What we do with personal data, in plain English.

The short version

Magixis is the trading name of MAGIXIS LIMITED. We run an AI receptionist that answers phone calls and messages for UK businesses. That means we handle personal data in two different ways, and this policy covers both:

• For our business customers we process the calls, text messages and WhatsApp messages their own customers send them. The business decides why that data is used; we are its processor. This is most of the data we touch.
• For ourselves we hold the details of people who visit this website, ask us about the service, book a demo or are named contacts at a customer. For that data we are the controller.

We do not sell personal data, and we do not use it for advertising. To ask us anything about it, email trust@magixis.ai. To have it deleted, see how to request deletion.

1. Who we are

Company

MAGIXIS LIMITED, trading as Magixis

Company number

17372370, registered in England and Wales

Registered office

9 Bartle House, Oxford Court, Manchester M2 3WQ

ICO registration

ZC223083

Data protection contact

Arun Paul, director · trust@magixis.ai

General enquiries

hello@magixis.ai · +44 7366 312999

2. Our two roles

When we are the processor

A business that uses Magixis points its phone number, text line or WhatsApp number at our AI receptionist. We then handle the calls and messages that business’s customers send, on the business’s written instructions and under a data processing agreement. The business is the controller: it decides what is collected and why, it tells its customers about this in its own privacy notice, and it is who you should contact first about that data.

If you contact us about data we hold only on a business’s behalf, we will not ignore you. We will tell you who the business is where we can, pass your request to it promptly, and help it to respond.

When we are the controller

We decide why and how we use the personal data of: visitors to this website; people who enquire about or book a demo of Magixis; people who ring or message Magixis’s own line, which is answered by our own agent; and the people who sign up for and manage a customer account. Everything below about lawful bases and retention for “our” data applies to these people.

3. What we collect

Calls and messages can contain whatever the person chooses to say, including, rarely, sensitive details such as health information given to a dental practice or a GP surgery. Our receptionist is administrative: it books, routes, takes messages and answers set questions. It does not assess symptoms or give advice, and we do not use call voices to identify anyone.

4. Why we use it, and our legal basis

• To provide the service a customer has asked for — answering and logging calls and messages, booking appointments, sending the customer their daily summary. As processor we do this on the customer’s instructions; the customer’s own basis is usually legitimate interests in running an inbound line (UK GDPR Article 6(1)(f)).
• To run our own business relationship with customers and prospects: replying to enquiries, setting up and billing accounts, running demos. Our basis is contract, or steps taken before a contract at your request (Article 6(1)(b)), and our legitimate interests in running and improving the business (Article 6(1)(f)).
• To keep the service secure and working — preventing fraud and abuse, fixing faults, and keeping an audit log of who accessed what (legitimate interests).
• To meet legal obligations, such as keeping accounting records (Article 6(1)(c)).
• To establish or defend legal claims, where that is needed (legitimate interests).

We do not use customers’ call or message content to train AI models, and we do not make decisions about people that have legal or similarly significant effects by purely automated means.

You are told at the start of each call that you are speaking to an AI assistant and that the call is recorded, and you are offered another way to get in touch if you would rather not be recorded.

5. Who we share it with

We share personal data only with the companies that help us run the service (our sub-processors, listed below), with the business whose calls and messages it is, with professional advisers and insurers where needed, and with the authorities where the law requires it. We never sell it.

The live version of this list is on our trust page. We tell customers at least 14 days before we add or replace a sub-processor. Each is bound by a written contract that requires it to protect the data and use it only for our purposes.

WhatsApp. Messages sent over WhatsApp pass through Meta’s WhatsApp Business Platform, which Meta operates and for which Meta has its own responsibilities and privacy terms. Meta’s WhatsApp Business data processing terms and privacy policy apply to that part of the journey; this policy covers what we do with a message once it reaches us.

6. Transfers outside the UK

Most of the data we handle is stored and processed in the UK or the EU. Some providers, including Meta for WhatsApp and Cal.com for bookings, run services that may process data in other countries, including the United States. Where personal data leaves the UK to a country without UK adequacy regulations, we rely on one of: the UK’s adequacy regulations for the recipient (including the UK Extension to the EU–US Data Privacy Framework, for US companies certified under it); or the ICO’s International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, together with a transfer risk assessment. You can ask us for a copy of the safeguard that applies to a particular provider by emailing trust@magixis.ai.

7. How long we keep it

Where the law lets us or requires us to keep something for longer, for example to deal with a legal claim, we keep only what is needed and tell you why in writing.

8. Your rights

Under UK data protection law you have the right to:

• be told what we hold about you and get a copy (access);
• have inaccurate data corrected;
• have your data deleted (erasure) — see how to request deletion;
• ask us to restrict how we use it, or object to our using it on the basis of legitimate interests;
• receive data you gave us in a portable format, where we use it under a contract; and
• not be subject to a decision based solely on automated processing that has legal or similarly significant effects on you.

To use any of these, email trust@magixis.ai or write to us at our registered office. We aim to reply within 14 days and will always do so within one calendar month. We may need to confirm who you are first; for a phone number, that can be a call or message back to it. There is no charge. If your request is about data we hold for a business, we pass it to that business and help it to respond.

9. Complaints

If you are unhappy with how we have handled your data, tell us first at trust@magixis.ai. We will acknowledge your complaint within 30 days, usually much sooner, look into it without delay and tell you the outcome.

You also have the right to complain to the UK’s data protection regulator, the Information Commissioner’s Office (ICO):

• Website: ico.org.uk/make-a-complaint
• Telephone: 0303 123 1113
• Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

You do not have to talk to us before going to the ICO. If you are in the EU, you may complain to your local supervisory authority.

10. Security

Data is encrypted in transit and at rest, access is limited to named people and logged, and recordings are stored in the UK. The detail is on our trust page. Our service is for businesses and is not aimed at children.

11. Changes to this policy

We will update this page when what we do changes and will change the date at the top. If a change affects how we handle a customer’s data, we will tell the customer directly. This policy was last updated on 8 November 2026.