Last updated: February 2026
BeVisible Online Solutions Ltd ("BeVisible," "we," "us," or "our") uses Conversational AI and Voice AI technologies to support customer inquiries, appointment scheduling, bookings, automation workflows, and business communications. This Policy explains how our AI systems operate, how data is handled, and our commitment to transparency, responsible AI practices, and legal compliance. This Policy applies to all AI-enabled services provided by BeVisible, including client deployments, white-label solutions, and client subaccounts.
Our AI systems are designed to improve efficiency, streamline communication, and enhance customer experience. We are committed to: Transparency in AI-driven interactions, Respect for user privacy, Compliance with applicable data protection laws (including GDPR and CCPA/CPRA where applicable), Responsible, non-manipulative AI practices, and Data minimisation and security. Our AI tools are configured to provide helpful and accurate responses based on the information made available through approved knowledge sources and configured workflows.
BeVisible acts as a Data Controller when managing its own clients, prospects, website users, and community members. When deploying AI systems on behalf of client businesses, BeVisible acts as a Data Processor. In such cases, the client remains the Data Controller and is responsible for ensuring lawful collection of data and providing required disclosures to their customers. We process personal data only in accordance with documented client instructions and applicable law.
When individuals interact with our AI chat or voice systems, certain personal data may be processed in order to deliver the requested service. This may include contact information (such as name, email, and phone number), booking details, timestamps, call recordings, transcripts, chat logs, and other interaction data necessary for scheduling or support. Where retrieval systems (such as knowledge-base integrations) are used, the AI may access approved website or knowledge content to generate responses. We do not collect government identification numbers or payment card information through AI systems. Payment data is handled directly by secure payment providers.
Where legally required, users should be informed that they are interacting with an AI system and, where applicable, that calls may be recorded or transcribed. Clients deploying AI systems are responsible for ensuring compliance with telecommunications laws, call recording regulations, consent requirements, and consumer disclosure obligations in their jurisdiction. Our systems are designed to be identifiable as AI-driven when appropriate and to avoid deceptive or misleading practices.
We do not sell personal data. We do not use client or end-user data to train external AI models. AI service providers may temporarily process data solely to deliver the requested functionality, such as speech recognition or language processing, but this data is not used by us for unrelated purposes.
We implement appropriate technical and organisational measures to protect personal data processed through AI systems. These may include encrypted data transmission, secure hosting environments, role-based access controls, vendor due diligence, and contractual safeguards with sub-processors. While we take reasonable measures to protect data, no system can guarantee absolute security.
Personal data processed through AI systems is retained only as long as necessary to deliver services, meet contractual obligations, or comply with legal requirements. AI transcripts and logs may be retained temporarily for troubleshooting, quality assurance, and system optimisation, after which they are deleted or anonymised where possible. Upon verified request or termination of services, data will be deleted or returned unless retention is legally required or technically restricted by platform providers.
AI systems operate based on configured workflows, knowledge bases, and machine learning processes. While designed for reliability and accuracy, outputs may not always be complete or error-free. Clients remain responsible for reviewing system performance and ensuring appropriate configuration for their business needs. BeVisible is not liable for errors, missed bookings, misunderstood requests, or operational disruptions resulting from AI interpretation limitations or third-party service failures.
Individuals may have rights under applicable data protection laws, including rights to access, correct, delete, restrict, or object to processing of their personal data, as well as rights to withdraw consent where applicable. Requests may be submitted to: bevisible@bevisibleonlinesolutions.com. Identity verification may be required before fulfilling such requests.
We may update this AI and Data Processing Policy from time to time to reflect changes in our practices, technologies, legal requirements, or for other operational reasons. Any material changes will be communicated through our website or by direct notice to clients where appropriate. Continued use of our AI services following any changes constitutes acceptance of the updated Policy.