This section explains the main points of how we handle personal data in plain English. It is part of this privacy notice and should be read together with the full notice below. If there is any inconsistency between this summary and the full notice, the full notice governs.
What we hold
For you: your name, contact details, business details, prices and settings. That is what makes the assistant yours.
For your customers: the details they give when they ring or message, call transcripts and related call information, quotes, invoices and payment records. We hold these on your behalf, so you can run your business.
Where your plan includes call answering, the calls we answer are recorded and transcribed so that we can operate the service and keep an accurate record of what was said. Adminmate stores call transcripts, related call information and a copy of the call recording, and deletes its copy of the recording together with the transcript at account life plus 30 days after cancellation. The voice service provider may separately retain its own recording and related voice service data for its configured retention period. On a Lite or Minimum plan we answer no calls and no call is recorded.
What we deliberately do not collect
When a customer opens a quote or invoice link, we record one timestamp, the first time only. No open counter, no IP address, no device details, and the customer is never shown that it happened.
If a customer downloads the PDF, we record that single fact the same way. We cannot see whether a downloaded PDF is ever opened, and we will not use tricks that phone home from inside a document to find out.
Where it lives and who touches it
Your data is processed in the UK and in other countries by us and by the service providers we use to operate Adminmate. Our primary application and database infrastructure is located in London. Some service providers process data outside the UK, including in the United States. Where UK data protection law requires safeguards for international transfers, we use the applicable transfer mechanism and safeguards described in our Subprocessors and International Transfers information. Adminmate uses specialist providers including Anthropic for certain classification, drafting and text assistant functions on plans and features that use them, and Retell to answer calls where a plan includes call answering. Minimum plans do not send your messages or your customers' messages to an AI provider. Retell uses OpenAI models in the voice processing chain, and ElevenLabs for the assistant's voice. Deepgram is not currently used by Adminmate at launch. If voice note functionality is introduced, Adminmate will update its supplier and privacy information before the functionality is enabled where required. We also use Twilio for texts, WhatsApp and the numbers we answer calls on, Resend for email, Vercel and Neon to host the service and its database, Clerk for signing in, and TrueLayer for read-only open banking where you connect a bank. If you connect your own Xero or Intuit QuickBooks account, that is your own service under its own terms, not one of our suppliers, and we send it entries only when you approve them. Card payments and refunds are processed by Stripe, which holds your card details. You may enter your card details yourself through Stripe's payment page. If you choose the telephone setup route, you may provide your card details verbally and an authorised member of our team may enter them directly into Stripe's authorised payment interface during the call. We do not write down, copy, store or record full card details in Adminmate. We use these services under commercial arrangements and configurations designed so that customer data is not used to train their general-purpose models.
We never sell data and we never share it with advertisers. We only give access to personal data where it is necessary to provide, secure, support or administer the service, where a supplier processes it for us under our instructions, or where disclosure is required or permitted by law. Access by our own personnel is restricted and logged.
Prospective customers and marketing
If you fill in a callback or demo form, we use what you give us to respond to your request and manage your enquiry. Submitting a form is not consent to marketing.
We may obtain business contact details from a commercial list provider to introduce Adminmate to UK businesses by telephone, on the basis of our legitimate interests. We screen every list against the Telephone Preference Service, the Corporate Telephone Preference Service and our own do-not-contact list before calling, and we record any objection at once. After a call, a factual confirmation of a demo or callback you agreed to is an administrative message, not marketing; we send marketing by text only where you have specifically agreed, and we record when and how.
If we have contacted you and you do not become a customer, we keep your details for 12 months from our last contact; details from a list we never reached you on are kept for 6 months from import. After that they are deleted, and only a minimal suppression record may be kept to honour a request not to be contacted. You can object to marketing or ask us to erase your details at any time.
Your rights
You can export everything in one tap from settings, whenever you like.
You can ask us to correct or delete what we hold, and we act on that. When you cancel, your data stays available for you to download for 90 days. After that we keep it only as long as we still need it, and some records - billing and tax among them - the law requires us to keep for several years.
Under UK GDPR you have the right to access, correct, delete and object. Write to us and a person will answer.
Version 2026-10-20. In force from 20 October 2026.
1. Who we are
Adminmate is a trading name of Mitigate It Limited, company number 16874891, registered at 41 Plassey Street, Penarth, CF64 1EL, United Kingdom. ICO registration reference ZC049130.
2. What we hold
For you and your business, we may hold your name and contact details, business details, plan and billing information, settings, business facts, prices, diary availability, activity and audit records, usage information, integration information and records of your acceptance of contractual terms.
For your staff, we may process names, contact details, roles, permissions and activity within the service.
