What we collect and why.

1. Who is responsible for your information

Lead Systems Studio Ltd (company number 17426263, registered in England & Wales, registered office 2 Barley Close, Whalley, Lancashire, BB7 9XY) is responsible for personal information collected through this website and during sales enquiries. Contact us at hello@leadsystems.studio.

We act as controller for our website, sales, audits, client accounts, billing, security and relationship records. When our systems handle an end-customer enquiry on a home-service client's instructions, that client is normally the controller and Lead Systems Studio is its processor.

2. Information we collect

We collect only the information needed to answer, route, audit or administer the relevant relationship.

• Name, business, trade, telephone number and email address.
• Qualification answers and information you choose to give the assistant.
• Enquiry, audit and hosted-booking details.
• Client account, contract, implementation, service-area and escalation information.
• Limited call outcome, timing and response evidence gathered during an agreed audit.
• Basic technical and security records, and website usage only if optional analytics is accepted.

3. How and why we use it

We use assistant answers to suggest a starting service, prepare for an audit and understand the lead-conversion problem. Enquiry information is used to reply, arrange audits, prepare proposals and take steps you request before a contract. Customer information is used to provide and administer contracted services.

Our lawful bases are taking steps at your request before a contract, performing a contract, complying with legal obligations, legitimate interests in operating and protecting the business, and consent where optional analytics or consent-based marketing is used.

4. Who receives it

The assistant sends each turn to our same-origin server endpoint. The server applies qualification, consent and safety rules and returns a signed, expiring conversation token. After explicit consent, it may send contact details and a structured qualification summary to the configured lead-routing provider.

Cal.com provides the hosted appointment page. If name and email have already been supplied, the assistant may add them to the booking link to prefill Cal.com's form. Cal.com's confirmation remains the source of truth for whether a booking was created.

Approved FAQ answers and qualification or safety decisions use fixed rules. If an optional AI FAQ provider is configured, an unmatched question and approved knowledge pack may be sent to that provider to word an answer. The AI provider cannot make qualification, consent, safety or booking decisions. We do not sell personal information.

5. How long we keep it

We retain information only as long as needed for the purpose, necessary records, legal requirements or claims.

• Unsuccessful sales enquiries: normally 24 months after last meaningful contact.
• Client contracts, invoices and core account records: contract term plus 6 years.
• Routine support records: normally 3 years after closure.
• Security and access logs: up to 12 months unless an incident requires longer.
• Demo, discovery or audit recordings: normally 90 days.
• End-customer recordings: client instruction, with a 30-day default.
• End-customer transcripts: client instruction, with a 90-day default after closure.
• Terminated client data: 30-day export window, active deletion in the following 30 days and backup expiry within 90 days.

6. Cookies and local storage

The site does not load optional analytics unless a measurement ID is configured and you actively accept analytics. You can reject analytics as easily as accepting it and reopen Cookie settings from the footer.

The assistant does not put your name, email, business, phone or free-text messages into analytics or local storage. A signed conversation token and visible transcript are kept in session storage so a conversation can continue in the current tab. Cal.com may use storage needed to provide its hosted booking page when you choose to open it.

7. Your rights

Depending on the circumstances, you may have the right to access, correct or erase information, restrict or object to its use, and receive certain information in a portable format. Where processing relies on consent, you can withdraw it at any time. We may need to verify identity. You may complain to the Information Commissioner's Office.

8. Automated decisions and marketing

We do not use website enquiry data for solely automated decisions with legal or similarly significant effects. We do not add you to general marketing merely because you submit an enquiry.

AI may interpret free text, retrieve approved content and draft a response. Fixed rules control safety, suppression, service area, availability and booking authority.

9. Security, fairness and children

We use risk-based safeguards including least privilege, tenant isolation, secure credential handling, encryption where supported, monitoring, validation, controlled change and incident response. Do not send passwords, bank details, card numbers or unrelated sensitive information through enquiry channels.

Our services are aimed at business clients and adults seeking home services, not children. AI classifications must not disadvantage someone because of a protected characteristic. A human route and reasonable adjustments should be available where required.

10. Changes to this notice

We update this page when services or data practices change. Material changes will be highlighted here and customers notified directly where appropriate.

Questions

Email hello@leadsystems.studio with any question, correction or request.