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Oyik.AI Privacy Policy

Privacy Policy

Oyik.AI (OYIK LTD)  |  Last Updated: 3 August 2026

1. Who We Are

OYIK LTD, trading as “Oyik.AI” (“we”, “us”, “our”), is a UK-registered AI automation agency providing AI Voice & Chat Agents, Autonomous AI Agents, Workflow Automation, System Integration, CRM & Lead Automation, and AI Marketing Automation to businesses across the UK, including healthcare providers and real estate agencies.

Registered/trading addresses: – Suite 4, 5 Museum Square, Leicester, LE1 6UF – 124 City Road, London, EC1V 2NX

Contact:

Email: Hello@oyik.ai 

Phone: +44 7352 328646

We take two roles under UK GDPR, depending on context:

  • Data Controller — for data collected through the ai website, our own marketing, and our direct business contacts (prospects, clients, suppliers).
  • Data Processor — when we build and operate an AI voice agent or chatbot on behalf of a client. In that case, the client is the controller of their patients’/customers’ data, and we process it strictly on their instructions under a signed Data Processing Agreement (DPA).

If you spoke to a voice agent or chatbot on a client’s website or phone line (rather than on oyik.ai directly), that client’s own privacy policy governs how your data is used as controller — this policy explains our role as their processor and sub-processor arrangements.

2. Scope of This Policy

This policy applies to personal data processed through:

  • The oyik.ai website, including our healthcare automation and real estate automation pages, contact forms, and blog
  • Our AI Voice & Chat Agent services, deployed for healthcare clients and real estate clients 
  • Our Autonomous AI Agents, Workflow Automation, and CRM & Lead Automation services, where these process personal data on a client’s behalf
  • Direct communications with us (email, phone, contact form, consultations)

3. Personal Data We Collect

3.1 Website visitors and prospective clients

  • Name, business name, email, phone number submitted via contact/consultation forms
  • Technical data: IP address, browser/device type, pages visited, cookies and analytics identifiers

3.2 Healthcare voice agent and chatbot deployments (e.g. dental practices)

Where we build and run a voice agent or chatbot for a healthcare client, the following may be processed on that client’s behalf: – Caller/patient phone number and, where provided, name and contact details – Call audio and/or recordings, and speech-to-text transcripts – Appointment-related information (requested treatment, preferred times, existing patient status) – Health-related information a patient volunteers during the call or chat (e.g. reason for appointment, symptoms mentioned) — this is special category data under Article 9 UK GDPR and is handled with additional safeguards (see Section 6) – Chat messages typed into a website chatbot widget

3.3 Real estate voice agent and chatbot deployments (e.g. estate agencies)

Where we build and run a voice agent, chatbot, or lead-automation workflow for a real estate client, the following may be processed on that client’s behalf: – Caller/enquirer name, phone number, and email – Property preferences (budget, location, bedrooms, buy/rent/let status) – Call recordings and transcripts of viewings/enquiry calls – Lead source and CRM record data (e.g. Salesforce, Zoho, HubSpot, or client-specific systems) – Chatbot conversation content, including enquiry details and viewing requests

3.4 Business contacts and clients

  • Contact and billing details of client businesses and their staff
  • Contract, invoicing, and account information (processed via Xero/Stripe where applicable)

4. How We Use Personal Data

Depending on whether we act as controller (our own marketing) or processor (client deployments), personal data is used to:

  • Respond to enquiries and provide the automation service requested
  • Operate AI voice agents and chatbots: transcribing speech, interpreting intent, and generating responses
  • Route calls, chats, and leads into the client’s CRM or booking system
  • Qualify and follow up leads automatically or manage appointment requests.
  • Monitor and improve service quality, including reviewing recordings/transcripts for training and quality assurance, as authorised by the client
  • Meet legal, regulatory, tax, and contractual obligations
  • Send service updates and, where consented, marketing communications about our automation services