For your customers, we may process names and contact details, addresses and job details, enquiries and messages, quotes and acceptance records, invoices and payment records, bookings, notes, photos, call transcripts and related call information, document opening events and information needed to suggest matches between incoming business bank transactions and invoices where that integration is enabled.
3. Calls and transcription
Where your plan includes call answering, the calls we answer for your business are recorded and transcribed. The assistant gives the caller a spoken notice at the beginning before asking for substantive information. Calls made by you or your staff to your assistant may also be recorded and transcribed.
Lite and Minimum plans have no call answering and no Adminmate call recording or transcription.
Adminmate stores call transcripts, related call information and a copy of the call recording. Adminmate deletes its copy of the recording together with the transcript at account life plus 30 days after cancellation. The voice provider may separately retain its own recording and related voice service data for its configured retention period.
Adminmate retains the call transcript and its own copy of the call recording, together with related call information, for account life plus 30 days after cancellation. The call record itself, including the calling number, time and summary, is deleted with the other customer records at 90 days after cancellation.
4. How we use data
We use account and business data to provide and administer Adminmate, configure and operate the service, process subscriptions and refunds, support customers, maintain security, investigate errors and incidents, maintain records and comply with law.
Where we act as your processor, we process your customer data to provide the service in accordance with your documented instructions, the DPA and applicable law.
To test and improve the reliability, accuracy, safety and functionality of Adminmate, we may select appropriately redacted and minimised examples from messages and call transcripts processed through the service, where that processing is part of the features and plan being used. On a Minimum plan, AI does not process the subscriber's messages or their customers' messages, and no message content is drafted or decisions made by AI. The fixed-rule handling of Minimum-plan messages is not sent to an AI provider for AI processing. Before an example is placed into our controlled testing environment, we remove or transform direct identifiers and take reasonable steps to prevent the example from identifying an individual. We also generalise relevant indirect identifiers, manually review each example before use and do not retain a key linking the example back to the original record. These examples are used for testing, validation and quality assurance of the Adminmate service. We do not use these examples to train general purpose AI models or for advertising.
We may process limited account and service information as controller where necessary for security, service administration, fraud prevention, legal compliance and disputes.
We do not use customer content to build advertising profiles.
5. AI and specialist providers
Adminmate uses specialist providers including Anthropic for certain classification, drafting and text assistant functions on plans and features that use those functions, and Retell to answer calls where a plan includes call answering. Minimum plans do not send the subscriber's messages or their customers' messages to an AI provider for AI processing. Retell uses OpenAI models and ElevenLabs voice generation in the voice processing chain. Deepgram is not currently used by Adminmate at launch. If voice note functionality is introduced, Adminmate will update its supplier and privacy information before the functionality is enabled where required.
These are commercial service arrangements, not consumer chat products. We configure them for the Adminmate service and do not authorise use of your service data to train general purpose models where our applicable commercial arrangements prohibit it.
The current Subprocessors and International Transfers register identifies relevant providers and arrangements.
6. Payments
Stripe processes Adminmate subscription payments and refunds and holds card details.
You may enter card details yourself through Stripe. If you choose the telephone setup route, you may provide card details verbally and an authorised team member may enter them directly into Stripe's authorised payment interface during the call.
We do not write down, copy, store or record full card details in Adminmate.
Adminmate has no application field for a full card number. The telephone entry process is subject to payment security procedures and Stripe requirements.
This Stripe account is not currently used to collect tradespeople's customer invoice or deposit payments.
7. Where data lives
Your data is processed in the UK and in other countries by us and by the service providers we use to operate Adminmate. Our primary application and database infrastructure is located in London. Some service providers process data outside the UK, including in the United States. Where UK data protection law requires safeguards for international transfers, we use the applicable transfer mechanism and safeguards described in our Subprocessors and International Transfers information.
8. Security and access
We use technical and organisational measures intended to protect personal data. Access by our personnel is restricted and logged where the relevant system provides an access record.
We never sell data and never share it with advertisers. Access is provided only where necessary to provide, secure, support or administer the service, where a supplier processes it for us under our instructions, or where disclosure is required or permitted by law.
9. Document activity
When a customer opens a quote or invoice link, we record one timestamp for the first opening only. We do not maintain an open counter.
We do not intentionally collect the customer's IP address or device details through that document-opening feature. If a customer downloads the PDF, we record that single download event. We cannot see whether the PDF is subsequently opened and we do not put tracking code inside documents to find out.
Infrastructure providers may separately maintain ordinary technical or security logs under their own processing and retention controls.
10. Messages
Adminmate may send transactional and job related messages to your customers through enabled channels including WhatsApp, SMS and email. These relate to enquiries, bookings, quotes, invoices, payment reminders, receipts and related service matters.
Adminmate is not intended to send customer marketing campaigns or cold marketing messages.
