Last updated: May 2026
Callout provides phone answering, booking, and workflow software for UK tradespeople. Callout is currently a trading name used by a self-employed operator, not a registered company. The legal operator details are: [full legal name], trading as Callout, [business address], [ICO registration number if applicable].
For account data, billing data, product usage data, security records, and service administration data, Callout acts as controller. For customer booking details, call recordings, transcripts, and calendar data handled on behalf of a tradesperson, Callout will usually act as processor for that tradesperson.
We use data to create accounts, authenticate users, run the booking assistant, check availability, create bookings, route calls, send notifications, process subscriptions, prevent abuse, maintain security, support customers, troubleshoot integrations, improve assistant quality, keep accounting records, and meet legal obligations.
When Callout acts as controller, we rely on contract where data is needed to provide the service, legitimate interests for service security, support, product improvement, and fraud prevention, legal obligation for accounting and compliance records, and consent where required for optional marketing or optional recording features.
When Callout acts as processor for a tradesperson, the tradesperson is responsible for identifying and documenting the lawful basis for processing their customer data. For recorded or transcribed calls, tradespeople should provide clear advance notice and obtain explicit caller agreement where that is the chosen or required approach for their workflow.
Callout may process live calls, demo calls, recordings, transcripts, summaries, and booking notes so the assistant can answer customers and produce booking records. The assistant should identify itself at the start of a call, explain that the call may be recorded and transcribed for booking management, and offer a human callback or other alternative if the caller does not agree.
Practical wording for tradespeople to adapt: "Hi, you're through to [business name]. I'm an AI assistant helping with bookings. This call may be recorded and transcribed so [business name] can manage your enquiry. If you do not want that, tell me and I can arrange a human callback."
Tradespeople remain responsible for their own customer notices, call-forwarding messages, website copy, privacy policy, retention choices, and any sector-specific consent requirements. Callout provides tools and suggested wording, but the tradesperson controls the customer relationship and must make sure their use of call recording and transcription is appropriate.
We use providers to operate the service, including Appwrite for database hosting, Cloudflare for hosting and Turnstile bot protection, Stripe for billing, Google Calendar for availability, Retell for voice assistant calls, n8n for workflow automation, and email/SMS or telephony providers for notifications and call handling. These providers may process data in the UK, EEA, US, or other countries using contractual safeguards or other transfer mechanisms where required.
If you connect a third-party calendar, payment, email, telephony, workflow, or assistant provider, that provider may also process data under its own terms. You should only connect accounts that you are authorised to use for your business.
We use essential authentication cookies and browser localStorage to keep users signed in, remember theme preferences, operate dashboards, and maintain security. Cloudflare Turnstile checks whether a request is likely to be human and may process device and browser signals for security. We do not use third-party advertising cookies.
We keep account and booking data while an account is active and for a reasonable period afterwards for support, security, accounting, legal, and dispute purposes. Billing and accounting records may be kept for up to six years where required for UK tax and business records.
Call recordings, transcripts, call logs, and assistant notes should be kept only as long as needed for booking records, quality review, customer support, training review, and dispute handling. Unless a different retention period is configured or legally required, the intended launch position is to keep recordings and transcripts for a limited operational period of [insert retention period, for example 30, 60, or 90 days], then delete or anonymise them where practical.
Tradespeople can request export or deletion support from the dashboard or by email, subject to legal, billing, security, backup, and processor retention limits. Backup copies may take longer to expire but are not used for ordinary service access.
UK GDPR rights may include access, correction, deletion, restriction, portability, objection, and the right to withdraw consent where processing is based on consent. Tradespeople can request account data exports or deletion support. Customers of tradespeople should usually contact the tradesperson first because they control the booking relationship, but Callout will help route valid requests.
Authenticated tradespeople can download a JSON account export from the dashboard where available. The export may include profile, settings, bookings, call logs, and retention notes held in Callout's primary systems. Account deletion removes active account records and related bookings from Callout systems where practical. Some records may remain where required for fraud prevention, legal compliance, billing, backup integrity, provider audit trails, or dispute handling. To request access, export, correction, objection, restriction, or deletion support, email [email protected].
We use technical and organisational measures designed to protect personal data, including access controls, authentication, bot protection, provider security controls, and operational logging. No online service can guarantee perfect security, so users should protect login details, restrict dashboard access, and promptly remove integrations that should no longer be connected.
If you are unhappy with how we handle personal data, contact us first at [email protected]. You may also complain to the UK Information Commissioner's Office.
Privacy questions can be sent to [email protected]. Postal notices should be sent to: [full legal name], trading as Callout, [business address].