Privacy notice
What we collect, why, where it lives, and what we will never do with it.
The short version
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 a phone line, calls are recorded and transcribed so that we can operate the service and keep an accurate record of what was said. Adminmate does not store the audio recording itself. The voice service provider retains voice recordings and related voice service data for its stated retention period. On a Lite plan there is no phone line 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 stored in a database in London. Adminmate uses Anthropic's Claude models for writing and reading tasks and, where your plan includes a phone line, Retell's voice platform for telephone calls, which uses OpenAI models for voice processing. 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.
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.