Privacy Policy
Last updated: 1 April 2026
1. Who we are
Umera AI is a UK based AI automation agency. We build and maintain bespoke AI voice agents and chat agents for estate agents, property managers, and small businesses.
Our registered website is umera.uk. If you have questions about this policy or your personal data, you can contact us at contact@umera.co.uk.
For the purposes of data protection law, Umera AI is the data controller for any personal data we collect through our website and services.
2. What data we collect
We keep data collection to a minimum. We only collect what we need to deliver our services and communicate with you.
Information you provide directly
When you book a call or submit an enquiry through our Cal.com booking form, we collect:
- Your name
- Your email address
- Your phone number (if provided)
- Any additional information you include in the booking notes
Information collected automatically
When you visit our website, Google Analytics 4 (GA4) collects certain data automatically. This includes:
- Pages you visit and how long you spend on them
- Your approximate geographic location (city level, not precise)
- Device type, browser, and operating system
- Referral source (how you found our site)
- Anonymised interaction data such as clicks and scroll depth
GA4 uses first party cookies to distinguish between visitors. We do not set any additional cookies from our site. See Section 8 for full cookie details.
3. How we use your data
We use the personal data we collect for these purposes:
| Purpose | Data used |
|---|---|
| To respond to your enquiry and schedule calls | Name, email, phone |
| To deliver our AI automation services once you become a client | Name, email, phone, business details |
| To send you relevant information about our services (only if you have opted in or we have a legitimate interest) | Name, email |
| To understand how visitors use our website and improve it | Analytics data (anonymised) |
We do not sell, rent, or trade your personal data to any third party. We never will.
4. Legal basis for processing
Under the UK General Data Protection Regulation (UK GDPR), we process your data under the following legal bases:
| Legal basis | When it applies |
|---|---|
| Contract | When you become a client and we need your data to deliver the services you have engaged us for |
| Consent | When you submit a booking form or voluntarily provide your contact details. You can withdraw consent at any time by emailing us |
| Legitimate interest | When we follow up on genuine enquiries, improve our website based on analytics data, or maintain our business relationship with you |
5. Third party services
We use a small number of trusted third party services to operate our business. Each service only receives the data it needs to perform its function.
| Service | Purpose | Data shared |
|---|---|---|
| Cal.com | Booking and scheduling calls | Name, email, phone, booking notes |
| Google Analytics 4 | Website analytics and usage reporting | Anonymised browsing data, device info, location (city level) |
| n8n (self hosted) | Workflow automation for delivering our services | Client data as required by the specific automation (covered under our client service agreement) |
| Monday.com | Project management and client delivery tracking | Client name and project details |
| Gmail | Email communication | Name, email, message content |
| Messaging for client service delivery | Phone number, message content (client services only) | |
| Hostaway | Property management platform integration | Guest and booking data (client services only) |
| Slack | Internal team communication and client escalation | Escalated messages and client queries (client services only) |
| TeamUp | Scheduling and calendar management | Appointment and scheduling data (client services only) |
Where third party services are used as part of our client delivery (n8n, Monday.com, WhatsApp, Hostaway, Slack, TeamUp), data sharing is governed by the individual client service agreement and only applies to data related to that client's operations.
6. Data retention
We keep your data only as long as we need it. Our retention periods are as follows:
- Enquiry data (name, email, phone from booking forms): retained for 12 months after your last interaction with us. If you become a client, this data is retained for the duration of our service agreement.
- Client data: retained for the duration of the service agreement plus 24 months after the agreement ends, to allow for follow up questions or reactivation.
- Analytics data: Google Analytics 4 retains event data for 14 months by default. We do not export or store analytics data beyond what GA4 retains.
When data reaches the end of its retention period, we delete it securely. You can request earlier deletion at any time (see Section 7).
7. Your rights under GDPR
Under the UK GDPR, you have the following rights regarding your personal data:
- Right of access. You can request a copy of the personal data we hold about you.
- Right to rectification. If any data we hold is inaccurate or incomplete, you can ask us to correct it.
- Right to erasure. You can ask us to delete your personal data. We will do so unless we have a legal obligation to retain it.
- Right to restrict processing. You can ask us to limit how we use your data while a concern is being resolved.
- Right to data portability. You can request your data in a structured, commonly used, machine readable format.
- Right to object. You can object to our processing of your data where we rely on legitimate interest as the legal basis.
- Right to withdraw consent. Where processing is based on consent, you can withdraw that consent at any time.
To exercise any of these rights, email us at contact@umera.co.uk. We will respond within 30 days.
If you are not satisfied with how we handle your request, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.
8. Cookies
Our website does not set any first party cookies directly. The only cookies placed on your device come from Google Analytics 4, which we use to understand how visitors interact with our site.
Cookies set by Google Analytics 4
| Cookie | Purpose | Duration |
|---|---|---|
| _ga | Distinguishes unique visitors to the site | 2 years |
| _ga_[ID] | Maintains session state across page views | 2 years |
These cookies collect anonymised data only. They do not identify you personally. Google's privacy policy governs how Google processes this data. You can read it at policies.google.com/privacy.
You can opt out of Google Analytics tracking by installing the Google Analytics Opt Out Browser Add On. You can also disable cookies in your browser settings at any time.
9. Changes to this policy
We may update this privacy policy from time to time to reflect changes in our services, legal requirements, or business practices. When we make changes, we will update the "Last updated" date at the top of this page.
For significant changes that affect how we process your data, we will make reasonable efforts to notify you directly (for example, by email if you are an existing client).
We recommend checking this page periodically to stay informed.
10. Contact us
If you have any questions about this privacy policy, your personal data, or want to exercise your rights, get in touch:
- Email: contact@umera.co.uk
- Website: umera.uk
We aim to respond to all enquiries within 5 working days.