1. Who we are
AKS Systems provides an AI-powered telephone answering and job-booking service for boiler and heating businesses in the Republic of Ireland. Our contact email is ali@aks-systems.com.
2. What caller data we collect
When someone calls a heating business using our service, we may collect:
- The caller's name
- Phone number (calling line identification)
- Nature and location of the job or enquiry
- Preferred appointment date and time
- A recording of the call (where lawfully required for quality and booking accuracy)
3. Why we process it
Caller data is processed solely for the purpose of booking a job appointment on behalf of the heating business receiving the call. This constitutes a legitimate interest of that business under Article 6(1)(f) of the GDPR, as processing is necessary to perform the service the caller is requesting.
Call recordings (where used) are processed under the same legitimate interest basis for call accuracy and quality assurance, and are retained only as long as necessary for those purposes.
4. Who we share data with
Caller data is passed to the heating business on whose behalf we answered the call. We do not sell or share caller data with any other third party for marketing or profiling purposes.
We may use sub-processors (for example, cloud telephony or calendar platforms) to deliver the service. All sub-processors are contractually bound to handle data in line with the GDPR.
5. Retention
Booking information is retained for as long as is necessary for the heating business to fulfil the appointment and comply with its own record-keeping obligations. Call recordings are deleted within [X] days of the call. This period is to be confirmed prior to go-live.
6. Your rights
Under the GDPR, you have the right to:
- Access a copy of the personal data we hold about you
- Rectification of inaccurate data
- Erasure (“right to be forgotten”) in certain circumstances
- Object to processing based on legitimate interests
- Lodge a complaint with the Data Protection Commission (DPC)
To exercise any of these rights, please email ali@aks-systems.com.
7. Contact
For any privacy-related queries, contact us at ali@aks-systems.com.