CallCamIT · last updated 29 September 2026
This page covers two different things, and they are worth keeping apart: what we do with your information when you use this website or contact us, and what the CallCamIT software does with your organisation's. They are not the same, and the second one is the surprising one.
The Electronic Commerce (EC Directive) Regulations 2002 and the Companies Act 2006 require a company that trades online to say who it is, where it is registered, where documents can be served on it and how to reach it, so:
| Company | CALLCAMIT LTD, a private limited company, trading as CallCamIT. |
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| Registered in | England and Wales |
| Company number | 17455028 (Companies House) |
| Registered office | 14 Walton Way, London W3 0AW, United Kingdom. This is also the address at which documents can be served. |
| Director | Cameron Shaikh |
| support@callcamit.com | |
| VAT number | Not VAT registered, so no VAT is charged or shown on an invoice. |
We are the controller of the information described on this page. If you are a customer, we are your processor for the narrow circumstances set out in our data processing agreement, and in the ordinary case we hold nothing of yours at all — see below.
Your name, your work email address, your organisation if you give one, and whatever you write in the message. We use it to reply to you and to have the conversation you asked for. The email the form sends us also shows the IP address it was sent from.
| Lawful basis | Legitimate interests — responding to a business enquiry you sent us. You asked us to get in touch; that is the interest, and it is plainly not overridden by anything. |
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| How long | 24 months from the day you sent it, then deleted from our web server. A scheduled job that runs on the server every day does the deleting. That job does not reach the email in our support mailbox, which we delete when you ask (see below). |
| Who sees it | Us. It is emailed to us and kept on our own systems. It is not sent to an advertising network, a CRM we have not named here, or anybody else. |
| Marketing | We will not add you to a mailing list. If we ever start one it will ask first, separately. |
You can book a walkthrough by picking a time on the enquiry form or in the question box on this site, or by emailing us to ask for one; once we publish our WhatsApp number, also by asking our WhatsApp assistant. However you book, your name, your email address and the time you chose go to our own server, rented from IONOS on a network registered in the UK; from the form, so do your organisation and message. The server holds that time for you for 30 minutes and emails you a link to confirm it. Nothing is booked until you press Confirm on that page. If you do not, the server releases the time automatically, so it can be offered to someone else. When you confirm, the booking goes into our calendar and we email you the Microsoft Teams link for the call and a link to cancel it. Nobody reviews a booking before it is made. The times offered are worked out from when we are busy; nobody booking can see what is in our calendar.
| Lawful basis | Legitimate interests — arranging the call you asked for. |
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| How long | 730 days after the time you booked, then deleted. The server that holds the booking deletes it on that schedule by itself. A time you never confirm was never a booking: its record is deleted by the same job once it is 30 days old. While a booking is half-way through a WhatsApp chat, the name and address you have given so far are kept for up to 30 minutes after your last message, and deleted within 2 days after that; the chat itself records only that details were given, not what they were. |
| Who sees it | Us. The booking is kept on that server. A notice of it, with your details, is emailed to our support mailbox for one of us to read. Our email assistant skips these notices, so a booking is not sent to Groq (see Transfers). A WhatsApp message or an email that only asks for a walkthrough, picks a time or gives your name and address is handled by our server’s booking system and is not sent to Groq either. When you confirm, our calendar is given the time and a reference number only — never your name, your email address or your message. The walkthrough is a Microsoft Teams meeting: what you share when you join it is covered by Microsoft’s privacy statement. |
| Marketing | None, as for an enquiry. |
If you reached this site through a link in one of our LinkedIn posts, the link carries that post’s number (for example “?ref=li-12”), and when you send the form we record that number with your enquiry or booking, for the same period and on the same basis, so we can tell which posts lead to conversations; it is the same for everyone who clicks that post’s link, it is not a cookie, and nothing is stored on your device.
