Privacy Policy
Last updated: 7 April 2026
Plain English summary: We collect only what we need to make the daily check-in calls work. We never sell your data. We never share recordings with third parties. You can delete everything at any time by emailing us.
1. Who We Are
Wellness Companion is a UK-operated daily check-in call service for families of elderly relatives.
Data Controller: Wellness Companion
Contact: hello.dailycompanion@gmail.com
2. What Data We Collect
We collect the minimum data necessary to provide the service:
- Your details (the subscriber): Name, email address, phone number, relationship to the call recipient
- Call recipient details: Name, phone number, preferred call time, notes you provide about their interests or health
- Call recordings and transcripts: Audio recordings and AI-generated transcripts of each daily check-in call
- Call summaries: AI-generated summaries sent to you after each call
- Payment information: Processed securely by our payment provider (Stripe). We never store card numbers.
- Website analytics: Anonymous usage data via Meta Pixel for advertising optimisation
3. How We Use Your Data
We use your data exclusively to:
- Make daily check-in calls to your designated recipient at the agreed time
- Generate and send you post-call summaries and alerts
- Improve the AI companion's conversational quality and memory
- Process subscription payments
- Send you service-related communications (never marketing without consent)
- Measure and optimise our advertising (via anonymised, aggregated data only)
We will NEVER: Sell your data to third parties. Share call recordings or transcripts with anyone outside the Wellness Companion team. Use your data for purposes unrelated to the service. Contact the call recipient for marketing purposes.
4. Legal Basis for Processing (GDPR)
We process your data under the following legal bases:
- Contract performance: Processing necessary to deliver the Wellness Companion service you have subscribed to
- Legitimate interest: Service improvement, fraud prevention, and security
- Consent: Marketing communications (opt-in only) and website cookies/analytics
5. Call Recordings and Transcripts
Daily check-in calls are recorded and transcribed by AI to generate summaries and detect potential welfare concerns. These recordings are:
- Stored securely on encrypted AWS servers in the UK/EU
- Accessible only to authorised Wellness Companion staff for service delivery and quality assurance
- Retained for the duration of your subscription plus 30 days after cancellation
- Permanently deleted upon request (see Section 9)
The call recipient is informed at the start of each call that it is an AI-powered check-in service and that the call is recorded.
6. Data Sharing
We share data only with the following categories of processor, all bound by data processing agreements:
- Cloud hosting: Amazon Web Services (AWS) for secure data storage
- Voice AI: Retell AI for call handling and voice synthesis
- Payment processing: Stripe for subscription billing
- Email delivery: For sending call summaries and alerts to you
- Advertising: Meta (Facebook/Instagram) receives only anonymised conversion data (e.g. "a signup occurred"), never personal details
We do not sell, rent, or trade personal data with any third party for their own purposes.
7. Data Security
We implement industry-standard security measures including:
- AES-256 encryption at rest for all stored data
- TLS 1.3 encryption in transit for all data transfers
- Access controls with role-based permissions and multi-factor authentication
- Regular security audits and penetration testing
- ISO 27001 compliance programme (in progress)
8. Data Retention
- Account data: Retained while your subscription is active, deleted within 30 days of cancellation
- Call recordings: Retained for the duration of subscription plus 30 days, then permanently deleted
- Call summaries: Retained for the duration of subscription plus 90 days
- Payment records: Retained for 7 years as required by UK tax law
- Website analytics: Anonymised data retained for up to 26 months
9. Your Rights
Under GDPR and UK data protection law, you have the right to:
- Access: Request a copy of all personal data we hold about you
- Rectification: Correct any inaccurate personal data
- Erasure ("Right to be Forgotten"): Request deletion of all your personal data
- Data portability: Receive your data in a structured, machine-readable format
- Restrict processing: Limit how we use your data
- Object: Object to processing based on legitimate interest
- Withdraw consent: Withdraw consent for marketing communications at any time
To exercise any of these rights, email hello.dailycompanion@gmail.com. We will respond within 30 days.
10. Data Deletion
You can request complete deletion of your data at any time:
- Email hello.dailycompanion@gmail.com with the subject line "Data Deletion Request"
- We will confirm deletion within 7 business days
- All personal data, call recordings, transcripts, and summaries will be permanently and irreversibly deleted
- We will provide written confirmation once deletion is complete
11. Cookies and Tracking
Our website uses:
- Essential cookies: Required for the website to function (session management, form submissions)
- Analytics cookies: Meta Pixel for measuring advertising effectiveness. You can opt out via your browser settings or the Meta Ad Preferences page
We do not use cookies for behavioural tracking beyond advertising measurement.
12. International Data Transfers
Your data is primarily stored within the UK and European Economic Area (EEA). Where data is transferred outside the EEA (e.g. to US-based processors), we ensure appropriate safeguards are in place, including Standard Contractual Clauses approved by the European Commission.
13. Children's Privacy
Wellness Companion is not intended for use by individuals under the age of 18. We do not knowingly collect data from children. The service is designed for adult subscribers arranging calls for adult recipients.
14. Changes to This Policy
We may update this policy from time to time. Material changes will be communicated to you via email at least 14 days before they take effect. The "Last updated" date at the top of this page will always reflect the most recent version.
15. Complaints
If you are unsatisfied with how we handle your data, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO):
Website: ico.org.uk
Phone: 0303 123 1113
16. Contact Us
For any privacy-related questions or requests:
Email: hello.dailycompanion@gmail.com