Privacy Policy

Effective Date: 25 October 2026

1. Introduction

Africa Giant Limited, trading as Ota AI, is committed to protecting personal information.

This Privacy Policy explains how personal information is collected, used, stored, disclosed and protected in connection with Ota AI.

2. Our Data Protection Roles

Africa Giant Limited generally acts as data controller for information relating to its website visitors, business accounts, billing, support and its own operations.

For caller information processed on behalf of business Customers, Africa Giant Limited generally acts as data processor, while the business Customer acts as controller.

The precise roles depend on the processing activity.

3. Information Collected

Depending on service configuration, we may process:

• Business and account-holder names.
• Email addresses and telephone numbers.
• Account authentication and security information.
• Subscription and payment-status records.
• Caller names and telephone numbers.
• Call enquiry details.
• Recordings and transcripts where enabled.
• AI-generated summaries.
• Technical logs and website usage information.

Payment card processing may be handled by Stripe. Ota AI does not need to store complete card numbers to administer subscriptions.

4. Purposes and Lawful Bases

Where Africa Giant Limited acts as controller, information may be processed for:

• Providing accounts and contracted services — contractual necessity.
• Processing payments and administering subscriptions — contractual necessity and legal obligations.
• Maintaining security and preventing fraud — legitimate interests and applicable legal obligations.
• Responding to enquiries — legitimate interests or pre-contractual steps.
• Maintaining accounting records — legal obligations.
• Optional marketing — consent or another lawful basis where permitted.

Where Ota AI acts as processor, the Customer is responsible for determining the lawful basis for caller-data processing.

5. AI Telephone Processing

Ota AI may process conversations using automated speech and language technology.

Depending on configuration, the service may generate transcripts, summaries and structured enquiry records.

Customers must provide appropriate notices and comply with applicable legal requirements for recording, transcription and communications.

Ota AI does not treat a recording notice alone as proof of valid consent or another lawful basis.

6. Sensitive Information

Customers should avoid requesting unnecessary sensitive personal information.

Where special-category personal data is processed, the Customer must establish the applicable legal conditions and safeguards.

7. Sharing Information

Information may be shared with authorised service providers necessary for hosting, telephony, AI processing, payment processing, security and customer support.

Potential providers include Retell AI, Stripe and the cloud infrastructure supporting Ota AI.

Actual subprocessors and processing locations must be verified and documented before production use.

8. International Transfers

Where personal information is transferred outside the UK, we will use an applicable lawful transfer mechanism and any additional safeguards required by UK data protection law.

9. Retention

We retain personal information only for as long as reasonably necessary for its purposes and applicable legal obligations.

Business account records may be retained during the customer relationship and for an appropriate period afterward.

Accounting records are generally retained for six years, subject to applicable requirements.

Caller recordings, transcripts and summaries will be subject to an agreed retention schedule.

The production retention schedule and deletion controls must be finalised and verified before live caller-data processing.

10. Security

We implement appropriate technical and organisational measures designed to protect personal information.

These may include authentication, access controls, tenant separation, secure transmission, monitoring and restricted administrative permissions.

No online service can guarantee absolute security.

11. Individual Rights

Subject to applicable law, individuals may have rights to:

• Access their personal data.
• Request correction or erasure.
• Restrict or object to processing.
• Request data portability.
• Challenge certain automated decisions.
• Complain to the Information Commissioner's Office.

Requests relating to a business Customer's caller records may need to be handled by that Customer as controller.

The Information Commissioner's Office can be contacted at https://ico.org.uk.

12. Cookies

Ota AI may use essential cookies for authentication and security.

Non-essential cookies requiring consent will not be activated without valid consent.

Further information is provided in the Cookie Policy.

13. Children

Ota AI is a business service and is not directed at children.

Additional safeguards may be required where Customers process children's information.

14. Changes

This Policy may be updated to reflect legal, technical or operational changes.

15. Contact

Africa Giant Limited trading as Ota AI
Company number: 12330281
Privacy enquiries: support@otaai.co.uk
Website: https://otaai.co.uk