We have not published a CallCamIT number on WhatsApp yet; this section describes how it works once we do. The CallCamIT number on WhatsApp is answered by an AI assistant, not a person. It runs on our own server and answers questions about CallCamIT from our product documentation. It can also book a walkthrough: ask for one, pick a time and give your name and email address, and it holds the time and emails you a link to confirm it (see If you book a walkthrough time). Reply STOP at any time and nothing further is sent unless you send START.
| What we hold | What you typed and the assistant’s replies, stored against a keyed hash of your number rather than the number itself. The software on our server that passes messages between WhatsApp and the assistant also keeps a log of each delivery that fails, and that log does include the number and your WhatsApp profile name. |
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| Lawful basis | Legitimate interests — answering a question you asked us. |
| How long | Messages are deleted 365 days after they were sent, by a scheduled job on that server, and the conversation, with any summary of it, once none of its messages is left. The keyed hash of your number is not: it is what keeps a STOP working, and it stays until you ask us to delete it (see below). |
| Who sees it | Us, and Meta Platforms, whose WhatsApp Business Platform carries the messages between your phone and our server under their business terms. To write a reply, the assistant sends your message and the recent conversation, but not your number, to Groq (see Transfers). A message that only asks for a walkthrough, picks a time or gives your name and address is answered by our server’s booking system instead, and is not sent to Groq. |
| Not for | Marketing. The number is never added to a list or messaged first. |
Email to support@callcamit.com is read by an AI assistant on our own server as well as by us. The assistant sorts each new email and writes a reply. A simple question about CallCamIT may get an immediate reply written by the assistant, and that reply says so. An email asking for a walkthrough gets the next free times by return, and a reply that picks one holds that time and sends you a link to confirm it: those replies are fixed text from our booking system, not written by an AI model, and such an email is not sent to Groq. Anything about money, licences, complaints, cancellations or your data goes to a person, and so does anything our product documentation does not answer: the assistant drafts a reply, and one of us reads it before anything is sent. There is one exception. While we have posted a notice that something is not working, an email reporting that problem may be answered from the notice, even if it mentions a licence.
If you do not want the assistant to handle an email, start its subject with [PRIVATE]. The assistant then leaves that email alone. It is not sent to Groq or to any other AI model. The assistant keeps no copy of it, writes no reply and sends nothing, and the email waits in our mailbox for one of us to answer. The rule is exact:
For such an email, our server’s security log records only that it was skipped, the time, and a fingerprint of its message ID: no address, subject or text. If our server fails to take the email in, for example while the assistant is being restarted, the delivery log (see below) keeps that failed attempt, email included, for up to 14 days.
| What we hold | The email itself, in our mailbox. Unless its subject starts with [PRIVATE], the assistant also keeps on our server: your address; the subject and up to the first 6,000 characters of the text; each reply it drafted or sent; and, for each reply, a record of your address, your name as your email gives it, the subject, a short summary of your email and up to its first 1,500 characters. Each reply the assistant drafts or sends is also emailed to one of our own support mailboxes, with your name, your address, the subject and the summary, so one of us can check it. Our server’s security log records each automatic reply with a shortened hash of your address, not the address itself. For an email the assistant handles, our server also notes your address for up to 3 days to limit how often one address can write. |
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| Lawful basis | Legitimate interests: answering the email you sent us and running our support. |
| How long | The assistant’s copy of each email and reply is deleted 365 days after it was written, by a scheduled job on our server. Nothing deletes the rest automatically: the assistant’s record of each reply, its record of your address, the emails in our mailboxes and the copies of replies emailed to us for checking all stay until we delete them, which we do when you ask (see below). The security log is kept for 730 days. |
| Who sees it | Us. Our mailboxes and our server are hosted by IONOS (see Transfers). Unless the subject starts with [PRIVATE], the assistant sends your address, the subject and up to the first 3,000 characters of the text to Groq, to sort the email and write the reply (see Transfers). It is not given attachments. |
| Not for | Marketing. Your address is not added to a list. |
Our Discord server for CallCamIT has an assistant that answers questions about CallCamIT from our product documentation. It is an AI, not a person, and it cannot act on your account. It only sees what you send to it: a message that mentions it, a direct message to it, or the /ask command. Discord does not give it the text of anything else in the server. It answers where you asked, so in a channel, anyone who can read that channel sees your question and the answer. Ask it for free walkthrough times and it lists the next few with a link to the booking form; it does not take bookings or ask for your details.
