How We Use Your Information

Last updated: 28 October 2026

Who we are

This website is run by ConstructionXAI Ltd, trading as ConstructionX AI. We are the data controller for the personal information collected here. That means we decide how it is used and we are responsible for looking after it.

• Company number: 16716567 (registered in England and Wales)
• Registered office: 2 Willow Grove, Fakenham NR21 8GE
• ICO registration number: ZC108071
• Contact for anything in this notice: admin@constructionx.ai

What we collect, and why

When you send an enquiry through the contact form

We collect your name, email address, phone number, the type of business you run, and your message. We use them to reply to you and to talk about whether we can help. The form sends your details to an automation service we use (n8n). It emails you an automatic reply, emails a copy to us, sends us an alert on Telegram, and logs the enquiry in a Google Sheet. An AI model (Claude, from Anthropic) then reads your enquiry and drafts a reply for us. Apart from that first automatic reply, a person reads and approves every reply before we send it to you. We keep a log of that AI step on our own server so we can check its work.

Lawful basis: our legitimate interest in answering enquiries, and taking steps you have asked for before any contract.

When you use the "Talk to our AI" voice button

The voice button lets you speak to an AI assistant. It says it is an AI, and it asks for your microphone before it starts. Your voice is streamed live so the assistant can hear you and answer. We have switched off voice recording, and any recordings made before that are deleted once they are 30 days old.

We keep a written transcript of the conversation, plus any details you choose to give, such as your name, business and how to reach you. Transcripts are deleted automatically after 30 days. We get a short alert with the details you gave and the first few lines of the conversation, so we can follow up if you asked us to. That alert is kept with your enquiry for 12 months.

The voice service is provided by ElevenLabs, and the assistant's replies are written by an AI model run through that service (currently a Claude model from Anthropic). ElevenLabs passes the words of the conversation to that AI model under its own agreements with the model supplier. The transcript is stored on our own server. ElevenLabs also keeps a copy of the transcript on its side, and our settings tell it to delete that copy, and any call audio, after 30 days. We have switched off its recording of call audio. ElevenLabs also keeps basic details of each call: its status, how long it lasted, the number of messages and what it cost us. We delete those details every month once they are over 30 days old.

Lawful basis: your consent, which you give by pressing the button and allowing the microphone. You can stop at any time by ending the conversation.

When you book a call

Booking links on this site open Calendly, which takes your name, email and any answers you give so the call can go in both diaries. Calendly handles that information under its own privacy notice, and shares it with us so we can hold the call.

Lawful basis: our legitimate interest in arranging the call you asked for.

When you email or phone us

We keep your emails, which run through Google Workspace, so we can reply and keep track of the conversation.

Calls to 01328 803460 are answered by Alice, our AI receptionist. She tells you at the start that she is an AI and that calls may be recorded. The call runs through Twilio, which provides the phone line, and Vapi, the voice platform that runs Alice and uses speech and AI model suppliers to hear and answer you. We receive a summary and a transcript of the call so we can follow up. Vapi stores call recordings, transcripts and logs in the United States, and keeps them until we delete them.

Lawful basis: our legitimate interest in answering your call and following up on what you asked for.

When you simply visit the site

We use two tools to understand how the site is used:

• Plausible Analytics. Counts visits, pages viewed and button clicks. It does not use cookies and does not identify you.
• PostHog, on its EU servers. Records how visitors move around the site. It does not use cookies and stores nothing in your browser, so it cannot link one visit to the next. It does not build a profile of you by name unless you tell us who you are.

The voice button also keeps a random visitor number in your browser for that tab only (session storage). It is used to run the voice button and test which version works best, and it is cleared when you close the tab.

Lawful basis: our legitimate interest in running and improving the site, and your consent where the law requires it for cookies.

Who helps us handle your information

We do not sell your personal information. We use these suppliers to run the site and our business, and they use it to provide their service to us, under their own terms and privacy notices:

• Netlify, which hosts this website. Like any web host, it sees your IP address and basic browser details when you load a page.
• Google Fonts, which supplies the typefaces on this site. Your browser fetches them from Google, so Google sees your IP address.
• n8n, which receives form submissions and passes them on to us.
• ElevenLabs, and the AI model it uses (currently from Anthropic), for the voice button.
• Plausible and PostHog, for site analytics.
• Calendly, for booking calls.
• Telegram, which carries the alerts that tell us a new enquiry or voice conversation has come in.
• Google Workspace, for email and the sheet where we log enquiries.
• Anthropic, whose Claude model drafts replies to contact form enquiries for us to check.
• Twilio and Vapi, which run our phone line and our AI receptionist, together with the speech and AI model suppliers Vapi uses.
• Tailscale, which carries data securely from our suppliers to our own server.

Our own server, which stores voice transcripts and website leads, is a computer we run ourselves, located in the UK.

Sending information outside the UK

Some of these suppliers are based in, or use servers in, the United States or the European Union. Where our suppliers hold data in the EU (such as Plausible and n8n, and Telegram, which stores UK users' data in the Netherlands), we rely on UK adequacy regulations. Where they are US companies, we rely on the UK-US data bridge where the supplier has certified to it (Netlify, Google, Twilio, PostHog and Calendly), or otherwise on the UK Addendum to the EU standard contractual clauses (Anthropic, ElevenLabs, Tailscale and Vapi). Email admin@constructionx.ai if you would like a copy of the safeguards we rely on.

How long we keep it

• Voice conversation transcripts and any call audio: 30 days, then deleted automatically, on our server and at ElevenLabs. The basic call details ElevenLabs keeps (status, length, number of messages and cost) are deleted by us every month once they are over 30 days old. The short alert about the conversation is kept with your enquiry for 12 months.
• Phone call recordings, transcripts and logs held by Vapi: kept until we delete them. You can ask us to delete yours at any time.
• Contact form enquiries: 12 months from our last contact, unless you become a client.
• Client records: six years after the work ends, for tax and legal reasons.
• Analytics: Plausible keeps only totals, such as page views, with nothing that identifies you, for as long as we use it. PostHog keeps its records of visits for at least one year on our plan. After that it may keep them in long-term storage or delete them. We cannot set a shorter period in PostHog.

Your rights

Under UK data protection law you can ask us to:

• give you a copy of the personal information we hold about you
• correct anything that is wrong
• delete your information
• limit how we use it, or stop using it for a particular purpose
• send it to you, or to someone else, in a common format

Where we rely on your consent, you can withdraw it at any time. Where we rely on our legitimate interests, you can object. To use any of these rights, email admin@constructionx.ai. We will reply within one month. There is normally no charge.

We do not make decisions about you that are fully automated and have a legal or similarly significant effect.

How to complain

If you are unhappy with how we have handled your information, please tell us first at admin@constructionx.ai and we will try to put it right. You also have the right to complain to the Information Commissioner's Office (ICO), the UK regulator for data protection: ico.org.uk/make-a-complaint, or phone 0303 123 1113.

Changes to this notice

If we change how we use your information, we will update this page and change the date at the top.