Privacy notice

Who we are

Closed Calls is run by Samuel Barfield, trading as Closed Calls, 67663 Kaiserslautern, Germany. We provide an AI phone assistant (Toby) to small businesses. Contact us at hello@closedcalls.com.

Two kinds of people

Our customers are the businesses who sign up. For their account details we are the controller.

Callers are people who ring one of those businesses. The business is the controller of what callers tell Toby; we process it on their behalf, only to run the service.

What we collect from businesses

• Name, email address and password (stored scrambled, never readable)
• Business details you give us or that we read from your public website
• Billing details, handled by Stripe. We never see your full card number.
• How you use the dashboard, to keep it working and secure

What we collect on calls

• The caller's phone number
• A recording and transcript of the call
• What they told Toby: their name, what they need, when suits them
• A short summary and flags such as urgent or possible scam

Toby says he is an AI assistant at the start of every call.

Why we use it

• To answer calls and pass the details to the business (to perform our contract with the business)
• To keep the service secure and fix problems (our legitimate interests)
• To bill businesses and meet legal and tax duties (legal obligation)

We don't sell personal data, and we don't use call recordings to advertise to anyone.

Who helps us run it

We use carefully chosen suppliers: a telephone network (Telnyx), speech-to-text and voice providers, an AI language model provider, cloud hosting, an email service and Stripe for payments. Some are based outside the UK, so data may be processed in the EU or the US under the UK's approved safeguards, such as the UK International Data Transfer Addendum.

How long we keep it

Call recordings and transcripts are kept while the business's account is open. The business can delete any call, with its recording, from their dashboard at any time, and we delete calls when a caller asks us to. When an account closes we delete its call data within 90 days. Billing records are kept for six years for tax.

Your rights

You can ask to see, correct or delete your data, object to how it's used, or ask us to limit it. If you rang a business, it's usually quickest to ask them, but you can ask us too and we'll help. You can also complain to the Information Commissioner's Office at ico.org.uk.

Cookies and visit counts

We use one cookie to keep you signed in. If you arrive through a friend's referral link, your browser also remembers their code until you sign up, so they get their free month. We don't use advertising or tracking cookies, so there's no cookie banner.

We count visits to our website ourselves, without cookies and without any outside analytics company: which pages are viewed, how far down people scroll and which buttons they press. A visit is recognised for a single day by a scrambled code made from your IP address and browser; the IP address itself is never stored, and the counts are kept for up to 400 days. This is in our legitimate interest in understanding how the site is used.