Privacy Policy

Last updated: 2 May 2026 · Radiant AI · hello@theradiantai.com

1. Who We Are

Radiant AI ("we", "our", "us") operates the platform available at theradiantai.com and its subdomains. We provide AI-powered WhatsApp receptionist services to businesses and their customers. Our registered contact email is hello@theradiantai.com.

2. Information We Collect

We collect the following categories of personal data:

Customer data: When a customer messages a business using Radiant AI, we collect their name, phone number, email address (if provided), and the content of their WhatsApp conversation.
Booking data: Appointment dates, services requested, and booking history.
Business owner data: Name, email address, business details, and login credentials for portal access.
Usage data: How the platform is used, including log data, IP addresses, and session information.

3. How We Use Your Information

We use the information we collect to:

Provide and operate the Radiant AI receptionist service
Process and confirm appointment bookings
Send automated appointment reminders and follow-up messages
Allow business owners to manage leads and bookings via the portal
Improve and develop our platform and services
Comply with legal obligations

4. Legal Basis for Processing (GDPR)

For users in the United Kingdom and European Union, we process personal data on the following legal bases:

Legitimate interests: Processing customer enquiries and managing appointments on behalf of businesses
Contract performance: Processing data necessary to provide services to business clients
Consent: Where customers have explicitly engaged with the AI receptionist service
Legal obligation: Where we are required to process data by law

5. Data Sharing

We share personal data with the following categories of third parties:

Twilio Inc: WhatsApp message delivery (United States — adequacy mechanism: Standard Contractual Clauses)
Calendly LLC: Appointment booking (United States — adequacy mechanism: Standard Contractual Clauses)
SendGrid (Twilio): Email delivery (United States — adequacy mechanism: Standard Contractual Clauses)
OpenAI LLC: AI message processing (United States — adequacy mechanism: Standard Contractual Clauses)
Google Cloud: Infrastructure and data storage (United Kingdom/EU regions)
Business clients: Customer data is shared with the business that the customer contacted via WhatsApp

We do not sell personal data to third parties.

6. Data Retention

We retain personal data for the following periods:

Customer conversation and lead data: 2 years from last contact, unless the business requests deletion earlier
Booking data: 7 years for financial record purposes
Business owner account data: Duration of the business relationship plus 1 year
System logs: 90 days

7. Your Rights

Under UK GDPR and the Data Protection Act 2018, you have the following rights:

Right of access: Request a copy of the personal data we hold about you
Right to rectification: Request correction of inaccurate personal data
Right to erasure: Request deletion of your personal data in certain circumstances
Right to restriction: Request that we limit how we use your data
Right to portability: Receive your data in a structured, machine-readable format
Right to object: Object to processing based on legitimate interests

To exercise any of these rights, please contact us at hello@theradiantai.com. We will respond within 30 days.

8. Data Security

We implement appropriate technical and organisational measures to protect personal data, including:

Encryption of data in transit (HTTPS/TLS) and at rest
Access controls limiting data access to authorised personnel only
Regular security reviews and database backups
All credentials stored in Google Secret Manager — never in code

9. Cookies

Our website uses session cookies to maintain login state for business portal users. These are essential cookies required for the portal to function. We do not use tracking, advertising, or analytics cookies.

10. International Transfers

Some of our third-party service providers process data outside the UK and EEA. Where this occurs, we ensure appropriate safeguards are in place, including Standard Contractual Clauses approved by the UK ICO.

11. Complaints

If you have concerns about how we handle your personal data, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify business clients of significant changes by email. The date at the top of this page indicates when it was last updated.

13. Contact Us

For any privacy-related questions or requests, please contact us at hello@theradiantai.com.