Privacy Policy
1. Who We Are
ORTOMA is a UK-based provider of AI-powered automation services, including AI voice agents, chatbots, CRM automation, and lead generation systems. Our website is www.ortoma.co.uk.
We act as both a data controller (for our own marketing and operations) and a data processor (when handling data on behalf of our clients).
Registered Address:
ORTOMA, 66 Paul Street, London, EC2A 4NA
Contact Email: contact@ortoma.co.uk
ICO Registration Number: 0013658540
2. What Data We Collect
We may collect and process:
Identity data (name, job title)
Contact data (email address, phone number)
Business data (company name, website)
Communication data (emails, chat logs, call recordings)
Technical data (IP address, browser data, cookies)
3. How We Use Your Data
We process your data to:
Provide and manage our services
Respond to enquiries
Deliver AI-powered communication systems
Improve our services and automation systems
Conduct B2B marketing and outreach (where lawful)
4. Legal Basis for Processing
We rely on the following lawful bases:
Contract / Service Agreement – to deliver agreed services
Legitimate Interests – for relevant B2B communication and service improvement
Consent – where required (e.g. forms, cookies, SMS marketing)
5. AI & Automated Processing
We use AI systems, including chatbots and voice assistants, to process and respond to enquiries. You may interact with AI-generated responses. Conversations may be recorded and stored for service delivery and improvement purposes. We do not make solely automated decisions that produce legal or similarly significant effects without human oversight.
6. Website Enquiry Form & Outbound AI Voice Calls
When you submit an enquiry via the contact form on our website (www.ortoma.co.uk), you will be asked to provide your name, business name, phone number, email address, and industry.
By submitting the form, and where you provide your explicit consent, we may use your phone number to place an outbound automated call to you. This call is handled by an AI voice agent on behalf of ORTOMA for the purpose of following up on your enquiry and demonstrating our services.
You will be informed at the start of the call that you are speaking with an AI system. The call may be recorded and stored for up to 90 days.
Following the call, we may also send a follow-up SMS to the number you provided. You can opt out at any time by replying STOP to any message or requesting removal during a call.
The lawful basis for this processing is your consent, given at the point of form submission. You may withdraw your consent at any time by contacting us at contact@ortoma.co.uk. Withdrawal of consent will not affect any processing carried out prior to withdrawal.
Your data will not be used for unsolicited marketing following an outbound call without a further lawful basis.
7. Third-Party Processors
We use third-party providers to deliver our services, including:
GoHighLevel – CRM, communications, and workflow automation (US-based)
OpenAI – AI language model processing (US-based)
These providers process data on our behalf under contractual agreements.
8. International Data Transfers
Some of our service providers process data outside the UK, including in the United States. Where this occurs, we ensure appropriate safeguards are in place, including:
Standard Contractual Clauses (SCCs) – used with GoHighLevel and OpenAI
Adequacy regulations, where applicable
9. Data Retention
We retain personal data as follows:
Lead data: up to 24 months from last interaction
Client data: duration of contract + up to 6 years (legal obligations)
Call recordings: up to 90 days unless required longer
10. Your Rights
Under UK GDPR, you have the right to:
Access your personal data
Request correction or deletion
Object to processing
Restrict processing
Data portability
Withdraw consent at any time
To exercise your rights, contact: contact@ortoma.co.uk.
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at www.ico.org.uk.
11. Marketing & Communications
We may send B2B communications where we believe there is a legitimate interest. You can opt out at any time by:
Clicking unsubscribe in emails
Replying "STOP" to messages
Contacting us directly at contact@ortoma.co.uk
12. Cookies
We use cookies and similar technologies on www.ortoma.co.uk. Cookies are small text files stored on your device that help us operate and improve our website. We use the following types of cookies:
Strictly necessary cookies – essential for the website to function. These cannot be disabled.
Analytics cookies – help us understand how visitors use our website (e.g. pages visited, time on site). These are only set with your consent.
Marketing cookies – used to support our marketing and outreach efforts. These are only set with your consent.
When you first visit our website, you will be presented with a cookie banner allowing you to accept or decline non-essential cookies. You can also manage cookie preferences at any time through your browser settings.
13. Children's Data
Our services are intended for business use and are directed at adults. We do not knowingly collect or process personal data relating to individuals under the age of 18. If you believe we have inadvertently collected such data, please contact us at contact@ortoma.co.uk and we will delete it promptly.
14. Data Security
We implement appropriate technical and organisational measures to protect personal data, including secure CRM systems, access controls, and encryption where applicable.
15. Updates to This Policy
We may update this Privacy Policy from time to time to reflect changes in our services or legal obligations. When we do, we will update the effective date at the top of this page. Where changes are material, we will notify you by email or via a notice on our website.
16. Contact
If you have any questions about this Privacy Policy or how we handle your data, please contact us:
ORTOMA
66 Paul Street,
London,
EC2A 4NA
contact@ortoma.co.uk
www.ortoma.co.uk
Last updated 3rd June, 2026