Privacy Notice

How we use personal information when you visit this website, contact Obvoxly, become a client or call a business using our automated phone service.

Last updated 14 September 2026

1. Who we are and how to contact us

Obvoxly is the trading name of Ptolemy Letchford, a sole trader in England and Wales.

ICO registration ZC079741. For privacy enquiries, email ptolemyletchford@gmail.com or write to the address above.

2. Our role and the business you call

Obvoxly normally acts as controller for its own enquiries, client relationship management, business administration, billing, legal obligations and security. For client phone services, the business being called normally decides why customer call information is processed and acts as controller. Obvoxly normally operates the service on that business’s documented instructions as processor.

The role depends on the particular processing. Where Obvoxly determines a separate legitimate operational purpose, it may act as controller for that processing, subject to an appropriate lawful basis and transparency. This is not a general permission to reuse client call data. The business’s own privacy notice explains its purposes and legal bases. We can help direct a request to the appropriate business.

3. Website visitors

Our hosting infrastructure may process your IP address, requested pages, request times, browser or device information, server logs and security information to deliver the website, diagnose faults and protect it against misuse. We rely on legitimate interests in maintaining a reliable and secure business website, balanced against your rights.

This website contains no analytics, advertising pixels or embedded third-party media. Its fonts, images and scripts are served from the site itself. It does not set application cookies or use localStorage or sessionStorage. See the Cookie Notice for ordinary browser caching, interactive features and email drafting.

4. Enquiries and prospective clients

We may receive your name, email address, business name, business contact details, the contents of enquiries and information shared during sales discussions, quotations or onboarding. We use this to respond, assess your requirements, prepare a quotation and arrange a potential service.

Where you are personally entering a contract, we may process information to take steps at your request before contracting, or to perform that contract. Where you act for another business, our usual basis is legitimate interests in handling business enquiries and managing that relationship. Providing information is voluntary, but we may be unable to respond or quote without relevant contact and requirement details.

The enquiry form composes a draft locally. Using the email button passes that draft to your chosen email app; you choose whether to send it. Copying a draft puts its contents on your clipboard. We receive an enquiry only if you send it to us. Please include only the information needed to discuss your business requirements.

5. Existing clients and operational contacts

We process business and operational contact details, contractual and billing information, service configuration, approved business information, support correspondence and usage or reporting information to implement, administer, support and invoice the service. Our bases are contract where the individual is a contracting party, legitimate interests in managing and securing business relationships, and legal obligation where records are required for tax, accounting or other applicable duties.

Information may come from you, your colleagues, the client business, correspondence or the configured service. Relevant professional business contact information may also come from referrals or publicly available business sources. An enquiry does not automatically subscribe you to marketing.

6. People calling client phone systems

Depending on the business’s configuration, processing may include the caller’s phone number, call time and duration, the number dialled, routing and outcome metadata, an audio recording, transcript, summary, and any name, contact, booking or enquiry details provided. Speech recognition converts speech to text; AI uses approved business information to generate responses; speech synthesis produces the voice. Configured integrations may send a requested booking link or pass relevant information to the business.

Recording, transcription, retention and available human contact routes vary by deployment. The call introduction and the business’s notice should explain the relevant arrangements. If you prefer not to use an automated host, ask for a person or contact the business directly. A transfer or callback is not always available, particularly outside opening hours. Do not assume asking for a person stops an existing recording.

The business decides the lawful bases for its call processing, including any recording or quality review. These may include contract-related steps or legitimate interests where appropriate; they are not automatically the same for every call. Obvoxly’s processor activities follow the business’s documented instructions. The host is intended to assist with routine enquiries, not make decisions with legal or similarly significant effects, or determine medical or safety suitability.

7. Sensitive information

Please avoid giving the automated host medical information or other sensitive personal information. Where an enquiry involves an allergy, disability, health condition or another sensitive matter, the host may direct you to the business’s team rather than attempting to make a decision itself.

Callers may voluntarily mention pregnancy, medical suitability or other sensitive circumstances. Such information can appear incidentally in recordings or transcripts. Volunteering it does not itself establish a legal basis for processing special-category data. Any necessary processing requires both an appropriate general lawful basis and a valid special-category condition, determined by the relevant controller. Collection, access and retention should be limited to what is necessary. Do not give payment card details, bank credentials or passwords to an automated host.

8. Who may receive information

Information is shared only as relevant to the purpose: with the client business and its authorised team; technology providers supporting the configured service; hosting and email providers; professional advisers; and public authorities where legally required. The website is prepared for hosting on Netlify. Enquiries sent to the published Gmail address are handled through Google’s email service.

Phone-service providers may include Twilio (telephony), Vapi (voice orchestration), Deepgram (speech recognition), OpenAI (language processing), ElevenLabs (speech generation) and Make (workflow integrations). Not every supplier processes every call, and a client’s configuration may differ. The current supplier arrangement for a particular deployment can be requested from Obvoxly. The applicable client agreement and Data Processing Agreement should identify authorised subprocessors and permitted uses.

We do not sell personal information. Call recordings and transcripts are not supplied by Obvoxly for advertising. Supplier retention and permitted use must be assessed under the relevant service settings and agreements; this notice does not promise that all providers have identical policies.

9. International transfers

Some technology suppliers may process personal data outside the United Kingdom. Where personal data is transferred internationally, we use an applicable UK adequacy regulation or another recognised safeguard, such as the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, as appropriate to the relevant supplier and transfer. Relevant transfer assessments and additional protections may also be required. Contact us for details of the safeguards applicable to your information and how to obtain a copy.

10. How long information is kept

Retention depends on the purpose and the relevant service configuration. We keep enquiry and prospective-client information for as long as needed to handle the enquiry and reasonable follow-up; client records for service administration and any applicable accounting, tax or legal requirements; and security records for the period needed to investigate faults or misuse. Relevant records may be retained longer where needed for a complaint, legal obligation or dispute.

Client call recordings, transcripts, summaries and logs are subject to the business’s instructions and the configured supplier retention arrangements. We do not state a universal deletion period because it must match the relevant deployment, including any backup or legal-hold arrangements. Contact the business or Obvoxly for the period applicable to a particular call. Booking records held separately by the business follow its own notice.

11. Your rights

Depending on the circumstances and legal basis, you may ask for access to your information, correction, erasure, restriction of use or a portable copy. Where processing relies on consent, you may withdraw it at any time without affecting the lawfulness of earlier processing.

Contact us using the details above. For a call request, the business called and approximate call date will help us locate the relevant records. We may need proportionate identity checks. Requests are normally free and handled within the applicable statutory period, usually one month. Any permitted extension, fee or refusal will be explained. Some rights have legal exceptions; where we act as processor, we assist the controller with its response.

12. Complaints and changes

You can raise a concern with us, but you do not have to complain to us first. You have the right to complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint.

We update this notice when our processing changes. The date above identifies this version.