This notice explains what personal data Telo AI Ltd collects, why we hold it, what we do with it, and the rights you have. We have written it in plain English rather than legal boilerplate, because a privacy notice nobody reads is no use to anybody.
1. Who we are
Telo AI Ltd ("Telo AI", "we", "us") is the data controller for the personal data described in this notice, except where we act as a processor on behalf of a client (see section 9).
- Company: Telo AI Ltd, registered in England and Wales, company number 14474051
- Registered address: 90 Crowland Avenue, Hayes, London, UB3 4JR
- Contact for privacy matters: info@teloai.co
2. Who this notice is for
This notice covers:
- Visitors to this website
- People who book a call or enquire with us
- Business contacts we approach about our services
- Employees and contacts of our clients
- Suppliers and delivery partners
If you are a job candidate whose data is held by one of our clients, we are not the controller of that data. Your relationship is with the recruitment agency concerned. Where we see candidate data during an engagement, we handle it on that client's instructions as their processor.
3. What we collect
| Who you are | What we hold |
|---|---|
| Website visitor | Technical data your browser sends when loading the page, such as IP address, browser type and the pages requested. This is handled by our hosting provider for security and reliability. |
| Enquirer or prospect | Name, business email address, business telephone number, employer, job title, LinkedIn profile, and a record of our correspondence and calls. |
| Client contact | The above, plus engagement notes, meeting records, documents you share with us, invoicing and payment details. |
| Supplier or partner | Contact details, contractual and payment information. |
We do not seek special category data (such as health, ethnicity or trade union membership) about our own contacts, and we ask clients not to send it to us unless an engagement genuinely requires it and we have agreed how it will be handled.
4. Where we get your details
We are a business-to-business consultancy and we approach organisations directly. It matters that we are straightforward about where your details came from.
We obtain business contact details from:
- You, when you book a call, email us, or fill in a form
- Publicly available sources, including your organisation's website, Companies House and public professional profiles such as LinkedIn
- Business contact data providers and industry lists
- Our own professional network and referrals
- Events, memberships and industry bodies
If we contacted you and you had never heard of us, your details will have come from one of the sources above. You are entitled to know which one. Email info@teloai.co and we will tell you, and remove you if you would rather we did.
5. Why we use it, and our lawful basis
| Purpose | Lawful basis |
|---|---|
| Responding to your enquiry and arranging calls | Legitimate interests, or steps taken at your request before entering a contract |
| Marketing our services to organisations we believe they are relevant to | Legitimate interests. Our interest is in finding clients; we consider this proportionate because we contact people in a professional capacity, about services relevant to their role, and stop immediately on request |
| Delivering an engagement | Performance of a contract, or legitimate interests where our contract is with your employer |
| Invoicing, accounts and tax records | Legal obligation |
| Keeping the website secure and available | Legitimate interests in operating a safe service |
Where we rely on legitimate interests, we have considered whether our interest is outweighed by your rights. You can ask us for our reasoning at any time.
6. Marketing, and how to stop it
We send business-to-business marketing by email, telephone and LinkedIn. Under the Privacy and Electronic Communications Regulations, the rule requiring prior consent for marketing email does not apply to corporate subscribers, which is why you may receive an email from us without having opted in. That does not remove your right to object.
Your right to object to direct marketing is absolute. If you tell us to stop, we stop, and we do not need to weigh it against anything. You can:
- Reply to any email from us and say so
- Use the unsubscribe link in any marketing email
- Tell us on the phone
- Email info@teloai.co
We keep a minimal suppression record of your contact details afterwards. That is the only way to make sure we do not contact you again by mistake.
We screen telephone numbers against the Telephone Preference Service and the Corporate Telephone Preference Service before making marketing calls.
7. Cookies and tracking
This website does not set advertising or analytics cookies, and it does not track you across other websites.
We load fonts from Google Fonts. Your browser requests those files from Google's servers, which means Google receives your IP address as part of that request. If you would rather that did not happen, most browsers allow you to block third-party requests.
Our booking page is hosted by HubSpot. When you click through to book a call you leave this site, and HubSpot's own privacy notice and cookies apply.
8. Who we share it with
We do not sell personal data. We share it only with:
- Service providers who help us run the business, such as our website host, email and productivity provider, CRM and scheduling tools, and accountants. They act on our instructions.
- Approved delivery partners, where an engagement includes technical build. We tell you if a partner will be involved in your work.
- Professional advisers, such as our own lawyers or insurers, where necessary.
- Authorities, where we are legally required to.
9. When we act for a client rather than ourselves
During an assessment or implementation we may see personal data belonging to a client, including candidate and employee records. For that data the client is the controller and we act as their processor under a written agreement. We process it only on their documented instructions, we do not use it for our own purposes, and we return or delete it at the end of the engagement.
10. International transfers
Some of our providers operate outside the UK. Where personal data is transferred abroad, we rely on UK adequacy regulations or on the International Data Transfer Agreement or Addendum, together with appropriate safeguards.
11. How long we keep it
| Data | Retention |
|---|---|
| Prospect contact details where no relationship develops | Up to 24 months from last meaningful contact, then deleted |
| Enquiry and call records | 24 months from last contact |
| Client engagement records | 6 years from the end of the engagement |
| Invoices and accounting records | 6 years, as required by tax law |
| Marketing suppression records | Indefinitely, so we do not contact you again |
12. Your rights
Under UK data protection law you have the right to:
- Be told what we hold about you and get a copy of it
- Have inaccurate data corrected
- Have data erased in certain circumstances
- Restrict how we use it while a concern is resolved
- Object to processing based on legitimate interests
- Object to direct marketing at any time. This one is absolute
- Receive data you gave us in a portable format, where applicable
- Not be subject to a solely automated decision with legal or similarly significant effects. We do not make such decisions about you
Email info@teloai.co to exercise any of these. We respond within one month and we do not charge.
13. Complaints
If you are unhappy with how we have handled your data, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office:
- Website: ico.org.uk/make-a-complaint
- Helpline: 0303 123 1113
- Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
14. Changes to this notice
We update this notice when our practices change. The date at the top tells you when it was last revised. Material changes affecting existing clients will be notified directly.
A note on our own AI use. We use AI tools in our work, as our clients do. We do not put client or candidate personal data into consumer AI accounts, we use managed business accounts with training on customer data switched off, and we maintain our own AI tool register. If you would like to see how we govern our own use before engaging us, ask and we will show you.