Privacy Policy

Regency Flows Ltd ("Regency Flows", "we", "us", "our") respects your privacy. This policy explains what personal data we collect when you use our website, book a consultation call, or become a client — and what we do with it.

01. Who we are

Regency Flows Ltd is a private limited company registered in England and Wales. We provide AI voice-agent services and local Meta advertising for service businesses across the UK and US.

For the purposes of UK GDPR and the Data Protection Act 2018, we are the data controller of personal data we collect about visitors, prospects, and clients. When operating voice agents on behalf of our clients, we act as a data processor for the client's call data.

02. What we collect

We collect the following categories of personal data:

• Contact details — name, business name, email, phone number, role, country, when you book a call or fill out a form.
• Booking data — the date, time, and topic of any call you schedule with us via our calendar tool.
• Account data — login credentials and configuration if you become an active client.
• Usage data — pages visited, time on page, referring source, broad geographic location (city / country level), and device type, collected via cookies and analytics.
• Communications — the content of emails, messages, support tickets, and notes from sales calls.
• Call data (clients only) — when our voice agents handle calls on your behalf, recordings, transcripts, caller phone numbers, and metadata necessary to deliver the service.

03. How we use your data

We use personal data only for the purposes below:

• To respond to your enquiries and book consultation calls.
• To deliver, support, and improve the services you've contracted us for.
• To send service announcements and onboarding communications.
• To send marketing communications, only where you have opted in or where we have a legitimate interest under UK GDPR. You can unsubscribe at any time.
• To comply with our legal, accounting, and regulatory obligations.
• To prevent fraud, abuse, and unauthorised use of our systems.

04. Legal basis for processing

Under UK GDPR we rely on the following lawful bases:

• Contract — to deliver services to clients and prospective clients who have requested a quote or consultation.
• Legitimate interests — to operate, secure, and grow our business (we balance our interests against your rights).
• Consent — for non-essential cookies, marketing emails to consumers, and any voluntary information you provide.
• Legal obligation — to meet tax, accounting, and other statutory requirements.

05. Who we share with

We do not sell your personal data. We share it only with the following categories of recipient, under written agreements that require equivalent protection:

• Infrastructure & hosting providers — for storing data and running our systems.
• Voice & telecom providers — for delivering AI voice-agent calls on behalf of clients.
• CRM, calendar, and email providers — for managing bookings and communications.
• Analytics providers — to understand site usage in aggregated form.
• Professional advisors — accountants, auditors, and lawyers.
• Authorities — where required by law, court order, or to protect our rights.

06. Voice agents & call recordings

When our voice agents handle inbound calls on a client's behalf, the call may be recorded and transcribed. This is necessary to operate the service, train and improve quality, audit performance, and provide the client with a searchable record of their leads.

Callers are informed at the start of the call that they are speaking with an AI assistant and that the call may be recorded. We do not use raw client call data to train third-party AI models, and recordings are retained for the period agreed with the client (typically 12 months) before deletion.

07. How long we keep your data

We keep personal data only for as long as we need it for the purposes described above, or as required by law:

• Prospect data — up to 24 months after last contact.
• Client account data — for the duration of the contract plus 7 years (statutory accounting period).
• Call recordings — typically 12 months unless otherwise contracted.
• Marketing consents — until you unsubscribe.
• Website analytics — typically 26 months in aggregated form.

08. Your rights

Under UK GDPR you have the right to:

• Be informed about what we do with your data.
• Access a copy of the data we hold about you.
• Have inaccurate data corrected.
• Have your data erased ("right to be forgotten") in certain circumstances.
• Restrict or object to processing.
• Receive your data in a portable format.
• Withdraw consent at any time.
• Lodge a complaint with the UK Information Commissioner's Office (ico.org.uk).

To exercise any of these, email us at the address in section 12.

09. Cookies

We use a small number of cookies. Strictly necessary cookies keep the site working. Optional analytics and advertising cookies are set only with your consent via the cookie banner shown on first visit. You can change your preferences at any time by clearing cookies and reloading the site.

10. International transfers

Some of our service providers are located outside the UK and EEA. Where we transfer personal data outside the UK we rely on UK adequacy regulations, the UK International Data Transfer Agreement, or the EU Standard Contractual Clauses with the UK Addendum, as appropriate.

11. Changes to this policy

We may update this policy from time to time. The "last updated" date at the top of this page reflects the most recent version. Material changes will be announced via email to active clients.

12. Contact us

For any privacy-related question, including to exercise your rights: