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Privacy Policy

Last updated: May 2026

Who We Are

The data controller is EJK Consultancy Ltd, registered at Seven Grange Lane, Pitsford, Northampton, NN6 9AP, United Kingdom. We trade as AdminHelper.

If you have any questions about how we handle your data, please contact us at support@adminhelper.uk.

What Data We Collect

We collect and process the following categories of personal data:

• Account information: your name, email address, phone number, business name, and business address.
• Invoice and quote data: customer names, addresses, line items, and amounts that you forward to AdminHelper for processing.
• Communication data: emails and WhatsApp messages that you forward to AdminHelper in order to extract document information.
• Voice notes: audio recordings you submit are processed for transcription. The audio file is immediately and permanently deleted after transcription; only the resulting text is retained.
• Photos and images: images you submit are processed using optical character recognition (OCR) and stored as attachments linked to the relevant document.
• Usage data: login times, feature usage patterns, and IP addresses, collected to operate and improve the service.
• Payment data: payment transactions are processed securely by Stripe. We never store, see, or have access to your card numbers or full payment details.

How We Use Your Data

We use the data we collect for the following purposes:

• To process invoices and quotes extracted from your communications.
• To deliver AI-drafted documents for your review and approval before sending.
• To provide customer support and respond to your enquiries.
• To improve and develop our service features and reliability.
• To send transactional emails, including invoice copies and account notifications.

We never sell your data to third parties, and we do not use your data for advertising purposes.

Lawful Basis for Processing

We process your personal data under the following lawful bases as defined by UK GDPR:

• Contract performance: processing your data is necessary to deliver the AdminHelper service you have signed up for.
• Legitimate interests: we process certain data to improve, secure, and operate the service in a way that does not override your fundamental rights and freedoms.
• Consent: for any optional marketing communications, which you may withdraw at any time by contacting us or using the unsubscribe link in any such email.

Third-Party Processors

We share data with the following trusted third-party processors in order to operate the service. All processors are bound by appropriate data processing agreements.

• Clerk — authentication and user management (clerk.com)
• Twilio — WhatsApp messaging infrastructure (twilio.com)
• OpenAI — AI-powered invoice extraction and OCR processing (openai.com)
• Deepgram — voice note transcription (deepgram.com)
• Mailgun — transactional email delivery (mailgun.com)
• Stripe — payment processing (stripe.com)
• Vercel — application hosting and edge delivery (vercel.com)
• Neon — managed PostgreSQL database (neon.tech)
• Microsoft Azure — PDF and document storage (azure.microsoft.com)

Data Retention

• Account data is retained for as long as your account is active. Upon a verified deletion request, your account and associated personal data will be removed.
• Invoice and quote data is retained while your account remains active to allow you to access your document history.
• Voice note audio is permanently and immediately deleted after transcription is complete. Only the text transcript is retained.
• Forwarded email content is retained for processing purposes. Original emails remain in your own email mailbox and are not mirrored or permanently copied beyond what is required for extraction.

Your Rights Under UK GDPR

As a data subject under UK GDPR, you have the following rights:

• Right of access: to request a copy of the personal data we hold about you.
• Right to rectification: to request that inaccurate or incomplete data is corrected.
• Right to erasure: to request that your personal data is deleted, subject to any legal obligations.
• Right to data portability: to receive your data in a structured, commonly used, machine-readable format.
• Right to restriction of processing: to request that we limit how we use your data in certain circumstances.
• Right to object: to object to processing based on legitimate interests.

To exercise any of these rights, please email us at support@adminhelper.uk. We will respond within 30 days of receiving your request.

You also have the right to lodge a complaint with the UK's supervisory authority, the Information Commissioner's Office (ICO), at ico.org.uk.

Cookies

AdminHelper uses only the minimum cookies necessary to operate the service:

• Session cookies are used solely for authentication purposes, managed by Clerk. These are essential for you to remain logged in.
• We do not use tracking cookies.
• We do not use analytics cookies.
• We do not use any third-party advertising cookies.

Data Location

We store and process your data within the EU and UK. Specifically:

• Neon database: EU region.
• Vercel hosting: EU region.
• Microsoft Azure storage: EU region.

Where any processor operates outside the UK or EU, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses, in accordance with UK GDPR requirements.

AI Receptionist & Call Handling

When you enable the AI Receptionist feature, incoming calls to your AdminHelper number are handled by our digital assistant. Call audio is processed in real time for transcription and is not stored. Only text summaries and transcripts are retained.

Third-party processors used for call handling:

• Twilio — telephony and call routing.
• Deepgram — real-time speech transcription.
• OpenAI — intent extraction and conversation handling.

Data retention: Call transcripts are retained for the duration of your AdminHelper subscription. Audio recordings are deleted immediately after transcription processing is complete.

Data controller: When the AI Receptionist handles calls from your customers, you (the tradie) are the data controller for those customers' call data. AdminHelper acts as a data processor on your behalf.

Children

AdminHelper is a business tool intended for adults and is not directed at, or intended for use by, anyone under the age of 18. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a minor, please contact us immediately at support@adminhelper.uk so we can take appropriate action.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law, our services, or our data practices. When we make material changes, we will notify you via email or through an in-app notification before the changes take effect.

The date at the top of this page will always reflect when the policy was last updated. We encourage you to review this policy periodically.