| What we hold | What you wrote to the assistant, its replies, any summary of a long conversation, and which server you asked in, stored against your Discord user ID. Our server’s security log records each reply, but not what was written. |
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| Lawful basis | Legitimate interests: answering a question you asked us. |
| How long | Messages are deleted 365 days after they were sent, by a scheduled job on our server, and the conversation, with any summary of it, once none of its messages is left. The record of your Discord user ID is not deleted automatically: it stays until you ask us to delete it (see below). |
| Who sees it | Us, and Discord, which carries the messages and keeps its own copy under its own privacy policy. To write a reply, the assistant sends your message and the recent conversation to Groq, and to summarise a long conversation it sends Groq the earlier messages. It does not send your Discord user ID (see Transfers). Our server is hosted by IONOS. |
| Not for | Marketing. Your user ID is not added to a list. |
What LinkedIn does with your profile, your comments and your messages is covered by LinkedIn’s own privacy policy, not by this page. This is what we do. A job on our server can check our posts from the last 30 days for new comments and suggest a reply to each one. That job is switched off at the moment, so no comments are being collected now. Automatic replies are switched off too, so if the job is switched on, one of us decides whether to answer each comment.
| What we hold | While the job is on: for each comment on our posts, the text of the comment, the identifier LinkedIn gives the commenter’s profile, which post it was on and any reply suggested or posted, so that the page does not answer the same comment twice. A comment held for a person, which is every comment with text in it while automatic replies are off, is also emailed to one of our support mailboxes with the suggested reply. Reactions are not recorded. A message sent to our page stays on LinkedIn, and our server keeps no copy of it, unless suggesting a reply to it fails (see the delivery log below). |
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| Lawful basis | Legitimate interests: running our page and answering people who comment on it or message it. |
| How long | Nothing deletes the comment records on our server automatically, and nothing deletes the emails about comments from our mailbox. Both stay until we delete them, which we do when you ask (see below). |
| Who sees it | Us. Our server and our mailboxes are hosted by IONOS. While the job is on, it sends each new comment it collects, with our post, to Groq to write a suggested reply, whether or not replies are posted automatically. It does not send our own comments, empty ones, or any beyond its limit of 5 a minute or 40 a day. If we paste a message sent to our page into our page that suggests a reply, that message, and your name if we type it, is sent to Groq too (see Transfers), unless it only asks for a walkthrough: then our server writes the suggested reply itself, with the free times and the booking form, and sends nothing to Groq. |
| Not for | Finding sales leads. We do not use comments or messages to build a list of people to contact. |
CallCamIT is sold by invoice, so buying it means giving us some details, and each of them is about a person as well as an organisation.
| What we hold | The organisation’s name and address; the contact email address invoices and licences go to; the name and phone number of the person who bought it; the purchase order number; the invoices we raise and the payments recorded against them; and our record of each licence issued, which names the contact email address. For a Team key, that record also holds each laptop’s identifier and name and when it was activated. If you order in the client portal, we also hold the Microsoft Entra tenant ID you give us for Enterprise (the licence names it), the billing address, the name of the person who placed the order, a phone number if one was given, and a record of the order: when it was placed and from which portal account, the version of our terms of use accepted and when, that it was declared to be for a business, and a shortened hash of the network address it came from (not the address itself, but it could be matched back to it). The same details are emailed to our own mailbox so we can deal with the order. |
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| Lawful basis | Contract — supplying and invoicing the subscription your organisation agreed to (for a person named in it who is not themselves a party, our legitimate interest in running that agreement). An order placed in the client portal, and the record that the terms were accepted with it, are part of making that contract: contract again. The shortened hash of the network address on the order record is our legitimate interest in having evidence of who placed an order. We check some orders by hand before invoicing them, for instance one from a personal email address; that checking is the same legitimate interest in knowing who we contract with. Invoices and payment records are also kept because the law requires it: a legal obligation. |
| How long | Invoices and payment records: for 6 years from the end of the company’s financial year they belong to, which is how long HMRC requires a limited company to keep its records for Corporation Tax. Everything else: nothing deletes it automatically. We keep it while the subscription runs and afterwards, because it is what a later question about seats or payments is settled from, and we delete it when asked (see below). That includes the details of an order placed in the client portal that became a subscription: they are kept with the subscription. Our record of an order that did not become one (we held it to check and did not accept it) is deleted 12 months after it was placed, by the scheduled job that deletes enquiries. That job does not reach the email about the order in our mailbox, which we delete when you ask (see below). While you are filling in an order, what you have typed is held in your portal session until you place the order or the session ends (12 hours at most), and the same job deletes an ended session’s file on its next daily run at the latest. |
| Who sees it | Us. It is kept on our web server and in our support mailbox, both hosted by IONOS (see Transfers). A Team key’s laptop names are also shown to the key’s owner on their panel. |
portal.callcamit.com is where a customer signs in with the address their invoices go to and sees their subscription, invoices, licence, Team key and installer, and where a new customer can order a subscription. Creating an account is your choice; nothing about a subscription needs one, although ordering online is done from an account.
