Privacy notice
AIR Practice is provided by AIR Interactive Limited ("we", "us"), a company registered in England and Wales, company number 17469165. For anything on this page, email [email protected].
01Two roles
When AIR Practice answers a dental practice's phone, the practice is the data controller and we are its processor. The practice decides why and how its call data is used, and we act only on its written instructions under a data processing agreement. For those calls, see the practice's own privacy notice. If you contact us about one instead, we pass your request to the practice straight away.
The rest of this notice covers what we do as controller: this website, our demo line, sales to practices, our customers' user accounts and our own administration.
02What we collect, and why
| Who | Data | Why | Lawful basis | Kept |
|---|---|---|---|---|
| Website visitors and enquiries | What you send us, such as your name, practice, email, phone and website | Answering you | Legitimate interests | 13 months |
| Status update subscribers | Your email address | Emailing you when an AIR Practice service has a problem, and again when it is working | Consent: you confirm from your inbox, and you can unsubscribe in one click from any email | Until you unsubscribe, when it is deleted at once; an address that is never confirmed is deleted after 48 hours |
| Callers to our demo line | Your phone number, the call recording and transcript, and anything you say or leave as a message | Letting you hear the service, and checking how it handles calls | Legitimate interests | Recordings 30 days; transcripts 90 days; your phone number is removed after 12 months; messages 13 months |
| Practice contacts (prospects) | Business contact details, from you or from public sources such as your practice's website | Sales and marketing to practices, with an opt-out in every message | Legitimate interests | 24 months from last contact |
| Customer team members | Name, work email, role and portal activity | Providing the portal, security and support | Contract; legitimate interests | Life of the contract plus 12 months |
| Billing contacts | Invoicing and payment records | Billing and accounting | Contract; legal obligation | 6 years |
The demo line (07863 789184) is answered by our AI receptionist at a demonstration practice. Please don't share real health details on a demo call.
Call recordings, transcripts and callers' phone numbers are removed automatically on this schedule.
We do not sell personal data, and we do not use it to train AI models.
03Who we share it with
Service providers under contract: hosting and security, database, telephony, voice AI and the AI language models it uses (Anthropic, Google and OpenAI), email, payment collection and accounting. We also share with professional advisers, and with authorities where the law requires it. The full list of providers, with their locations and safeguards, is available on request.
Where a provider is outside the UK, we rely on UK adequacy regulations, the UK Extension to the EU-US Data Privacy Framework, or contracts that include the standard contractual clauses with the UK Addendum.
04Your rights
You can ask for access, correction, erasure, restriction, objection (including to direct marketing, which we always honour) and, where it applies, portability. Email [email protected]. We confirm receipt within 3 working days and answer within one month, as UK GDPR requires. If we need to check your identity or clarify your request, the clock pauses, and we tell you if it does.
05Complaints
If you are unhappy with how we handle your data, please complain to us first at [email protected]. We acknowledge within 30 days and respond without undue delay, keeping you updated as we go. This is your route under the Data Protection Act 2018 (section 164A). If you are still unhappy, you can complain to the Information Commissioner's Office at ico.org.uk.
06Cookies and security
This website uses no cookies, analytics or advertising trackers. If our security provider ever needs to check that a visitor is human, it may set a strictly necessary cookie for that check alone.
To report a security problem, email [email protected].
07Changes
We update this notice as the service changes. The date at the top always shows the current version, and we tell customers about material changes.