Privacy Policy

RobinHQ provides an AI receptionist and phone answering service for UK small businesses. RobinHQ is operated by Kaira Ventures Ltd.

• Account and contact details, such as your name, business name, email address and phone number.
• Business configuration you provide so Robin can answer calls correctly, such as opening hours, services, locations, FAQs and call handling preferences.
• Call-related data, such as caller phone numbers, call recordings, transcripts, summaries, call outcomes and messages where these features are enabled.
• Billing, subscription and usage information needed to provide and operate the service.
• Website and product analytics, cookies and similar technical information used to secure and improve the service.

• To provide, operate and improve the RobinHQ service.
• To answer, route, transcribe, summarise and notify you about calls according to your configuration.
• To contact you about your account, onboarding, support requests, service changes and billing.
• To maintain security, prevent abuse and comply with legal obligations.
• To send product or marketing communications where permitted by law; you can opt out at any time.

If you enable call recording, transcription or summarisation, you are responsible for ensuring callers receive any notices and consents required for your business and use case. RobinHQ helps you configure appropriate call flows, but you remain responsible for how you use the service with your customers.

Where RobinHQ sends text messages, such as call summaries, appointment information or service notifications, we use the phone numbers and message content only to provide the requested service. Mobile opt-in data and consent are not sold and are not shared with third parties for their own marketing purposes.

Recipients can reply STOP to opt out of non-essential SMS messages or HELP for help, where supported by the messaging flow.

We use carefully selected service providers to host, secure and operate RobinHQ, including cloud infrastructure, telephony, communications, analytics, payment and support providers. We only share personal data where needed to provide the service, comply with law or protect RobinHQ, our customers and callers.

Depending on your location and relationship with us, you may have rights to access, correct, delete, restrict or object to processing of your personal data. To exercise your rights, email hello@robinhq.co.