| What we hold | Your name, work email address and organisation as you typed them; a hash of your password (never the password: it cannot be read back, by us or anybody else); when the account was created and each time it was signed in to; a keyed hash of the address and browser each sign-in came from, kept so we can email you when a sign-in comes from somewhere new (the address itself is not kept against the account); the live sessions (when each started, when it was last seen and the address it came from, for the Sessions list on your Account page); and a log of what the account did: signed in, placed an order, downloaded a licence, revealed a key, released a seat, each line noting a shortened hash of the address it came from. The log never holds a password, a code or a key. Every account signs in with two steps, so we also hold the secret your authenticator app shares with us (it makes the six-digit codes, and it is how we check them), the last code period we accepted, and a hash of each unused recovery code. While you are creating an account or resetting a password we also hold, for fifteen minutes, a hash of the six-digit code we emailed you. |
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| Lawful basis | Contract (Article 6(1)(b)): showing you what your organisation has bought, and the invoices and licence it is entitled to, is part of supplying it. The new sign-in email, and the hashed address and browser it depends on, are our legitimate interest in keeping your account yours; the sign-in log is the same interest. You can object; we would then have to close the account, because we cannot run it without knowing who signed in. |
| How long | A sign-up that never enters its code is deleted after 24 hours. A session ends after 60 minutes without a request and after 12 hours in any case; ended sessions are deleted. An account with no subscription linked to its address and no sign-in for 24 months is deleted. The sign-in log keeps 12 months. The sign-in limit counters (a shortened hash of the network address or of the email address, never the value itself) go after 7 days, like every other rate limit on the server. All of it by the same scheduled job that deletes enquiries. You can delete the account yourself at any time, from its Account page or, before two-step sign-in is set up, from the setup page; or write to us and we will delete it. Either way it goes at once, with its sessions, and your subscription, invoices and licence are untouched, because the account was only a way to see them. |
| Who sees it | Us, on our web server hosted by IONOS (see Transfers). The one thing the portal checks elsewhere is a new password: the first five characters of its hash are sent to Have I Been Pwned’s breach list and the comparison is made on our server, so neither the password nor anything that identifies you leaves it. A password on that list is refused. We never email anybody a link that signs them in or a password. What we do email, always from an @callcamit.com address, is the six-digit code that proves your address, your invoices (with our bank details for paying them), your licence file and, on the Team plan, your licence key; an email that asks you to pay a different account, or sends a licence or key from any other address, is not from us. |
| The cookie | Starting a sign-up, asking for a password reset, or signing in sets one
cookie, __Host-ccit_portal: a random session identifier and nothing else, set by this
site, sent only to this site, marked so a script cannot read it. It is what keeps you signed in
between pages, which is the one use of a cookie the rules exempt from consent (PECR reg 6(4):
strictly necessary for a service you asked for). It goes when you sign out or close the browser,
and after 12 hours at most. Nobody who only reads the site gets it. |
The site sets no cookies until you sign in to the client portal (or start creating an account, or ask for a password reset), which sets one (described above), and runs no analytics, no tag manager, and no advertising or tracking scripts. There is nothing to consent to, which is why there is no cookie banner: the one cookie is the sign-in itself, which the rules exempt, and a site that sets nothing else does not need a banner. Showing one anyway trains people to click through the ones that matter.
