Privacy Policy

1. Who we are

AiAnchor (PLACEHOLDER: registered company name, ΓΕΜΗ no., ΑΦΜ/VAT no., registered address, Greece) is an AI consultancy that builds and runs AI voice agents, chatbots and workflow automations for businesses, reported through AiAnchor’s Command Hub. You can reach us about anything in this policy at info@aianchor.online.

2. Our two roles: controller and processor

For this website and for client accounts (signup, billing, portal logins), AiAnchor is the controller: we decide why and how that data is processed.

For calls handled by an AI voice agent, our client (the business whose phone line the agent answers) is the controller of its callers’ data, and AiAnchor is a processor acting on the client’s documented instructions under our Data Processing Agreement. Callers who want to exercise rights over call data should contact the business they called; we assist that business in responding.

3. Data we collect from website visitors

• Contact form: name, email address, interest and message text, processed by Formspree and delivered to our inbox.
• Technical logs: our hosting provider (Vercel) processes IP addresses and request metadata to serve and secure the site.
• Language preference: stored in your browser’s localStorage. It never leaves your device. This site sets no cookies; see the Cookie Policy.
• Fonts: web fonts load from Google Fonts, which means your browser sends your IP address to Google when fetching them.

4. Data we collect from client accounts

• Account data: name, work email, company details, portal credentials (passwords are stored hashed by Supabase Auth).
• Billing data: plan, invoices, VAT number. PLACEHOLDER: name the payment processor (e.g. Stripe) and what card data it holds; we do not store card numbers ourselves.
• Configuration data you provide to set up your agent: business information, service lists, pricing, calendars, escalation contacts.
• Usage data in the portal: calls handled, minutes used, leads, ROI metrics.

5. Caller data (processed on behalf of our clients)

When an AI agent answers a call for a client, the following is processed: call audio (recording), a text transcript, an AI-generated summary and analysis (e.g. intent, sentiment, lead details), the caller’s phone number, and call metadata (time, duration, outcome). Callers are told at the start of the call that they are speaking with an AI assistant and that the call is recorded; see the AI Disclosure Policy.

This data is processed strictly to deliver the service to the client that controls it: answering the call, booking appointments, capturing leads, and producing the client’s portal analytics. We do not use caller data for our own marketing and we do not sell it.

6. Purposes and legal bases

7. How long we keep data

• Call recordings and transcripts: PLACEHOLDER: confirm the configured Retell retention window (configurable from 1 day to 2 years per agent) and the portal retention policy.
• Client account and portal data: for the duration of the contract, then deleted or returned per the DPA. PLACEHOLDER: confirm the post-termination deletion window (e.g. 30 days).
• Contact form enquiries: PLACEHOLDER: confirm (suggested: 12 months, then deleted).
• Invoices and tax records: as required by Greek tax law (currently at least 5 years).

8. Subprocessors and service providers

We use a small set of vetted providers. Each is bound by a data processing agreement including EU Standard Contractual Clauses where data leaves the EEA.

9. International transfers

Some providers above process data in the United States. Where that happens, transfers rely on EU Standard Contractual Clauses (and the EU–US Data Privacy Framework where the provider is certified). Where an EU region is available (e.g. Supabase Frankfurt), we select it. PLACEHOLDER: confirm the actual deployed regions for each system.

10. Your rights

Under Articles 15–22 GDPR you can request access to your data, a copy for portability, correction, deletion, restriction of processing, and you can object to processing based on legitimate interest. Where processing relies on consent, you can withdraw it at any time.

To exercise a right, email info@aianchor.online with the subject “Data request”. We will verify your identity and respond within one month (extendable by two months for complex requests, in which case we tell you). If your request concerns a call you made to one of our clients, we will refer it to that client and assist them in answering it.

11. Complaints: the Greek supervisory authority

If you believe we have mishandled your data, you can lodge a complaint with the Hellenic Data Protection Authority (Αρχή Προστασίας Δεδομένων Προσωπικού Χαρακτήρα), Kifissias Ave. 1-3, 115 23 Athens, www.dpa.gr. We would appreciate the chance to resolve the issue directly first.

12. Changes to this policy

We will post updates on this page and revise the “Last updated” date. For material changes affecting client accounts, we notify clients by email in advance.