5. Lawful Basis for Processing

  • Contract — to deliver the automation service requested by you or the business you contacted
  • Legitimate interests — to operate, secure, and improve our AI systems, and for reasonable business-to-business marketing (with an opt-out always available)
  • Consent — for call recording where required by law, non-essential cookies, and marketing communications to individuals
  • Legal obligation — for accounting, tax, and regulatory records
  • Explicit consent / health or social care purposes (Article 9) — for any special category (health-related) data captured through healthcare voice agent or chatbot deployments; see Section 6

6. Special Category Data in Healthcare Deployments

Where our voice agents or chatbots are deployed for a dental practice or other healthcare client, callers/patients may disclose health-related information during a call or chat. Because this is special category data under Article 9 UK GDPR:

  • We process it strictly as a processor, on the documented instructions of the healthcare client, who is responsible for identifying and recording the applicable Article 9 condition (typically explicit consent, or the provision of health/social care by a registered health professional)
  • Access to this data within our systems is restricted to authorised personnel and integrations necessary to deliver the service
  • We do not use health-related data from voice/chat interactions for our own marketing, profiling, or any purpose beyond delivering the contracted service
  • Our client DPAs specify additional security measures for healthcare deployments, and we support clients in meeting their own duties under the UK GDPR and, where relevant, NHS data security standards.

7. Call Recording Notice

Where a client enables call recording on their AI voice agent line (healthcare or real estate), callers are notified — typically via an automated message at the start of the call — that the call may be recorded for service delivery, quality, and training purposes, in line with the UK GDPR and the Privacy and Electronic Communications Regulations (PECR). If you do not wish to be recorded, you should inform the operator or use an alternative contact method offered by the business, where available.

8. AI-Specific Processing

Our voice agents and chatbots use speech-to-text, text-to-speech, and large language model (LLM) technology to interpret input and generate responses. This means:

9. Data Retention

  • Call recordings and transcripts: retained for the period agreed in the client DPA (typically no longer than necessary for quality assurance and dispute resolution), then deleted or anonymised
  • Chatbot conversation logs: retained for the period agreed with the client for service improvement and support
  • Website enquiry and consultation data: retained for up to 24 months unless an ongoing client relationship is established
  • Business, contract, and billing records: retained for 6 years in line with UK tax and accounting requirements

Client-specific retention periods are confirmed in the applicable DPA and take precedence over the general periods above.

10. Data Sharing

We do not sell personal data. We may share data with:

  • The client business on whose behalf a voice agent, chatbot, or automation workflow operates (as controller)
  • The sub-processors listed in Section 9, under contractual data protection terms
  • Regulators, law enforcement, or courts where legally required
  • Professional advisors where necessary.

11.Your Rights (UK GDPR)

You have the right, subject to certain exemptions, to:

  • Access the personal data we (or a client, as controller) hold about you
  • Have inaccurate data corrected
  • Request erasure (“right to be forgotten”)
  • Restrict or object to processing
  • Data portability
  • Withdraw consent at any time, where processing relies on consent
  • Complain to the Information Commissioner’s Office (ICO) at org.uk

If your data was collected through a healthcare or real estate client’s voice agent or chatbot, please contact that business directly first, as they are the controller. We support our clients in responding to your request within the statutory timeframe as their processor.

To exercise rights regarding our own website or direct marketing data, contact us at Hello@oyik.ai.

12. Security

We apply appropriate technical and organisational measures to protect personal data, including encryption in transit, access controls, restricted access to special category data, and regular review of our systems, including periodic security testing of client-facing platforms and dashboards.

13. Cookies

The oyik.ai website uses cookies for essential functionality and, where consented, analytics and marketing purposes. You can manage cookie preferences through your browser settings or any cookie banner presented on the site.

14. Children's Data

Our services are not directed at children. We do not knowingly collect personal data from children through our voice agents, chatbots, or website, other than incidental data a healthcare client’s patient records may separately hold as controller.

15.Changes to This Policy

We may update this policy periodically to reflect changes in our services, legal requirements, or sub-processors. The “last updated” date above reflects the most recent revision.

16. Contact Us

OYIK LTD (Oyik.AI) Suite 4, 5 Museum Square, Leicester, LE1 6UF 124 City Road, London, EC1V 2NX

Email: Hello@oyik.ai

Phone: +44 7352 328646