing.

Professional Advisors & Authorities: Legal, accounting, or regulatory bodies where required by applicable UK law.

All third-party processors are legally bound to uphold UK GDPR standards and security measures.

6. International Data Transfers

Where data is processed using cloud platforms or servers located outside the United Kingdom (e.g., European Union or United States), we ensure that appropriate safeguards are in place, such as ICO-approved Standard Contractual Clauses (SCCs) or International Data Transfer Agreements (IDTAs).

7. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, including satisfying any legal, accounting, or reporting obligations:

General Inquiries & Lead Data: Retained for up to 12 months after your last interaction unless you become an active client or request deletion.

Call Transcripts & Chat Logs: Retained for up to 90 days for quality assurance and training purposes before being anonymized or securely deleted.

Client Records & Invoicing: Retained for up to 7 years in compliance with UK HMRC and legal accounting regulations.

8. Your Data Protection Rights (UK GDPR)

Under UK data protection law, you have the following rights regarding your personal information:

Right of Access: You have the right to request copies of your personal data.

Right to Rectification: You can request that we correct inaccurate or incomplete information.

Right to Erasure ("Right to be Forgotten"): You can request that we delete your personal data under certain conditions.

Right to Restrict or Object to Processing: You can object to our processing of your personal data or request that we restrict processing (including opting out of direct marketing).

Right to Data Portability: You can request that we transfer your data to another organization or directly to you.

To exercise any of these rights, please contact us using the details provided below.

9. Opt-Out & Communication Preferences

SMS Opt-Out: You can stop receiving SMS messages from us at any time by replying STOP to any text message received.

Email Opt-Out: You can click the "Unsubscribe" link at the bottom of any promotional email sent by us.

10. Cookies & Tracking Technologies

Our website uses necessary and analytical cookies to ensure proper website functionality, manage chat widget sessions, and collect aggregated performance metrics. For more information, please refer to our Cookie Policy.

11. Contact Us & ICO Complaints

If you have questions, concerns, or requests regarding this Privacy Policy or how your data is handled, please contact us:

Business Name: A2M Systems N.I.

Location: Ballymena, Co. Antrim, Northern Ireland

Email: [email protected] (or your preferred support email)

Website: [www.a2msystemsni.com](https://www.a2msystemsni.com)

If you are not satisfied with our response or believe we are processing your personal data unlawfully, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Website: ico.org.uk

Telephone: 0303 123 1113