11. Open banking
Where you connect a business bank account, Adminmate uses the applicable open banking provider to obtain read only account and transaction information under your consent. Adminmate does not receive or store your online banking password.
Where enabled, transaction information is used to suggest possible invoice matches. A match is not confirmed unless you confirm it.
10A. Prospective customers and marketing
We may process information about prospective customers who contact us through a website callback or demo form. This may include name, mobile number, business details and the information included in the message. We use this information to respond to the request and manage the enquiry. The usual lawful basis is legitimate interests or, where applicable, steps taken at the individual's request before entering into a contract.
Submitting a form is not itself consent to marketing. Where the form is used for a callback or demonstration request, we use the information to respond to that request and manage the enquiry.
We may also obtain business contact details from purchased or other third party business lists for targeted outbound contact. This may include information obtained from a commercial list provider or another business source. Before use, we carry out and retain a record of appropriate due diligence on the source, provenance and intended use of the list, and screen relevant numbers against the Telephone Preference Service, Corporate Telephone Preference Service and our own suppression records as applicable. The relevant list record includes the source, date obtained and applicable screening or suppression checks.
Where a prospect asks us to stop marketing contact, we suppress the relevant contact details from further marketing. We may retain a minimal suppression record where necessary to ensure the objection is respected. Prospects may have rights to object to direct marketing and, depending on the circumstances, rights of access, erasure, restriction and complaint to the Information Commissioner's Office.
For prospect data, our standard retention controls are 12 months after the last contact for prospects who have been contacted, lost or parked, and six months after import for imported prospects who have never been reached. After those periods we delete identifiable prospect data, subject to lawful retention and suppression requirements.
A purely administrative text confirming a requested callback or demo is not treated by us as marketing consent. Marketing text messages require the applicable lawful basis and specific channel requirements. Telephone marketing permission does not automatically constitute consent to text marketing.
Where we did not obtain prospect data directly from the individual, our privacy information explains the source or categories of source and the applicable Article 14 information as required by law.
10B. Passed-on enquiries
If a tradesperson gives Adminmate a prospective customer's contact details and instructs Adminmate to follow up a specific enquiry, the contact is used only for that enquiry. We record the source of the instruction and the purpose. A passed-on enquiry does not create general marketing consent.
13. Retention
Current key periods are:
open banking tokens: removed at cancellation;
Adminmate call transcripts, related call information and a copy of the call recording: account life plus 30 days after cancellation;
voice provider recordings and related voice data: configured 30 day provider retention;
customer, job, document, message, photo and diary records: 90 days after cancellation;
activity and audit records: account life plus 12 months, subject to controlled sweeps and legal holds;
business, subscription, usage and terms acceptance records: for as long as required for legal, accounting, tax or evidential purposes, normally six years;
legal holds: until release;
backups: the documented restore window of the relevant infrastructure provider, with deleted data put beyond use as appropriate.
14. Cancellation and download
The 90 day download period after cancellation is an Adminmate service commitment, not a statutory retention period. After it, the applicable retention schedule operates.
15. Deletion
You can export your service data where the relevant export function is available. You can ask us to correct or delete personal data.
Where we are your processor, we handle deletion instructions under the DPA and your documented instructions. Some information may need to be retained for legal, accounting, tax, fraud prevention, dispute or evidential purposes. We limit retained information to what is necessary.
16. Your rights
Where we are controller, you may have rights of access, rectification, erasure, restriction, objection, portability and rights relating to certain automated decision making.
Where another business is controller, including for customer data you place into Adminmate, rights requests should normally be directed to that controller. We will assist as required by the DPA and applicable law.
17. International transfers
Where providers process personal data outside the UK, we use applicable safeguards such as adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to EU standard contractual clauses or another lawful mechanism.
18. Subprocessors
Our current Subprocessors and International Transfers register identifies the relevant live providers, their functions, data categories, locations and transfer arrangements. Where Adminmate acts as processor, subprocessor use is governed by the DPA and applicable UK GDPR requirements.
19. Legal holds
We may preserve information beyond ordinary retention where reasonably necessary because of litigation, investigation, regulatory requirements, complaints, disputes, security investigations or other formal preservation needs. A legal hold suspends the relevant deletion sweep until release.
20. Data incidents
We maintain procedures for identifying, containing and investigating personal data incidents. Where Adminmate acts as processor, we notify the relevant controller without undue delay where required by the DPA and applicable law.
21. Complaints
Please contact us first with privacy complaints. You may also complain to the Information Commissioner's Office if you believe your personal data has been handled unlawfully.
22. Changes
We may update this notice when processing changes or where necessary to reflect legal or regulatory developments. The version and effective date appear at the top. Material changes may be brought to your attention through the service.
23. Contact
For privacy questions or rights requests, contact Mitigate It Limited using the contact details published on the Adminmate website.