One thing is stored on your device, and it is worth naming rather than hiding behind the word “cookies”: if you switch this site between light and dark, that choice is kept in your browser’s local storage so the next page does not flip back. It never leaves your browser, it is not an identifier, and nothing reads it but the page you are looking at. Clearing your site data removes it. The rules here (PECR reg 6) cover anything stored on your equipment, not only cookies — and a preference you set yourself by clicking a switch is the case they exempt, which is why there is still nothing to consent to.
Our hosting provider keeps ordinary server logs (your IP address, the page requested, the time) for security and troubleshooting. We do not use them to build a profile of you.
Each time you send the enquiry form, ask for or book a walkthrough time, or activate a Team key, our web server also notes the time in a small file named with a shortened hash of your IP address, so that it can limit repeated sends. The hash is not the address itself, but it could be matched back to it. A file that has not been written to for 7 days is deleted.
This website makes no third-party requests at all. Its typefaces, and the scripts the front page uses, are served from this domain, and this page runs no script at all, so nothing about your visit reaches another company — not an analytics provider, not a font host, not a CDN. That is worth stating plainly because it is unusual, and because a security product whose pitch is that your data stays on your machines should not be loading executable code from somebody else's server to say so.
CallCamIT is installed on your own machines. In its default configuration:
So in the ordinary case we hold none of your data and process none of it. That is unusual for software sold this way, and it is deliberate. It stops being true in three situations, where we become your processor: you send us a diagnostic export, we work on your systems under a support engagement, or you activate a Team key. All three are set out in the data processing agreement, which forms part of our terms of use.
Using a hosted AI model is not one of them. If you configure one, ticket text goes from your machines to that provider directly and never through us. They become your processor, not our sub-processor, and the transfer assessment is yours to make. CallCamIT will not send anything to one until an administrator has explicitly acknowledged it.
You can ask for a copy of what we hold about you, ask us to correct or delete it, object to our using it, or ask us to restrict it. Email us and we will answer within one month. How to have your information deleted is set out in the next section.
If you are not happy with how we have handled your information you can complain to us first, and you can complain to the Information Commissioner's Office at any time without coming to us first — ico.org.uk or 0303 123 1113.
You do not need an account with us, and there is no form to fill in. Email support@callcamit.com with “delete my data” in the subject, and tell us how you were in touch, so we know where to look:
| The enquiry form or a walkthrough booking | The email address you entered. |
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| The address you wrote from. | |
| The number you messaged us from, with its country code. We store it only as a keyed hash, so we need the number itself to find your conversation. | |
| Discord | Your Discord user ID, which is how our server knows you. In Discord, turn on Developer Mode in the advanced settings, then right-click your name and choose Copy User ID. If you cannot, send your username and we will look for it. |
| A comment or message on our LinkedIn page | A link to your LinkedIn profile or to the comment. |
| A Team licence | The organisation’s name and the name of the laptop. |
Please ask by email rather than on WhatsApp or Discord: those are answered by an assistant, which cannot delete anything, and a request made there may not reach a person. Our email is read by an assistant too, but when “delete my data” is in the subject or the text it never replies on its own: a person reads the request and answers it. Writing from the address you used, or giving us the number you messaged from, is normally all we need to know the request is yours. If it does not match what we hold, we will ask you for a detail of the conversation itself, not for identity documents. We do it, and email you to say what was deleted, within one month of receiving your request. There is no charge.
Several rows mention the delivery log. The software on our server that passes messages between our support mailbox, WhatsApp, Discord, the booking form and the assistants keeps a record of each attempt to handle a message that fails, so that we can see what went wrong and try again, and that record includes the message. A message handled without a failure leaves no such record. That software deletes these records itself once they are 14 days old.
