Privacy Policy

FutureFlow AI is a UK-based business building AI voice and text agent systems for service businesses.

• Email: matt@futureflowai.co.uk
• Data controller: FutureFlow AI

If you have any questions about your data or this policy, email us at the address above.

We collect personal data in the following ways:

When you submit a form (including Meta Instant Forms, our website, or our funnels)

• Your name, email address, phone number
• Business details you choose to share (company name, industry, lead database size, ad activity)
• Anything else you provide voluntarily

When you book a call

• Calendar booking details, time zone, the email and phone you provide
• Notes you add to the booking

When we communicate with you

• The content of emails, SMS, and call recordings (including calls handled by our AI voice agents)
• Engagement data (whether you opened an email, clicked a link, replied)

When you visit our website

• Standard analytics data (pages viewed, time on page, device type, approximate location)
• Cookies (see Cookies section below)

We use your personal data to:

• Respond to your enquiry and book calls
• Send you information about our services that you've requested
• Deliver the services you've signed up for
• Send relevant marketing communications (where we have your consent or a legitimate interest)
• Improve our products, marketing, and customer experience
• Comply with our legal obligations

Lawful basis under UK GDPR: we rely on (a) your consent, (b) the performance of a contract with you, (c) our legitimate interests in running our business, or (d) compliance with legal obligations — depending on the context.

When you submit a lead form or otherwise enquire with us, you may receive:

• Automated SMS and email confirming your enquiry and sharing relevant information
• Calls from an AI voice agent to qualify your enquiry, answer questions, or book a meeting
• Calls from a member of our team as a follow-up

Calls handled by AI voice agents may be recorded and transcribed for quality, training, and to deliver the service. By submitting your details, you consent to being contacted by automated and human means at the number and email you provided. You can opt out at any time by replying STOP to any SMS, unsubscribing from any email, or asking us directly.

We use trusted third-party providers to help run our business. They only process your data on our instructions and under appropriate data protection agreements:

• Meta (Facebook/Instagram) — for Lead Form ads and conversion tracking
• GoHighLevel (GHL) — our CRM and customer communications platform
• Retell AI — our AI voice agent platform
• Twilio — telephony and SMS infrastructure
• n8n — automation infrastructure
• Google — calendar bookings, analytics, and email
• Stripe — payment processing (for paying customers only)

We don't sell your data. We don't share it with anyone outside of providers we use to deliver our services. Some of these providers are based outside the UK/EU. Where that's the case, we ensure appropriate safeguards are in place (Standard Contractual Clauses or equivalent).

We keep your data for as long as we have a business relationship with you, plus a reasonable period after to meet legal and accounting obligations.

• Prospects and leads: up to 3 years after last contact, unless you ask us to delete sooner
• Customers: for the duration of our engagement, plus 7 years for accounting records
• Marketing list: until you unsubscribe

Under UK GDPR, you have the right to:

• Access the personal data we hold about you
• Rectify inaccurate data
• Erase your data (the "right to be forgotten")
• Restrict or object to our processing
• Data portability — get your data in a portable format
• Withdraw consent at any time, where consent is our basis for processing

To exercise any of these rights, email matt@futureflowai.co.uk and we'll respond within 30 days.

Our website uses cookies for analytics and to improve your experience. By using the site, you consent to our use of cookies. You can disable cookies in your browser settings, though some site features may not work properly without them.

If you're unhappy with how we've handled your data, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO):

• Website: ico.org.uk
• Helpline: 0303 123 1113

We'd prefer you contact us first so we can put it right.

We may update this policy from time to time. The "Last updated" date at the top will reflect any changes. Material changes will be communicated by email where appropriate.

Any questions, requests, or concerns:

Email: info@futureflowai.co.uk