Privacy policy

Last updated 21 October 2026

Mind the Phone answers calls for tradespeople when they can't pick up, takes down the job, and sends it to them on WhatsApp. This page explains what we collect to do that, why, who helps us, and what you can ask us to do with it.

Who we are

Mind the Phone is operated by MiCode FZ-LLC, VUNE0774, Compass Building, Al Hulaila Industrial Zone-FZ, Ras Al Khaimah, United Arab Emirates. We are the controller of the personal data described here. Contact: ben@mindthephone.com.

If you called a business that uses Mind the Phone

When the business can't answer, an AI phone assistant takes your call. If you ask, it will tell you it's an AI. We collect what you tell it:

• your name, the number to call you back on, and the address of the job;
• the problem, how urgent it is, access notes, when you're available and any questions you ask;
• the audio and transcript of the call, and the number you called from.

We use this only to pass your enquiry to the business you called, so they can ring you back. We send them a summary on WhatsApp. We do not use your details for marketing and we do not sell them. The business you called receives your details and uses them under its own responsibility.

If you are a tradesperson using Mind the Phone

• your WhatsApp number and the messages you send us;
• what you tell us during setup: business name, area, hours, services, prices and the voice you prefer;
• the enquiries we take for you, and delivery status of the WhatsApp messages we send you;
• billing details, handled by our payment provider. We never see your full card number.

We use this to provide the service, set up your phone assistant, send you your enquiries, support you and bill you.

If you visit this website or try the demo

The site sets no advertising or tracking cookies. If you try the voice demo, your voice is sent to our voice provider to run the conversation. Our hosting provider keeps short technical logs (such as IP address and pages requested) to keep the site running and secure.

Why we are allowed to use it

• For callers: our legitimate interest, and that of the business you called, in handling the enquiry you chose to make.
• For tradespeople: to perform our contract with you, and our legitimate interest in supporting and improving the service.
• Where the law requires us to keep records (for example for tax), that legal obligation.

Who helps us

We use these providers to run the service. They process data on our instructions:

• ElevenLabs: answers calls with the AI assistant and stores the audio and transcript;
• Twilio: phone numbers and call routing;
• Meta (WhatsApp Business Platform): sends and receives WhatsApp messages;
• Cloudflare: website hosting, the application and its database;
• our payment provider, for tradespeople's subscriptions.

Some of these providers process data outside the UK, including in the United States and the European Union. Where that happens we rely on the safeguards they offer under UK data protection law, such as standard contractual clauses.

How long we keep it

We keep enquiries, call recordings and transcripts while the business you called uses Mind the Phone, so they can refer back to them. When a tradesperson leaves, we delete their account data and their enquiries within 90 days, except what we must keep for tax and accounting. You can ask us to delete your details sooner.

Your rights

You can ask us for a copy of your data, to correct it, to delete it, to restrict or object to how we use it, or to receive it in a portable format. Email ben@mindthephone.com and we will reply within one month. If you called a business, tell us its name and roughly when you called so we can find your enquiry.

If you are in the UK and unhappy with how we handle your data, you can complain to the Information Commissioner's Office (ico.org.uk).

Deleting your data

To have your data deleted, email ben@mindthephone.com from the WhatsApp number or email linked to it, or with the details of your call. We confirm when it's done.

Changes

If we change this policy we will update the date at the top. Tradespeople using the service will be told on WhatsApp about important changes.