| Enquiry form | The enquiry record on our web server, the enquiry email in our support mailbox with our replies to it, and the entry for that email in the delivery log. If you do not ask, the record is deleted automatically 24 months from the day you sent it; the emails stay until we delete them. |
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| Walkthrough booking | However you booked it: the booking on our server, the notice of it emailed to us (and any copy of that notice our email assistant kept before it was set to skip them), the entries about it in the delivery log, any booking still half-way through a chat, and the calendar entry, which holds only the time and a reference number. If you do not ask, the server deletes the booking 730 days after the time you booked, or 30 days after you asked for it if you never confirmed the time. |
| Email to support@callcamit.com | The emails in our mailbox and their entries in the delivery log, and what our email assistant keeps on our server: your address, the subject and text of each email, the replies it drafted or sent, and the copies of those replies emailed to us for review. If you do not ask, the assistant’s copy of each email and reply is deleted 365 days after it was written. Its record of each drafted or sent reply, which quotes the start of your email, the record of your address, and the mailbox are kept until we delete them. A security log on the same server records each reply sent automatically with a shortened hash of the sender’s address. The log is kept for 730 days, and we remove that hash from your entries. |
| Your messages, the assistant’s replies and any summary of the conversation, and the entries for your number in the delivery log. If you do not ask, messages are deleted 365 days after they were sent, and the keyed hash of your number stays (see below). | |
| Discord | What you wrote to our assistant, its replies, any summary of the conversation and their entries in the delivery log, which are held on our server under your Discord user ID. If you do not ask, the messages are deleted 365 days after they were sent, and the record of your user ID stays until you ask. Discord keeps its own copy of what was posted there, and you can delete your own messages in Discord. |
| The assistant on this website | Nothing to delete. It runs in your browser and does not send what you type to us or to anybody else. The one exception is holding a walkthrough time from it: the name, email address and time you give then become a walkthrough booking, above. |
| A comment or message on our LinkedIn page | While the job that collects comments is on (it is off at the moment), our server keeps each comment on our posts, the identifier LinkedIn gives the commenter’s profile, and our reply, so that the page does not answer the same comment twice, and a comment held for a person is emailed to us. Nothing deletes these automatically, so we delete yours, and the email about it, when you ask. Reactions are not recorded. A message sent to our page stays on LinkedIn; if we paste it into the page on our server that suggests a reply, that copy, with any name we typed, is in the delivery log only if suggesting the reply fails. The comment itself is on LinkedIn, where you can delete it. |
| A Team licence | The laptop’s entry on the key — its identifier, its name and when it was activated — which also frees its seat. Our ledger of the licences we have issued records the same identifier and name for each activation, and removing the entry does not clear it, so we remove them from the ledger by hand as well. Nothing deletes either of them automatically. |
| A subscription you bought | Our record of a subscription holds the contact email address, the name and phone number of the person who bought it, and the organisation’s address. We delete the buyer’s name and phone number when asked; if the subscription is still running, we ask the organisation who we should contact instead. An order placed in the client portal is recorded in two more places: our record of the order, which also holds the name and phone number of the person who placed it and a shortened hash of the network address it came from, and the emails about it in our mailbox. When asked, we remove that name, phone number and hash from our record of the order by hand, and delete the emails; our record of an order we did not accept also goes by itself after the period stated above. Invoices and payment records name the billing contact and the organisation’s address. We keep those for 6 years from the end of the company’s financial year they belong to, which is how long HMRC requires a limited company to keep its records for Corporation Tax, even when asked to delete them, which UK GDPR allows where a law requires the record to be kept (Article 17(3)(b)). We will tell you which records those are. |
To limit how often one address can write, our server also notes the email address behind each booking and each email. A scheduled job deletes those notes once they are 2 days old, and it runs once a day, so a note is kept for up to 3 days.
Replying STOP on WhatsApp stops the assistant sending you anything more. It does not delete what you have already sent. To have both, send STOP, then email us with the number. We delete the conversation and keep only the keyed hash of your number marked as opted out, so the assistant stays silent if a message arrives from that number again. Ask, and we delete that as well.
The server that holds bookings, the assistants’ conversations and the delivery log is backed up every day, and a backup is deleted once it is more than 14 days old, so a copy of something deleted there normally stays in the backups for up to 15 days. Old backups are only cleared by a daily backup that succeeds, so if the backups fail or stop, older copies stay until one works again. Any backups our web host or mailbox provider keep of their own servers follow that provider’s schedule, not ours.
What our assistants sent to Groq to write or suggest a reply (see Transfers) is not kept by Groq by default, but Groq says it may keep logs of it for up to 30 days to investigate faults or abuse, and we cannot delete those for you. Meta keeps its own records of WhatsApp messages, as Discord and LinkedIn do of what is posted on them, and our hosting provider keeps the server logs described above; those are theirs to delete, and you can ask them directly.
