Privacy Policy
This Privacy Policy explains how Your Evenings Ltd ("YourEvenings", "we", "us") collects, uses, stores, and shares personal data in connection with our website (yourevenings.com) and our AI receptionist service ("Polly", the "Service"). It applies under the UK General Data Protection Regulation ("UK GDPR") and the Data Protection Act 2018.
1. Who we are
Your Evenings Ltd is a private limited company registered in England and Wales:
- Company number: 17185055
- Registered office: 66 Paul Street, London, England, EC2A 4NA
- Contact: [email protected]
We are the "data controller" for the personal data we collect from visitors to this website and from trade businesses who sign up to use the Service. For data we process on behalf of those trade businesses when their customers call them, we act as a "data processor" — see Section 2.
2. Our role: Controller and Processor
Our role under UK GDPR depends on whose data is in question:
| Whose data | Our role | Their role |
|---|---|---|
| Visitors to yourevenings.com | Controller | — |
| Trade businesses who sign up to use Polly | Controller | Data subject |
| End-callers (e.g. members of the public ringing a trade who use Polly) | Processor | The trade business is the Controller |
When we act as a Processor, the trade business is responsible for informing callers that their calls may be answered by an AI receptionist and recorded, and for obtaining any consent required by law. We provide instructions and prompt language that supports this, but the legal responsibility for caller-facing notice sits with the trade.
3. What personal data we collect
3.1 From visitors to yourevenings.com
- IP address, browser type, device, and approximate location (from server logs and Cloudflare)
- Pages visited and time spent (basic, no cross-site tracking)
- Any information you choose to submit through forms, demo calls, or email
3.2 From trade businesses who sign up to the Service
- Business name, contact name, mobile number, email address
- Mobile network and forwarding preferences
- Optional configuration data (urgent-keyword overrides, callback preferences)
- Billing information (handled by Stripe — we do not store card numbers ourselves)
3.3 From end-callers (i.e. members of the public who ring a trade using Polly)
When Polly answers a call on behalf of a trade business, the following data is created and stored as the call ends:
- The caller's phone number (as presented to the call, may be withheld)
- An audio recording of the call
- An automated transcript of the call
- Structured data extracted from the call: name, address/postcode, nature of the job, urgency, and a callback number
- Date, time, and duration of the call
This data is collected on behalf of, and made available to, the trade business that owns the dedicated number the caller dialled into. Callers can ask the trade business to delete their record at any time — see Section 8.
4. Why we use it (legal bases)
| What we do | Legal basis |
|---|---|
| Operate the website and respond to enquiries | Legitimate interests (running a business) |
| Provide the Service to trade businesses who sign up | Performance of a contract |
| Take payment | Performance of a contract |
| Send service-related emails (welcome, billing, outages) | Performance of a contract |
| Improve Polly's quality (reviewing flagged calls) | Legitimate interests, balanced against caller privacy |
| Comply with legal obligations (tax, accounting, regulatory) | Legal obligation |
| Process end-caller data on behalf of trades | The trade business's own legal basis (typically: legitimate interests in answering customer enquiries) |
5. Who we share data with
We share personal data only with the providers that make the Service work. We never sell personal data, and we do not share it with advertisers.
| Provider | Purpose | Location |
|---|---|---|
| Vapi.ai | AI voice engine that powers Polly (STT, LLM, TTS) | United States |
| Twilio | Phone numbers, call routing, SMS delivery | United States |
| Cloudflare | Website hosting, DNS, CDN, DDoS protection | United States / Global |
| Zoho | Email infrastructure ([email protected]) | European Union (Zoho EU) |
| Stripe | Payment processing and subscription billing | Ireland / United States |
| The trade business | Receiving the captured job details from end-caller data we process on their behalf | United Kingdom |
We may also share data when required by law (e.g. court order, regulatory request), or as part of a corporate transaction (e.g. business sale or restructure) under appropriate confidentiality terms.
7. International transfers
Some of our providers are based outside the UK, primarily in the United States. Where personal data is transferred outside the UK we rely on:
- The UK's International Data Transfer Agreement (IDTA), or the equivalent EU Standard Contractual Clauses with the UK Addendum;
- Provider adherence to the UK Extension to the EU-US Data Privacy Framework where available;
- Additional technical and organisational measures, including encryption in transit and at rest.
6. How long we keep data
| Category | Retention |
|---|---|
| Website analytics / server logs | Up to 90 days |
| Trade business account data | For the duration of the contract, plus 6 years for accounting records |
| End-caller recordings, transcripts, and structured data | Indefinitely while the trade remains a customer; deleted within 30 days of account closure, unless retention is required by law |
| Billing records | 6 years (HMRC requirement) |
| Marketing emails (you can opt out anytime) | Until you opt out or after 2 years of inactivity |
8. Your rights
Under UK GDPR you have the following rights regarding your personal data:
- Access — request a copy of the personal data we hold about you.
- Rectification — ask us to correct inaccurate or incomplete data.
- Erasure — ask us to delete your personal data ("right to be forgotten"), subject to legal exceptions.
- Restriction — ask us to stop or limit our use of your data.
- Portability — receive your data in a portable, machine-readable format.
- Objection — object to our processing on the basis of legitimate interests.
- Withdraw consent — where we rely on consent, you may withdraw it at any time.
- Lodge a complaint — with the Information Commissioner's Office (ico.org.uk) if you are unhappy with how we have handled your data.
To exercise any of these rights, email [email protected]. We will respond within one month.
If your enquiry relates to a call you made to a trade business that uses Polly, you should contact that business directly — they are the Controller for that data, and we cannot delete it without their instruction.
9. Security
We take appropriate technical and organisational measures to protect personal data, including:
- HTTPS / TLS encryption for all data in transit
- Encryption at rest for stored call data and customer records
- Strong access controls and least-privilege principles for staff and contractors
- Strict third-party vetting and Data Processing Agreements in place with our key sub-processors
- Regular review of logs, access patterns, and provider security advisories
No system is 100% secure. In the event of a personal data breach affecting your rights and freedoms, we will notify the Information Commissioner's Office within 72 hours and inform you without undue delay.
10. Cookies and tracking
yourevenings.com currently uses essential cookies only (those strictly necessary for the website to function or set by Cloudflare for security/performance). We do not currently use third-party analytics, advertising, or cross-site tracking cookies on this domain. If this changes, this policy will be updated and a cookie banner will appear.
11. Children
The Service is intended for business use by adults (18+). We do not knowingly collect personal data from children. If you believe we have, please contact us and we will delete it.
12. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in our practices, our services, or the law. The "Last updated" date at the top will always reflect the latest version. If we make material changes that affect existing customers, we will email you in advance.
13. How to contact us / complain
For privacy questions, data subject requests, or complaints:
- Email: [email protected]
- Post: Your Evenings Ltd, 66 Paul Street, London, England, EC2A 4NA
You may also complain to the UK Information Commissioner's Office:
- Web: ico.org.uk/make-a-complaint
- Helpline: 0303 123 1113