Whichever plan your organisation is on, the tickets, chats and records CallCamIT keeps are on its own computers, or in its own Microsoft 365 tenant if it has set CallCamIT up to use one, and we do not have a copy. Your organisation’s IT team controls them and answers requests to delete them, so ask them. The exceptions are a Team licence activation, above, and a diagnostic export your organisation chooses to send us. We delete the export 90 days after the case closes. An export is not redacted, so check what is in it before you send it. It arrives by email, so the covering email is handled like any other email to support@callcamit.com, above, including by Groq, unless its subject starts with [PRIVATE] (see If you email us, and the data processing agreement, section 3.1).
Everything we keep on servers is with IONOS, a German hosting company. This website, the enquiry, subscription and licence records on it, and our support mailboxes are on IONOS networks registered in Germany. The server that holds bookings, the assistants’ conversations and the delivery log is on an IONOS network registered in the UK. Where a network is registered is not proof of where the machine sits, and we have not yet confirmed the locations with IONOS. If the website or the mailboxes are in Germany or elsewhere in the European Economic Area, that is a transfer to countries UK law already treats as protecting personal data adequately, so no further safeguard is needed for it. We will name the locations here once we have confirmed them.
Our email, WhatsApp and Discord assistants use Groq, an AI provider, to write their replies. The WhatsApp and Discord assistants send it the message being answered and the recent conversation, and, to summarise a long conversation, its earlier messages. The email assistant sends it the sender’s address, the subject and up to the first 3,000 characters of the email. Notices of walkthrough bookings and other emails from our own mailboxes are skipped and not sent, and so is an email whose subject starts with [PRIVATE] (see If you email us). A WhatsApp message or an email that only asks for a walkthrough, picks a time or gives the name and address for one is handled by our server’s booking system and not sent either; a later message in the same conversation that is about anything else is answered as usual, and the conversation it is sent with shows only that details were given. On LinkedIn, the job that collects comments on our posts sends each new comment it collects to Groq, with the post, to suggest a reply, whether or not replies are then posted automatically; that job is switched off at the moment. A message sent to our page is sent only if we paste it into the page that suggests a reply, with the sender’s name if we typed it, and not even then if it only asks for a walkthrough.
Groq processes this for us in the United States and possibly other countries, so it is a restricted transfer. Groq’s data processing addendum, which forms part of its services agreement, applies the EU standard contractual clauses with the UK’s International Data Transfer Addendum to transfers from a UK customer. We use Groq’s free tier. Groq’s agreement is accepted by using the service, but its terms do not say in so many words that the addendum covers the free tier, so we say that plainly rather than assume it.
Groq says it does not keep what is sent to it by default, may keep logs of it for up to 30 days to investigate faults or abuse, and is not allowed to use it to train its models. Groq offers a setting that stops those logs; we have not yet confirmed that it is switched on for our account. Groq’s list of the companies it uses is on its subprocessor page.
If you would rather an email did not go to Groq, start its subject with [PRIVATE] and send it to support@callcamit.com. Our email assistant then leaves it alone for a person to answer, and it is not sent to Groq or to any other AI model. The exact rule is under If you email us. The WhatsApp and Discord assistants have no such choice. They could be moved to a model that runs on our own server, but only for everyone at once, so if you do not want your words to go to Groq, email us with [PRIVATE] at the start of the subject rather than using them.
If this page changes materially we will say so here with a new date. It is not a document we intend to change often.
CallCamIT — the software, its runbooks, its documentation, this website and the designs and wording of all of them — belongs to CALLCAMIT LTD and is protected by copyright and by database right. Buying a subscription buys the right to use it inside your organisation for as long as the subscription runs. It does not transfer ownership of any part of it.
In particular, and without cutting down the general position above: please do not copy, republish or redistribute the software or these documents outside your organisation; do not resell, sub-licence or offer it as a service to anyone else; and do not decompile or reverse-engineer it except so far as the law expressly says you may regardless of what a contract states — which in the UK it does, for interoperability, under the Copyright, Designs and Patents Act 1988.
Your data is the other way round entirely, and worth stating in the same breath: your tickets, your registers and everything CallCamIT records about your estate are yours. We claim nothing in them, we do not receive them, and the data processing agreement is what says so contractually.