Last updated: 2.7.26
1. Who We Are
FanaticAi ("FanaticAi", "we", "us", "our") is an AI automation agency operated by [FanaticAi legal entity name], a UK-based business. FanaticAi provides AI-powered lead reactivation, speed-to-lead, out-of-hours response, and review-management services to business clients ("Clients").
This Privacy Policy explains how we collect, use, and protect personal data when:
You visit our website, www.fanatic-ai.com (the "Site");
You book a call with us or otherwise enquire about our services;
We provide services to a Client, which may involve us processing personal data belonging to that Client's own customers or leads on the Client's behalf.
Contact: [email address] · [business address] · [phone number]
2. Two Roles We Play
Because of how FanaticAi's service works, we act in two different capacities, and different rules apply to each:
As a "Data Controller" — for data about people who visit our Site, enquire about our services, or become our Clients (e.g. your name, email, company, and call booking details). We decide why and how this data is used.
As a "Data Processor" — for data belonging to a Client's leads and customers (e.g. names and phone numbers uploaded into a Client's automation campaign). Here, the Client is the controller and tells us what to do with the data; we only process it under their instructions and under a separate data processing agreement with that Client.
If you are a lead or customer of one of our Clients and have received a message from an AI system operated by FanaticAi on that Client's behalf, please contact that business directly first, as they control the data. You can also contact us at [email address] and we will direct your request appropriately.
3. Information We Collect
3.1 Information you give us directly
Name, email address, phone number, company name and job title (e.g. via our contact form, calendar booking tool, or email/SMS correspondence with us);
Information shared during discovery/strategy calls (e.g. business type, lead volumes, current tools);
Payment and billing details when you become a paying Client (processed via our payment provider — we do not store full card numbers).
3.2 Information collected automatically
IP address, browser type, device type, pages visited, referral source, and general usage data via cookies and similar technologies (see Section 8);
Aggregated analytics about how visitors use the Site.
3.3 Information we process on behalf of Clients
Where we deliver services to a Client, we may process, strictly on that Client's instructions:
Names, phone numbers, and email addresses of the Client's leads/customers;
SMS/message content and metadata (timestamps, delivery/read status, opt-out status);
Conversation transcripts generated or classified by our AI systems;
Lead scoring, tags, and qualification notes generated by our AI.
We do not sell, rent, or use this Client lead data for our own marketing purposes, and we do not combine it with data from other Clients.
4. How We Use Information
We use information we control (Section 3.1–3.2) to:
Respond to enquiries and book calls;
Provide, operate, and improve our services;
Send you service updates, invoices, and (where you've agreed) marketing communications;
Understand how the Site is used and improve it;
Meet legal, accounting, and compliance obligations;
Detect, prevent, and investigate fraud or misuse.
Where we act as a processor (Section 3.3), we only use Client lead data to deliver the specific service the Client has instructed — e.g. sending automated SMS follow-ups, classifying replies, scheduling calls, or generating review responses — and for no other purpose.
5. Legal Basis for Processing (UK/EU visitors)
Where UK GDPR / EU GDPR applies, we rely on:
Consent — e.g. marketing emails/SMS, non-essential cookies;
Contract — to provide services you or your business has purchased;
Legitimate interests — to respond to enquiries, secure our Site, and improve our services, balanced against your rights;
Legal obligation — e.g. tax and accounting records.
6. AI-Generated and Automated Messaging
FanaticAi's services use AI (including large language models and automation platforms such as GoHighLevel and Twilio-based messaging infrastructure) to:
Draft and send SMS/text messages to leads on a Client's behalf;
Classify and interpret replies;
Score and qualify leads;
Draft responses to Google reviews.
Messages sent through our systems are generated by automated/AI processes, sometimes with human review. Any automated decision-making used (e.g. lead scoring) is used to prioritise follow-up, not to make legally or similarly significant decisions about individuals without human involvement. If you believe you've been subject to a solely automated decision with significant effect and you'd like human review, contact [email address].
7. Sharing and Disclosure
We do not sell personal data. We may share information with:
Service providers/sub-processors who help us operate — e.g. GoHighLevel (CRM/automation platform), Twilio or similar SMS carriers, hosting providers, email providers, payment processors, and AI model providers (e.g. Anthropic, OpenAI) used to power message drafting/classification. These providers are contractually bound to protect data and only use it to provide the service to us.
Clients — where we generate leads, transcripts, or reports as part of delivering a service to a business Client.
Professional advisers — accountants, lawyers, where necessary.
Authorities — where required by law, regulation, or valid legal process.
A buyer — if FanaticAi's business is sold or transferred, in which case data may transfer as part of that deal, subject to equivalent protections.
7.1 International Transfers
Some of our sub-processors (e.g. AI providers, hosting) may be based outside the UK/EEA, including the United States. Where this happens, we rely on appropriate safeguards such as the UK International Data Transfer Addendum / EU Standard Contractual Clauses, or transfers to jurisdictions with adequacy decisions.
8. Cookies and Tracking
Our Site may use cookies and similar technologies for:
Essential functions (e.g. keeping the site working, remembering cookie preferences);
Analytics (e.g. understanding visitor numbers and behaviour);
Marketing/advertising (e.g. measuring ad campaign performance).
You can control non-essential cookies via our cookie banner (where shown) or your browser settings. Disabling cookies may affect Site functionality.
9. SMS/Text Messaging Consent & Opt-Out
Where FanaticAi sends or facilitates SMS messages (either about our own services, or on behalf of a Client to that Client's leads):
Message frequency varies by campaign.
Standard message and data rates may apply.
Recipients may opt out at any time by replying STOP (or as otherwise instructed in the message), and may reply HELP for assistance.
We maintain opt-out/suppression lists and will not knowingly message someone who has opted out, except as required to confirm the opt-out itself.
We do not obtain, buy, or use phone number lists from unrelated third parties without a documented lawful basis and, where required, consent.
10. Data Retention
We retain personal data only as long as necessary for the purposes described above, including to meet legal, accounting, or reporting obligations. Client lead data processed under a service agreement is retained per that agreement and deleted or returned on request/termination, unless we're required by law to keep it longer. Typical retention periods:
Enquiry/contact form data: [X months/years] from last contact;
Client campaign data: for the duration of the engagement plus [X months];
Financial/invoicing records: as required by UK tax law (currently 6 years).
11. Your Rights
If UK/EU data protection law applies to you, you have the right to:
Access the personal data we hold about you;
Correct inaccurate data;
Request erasure ("right to be forgotten"), subject to legal exceptions;
Restrict or object to certain processing;
Data portability;
Withdraw consent at any time where processing is based on consent;
Complain to the UK Information Commissioner's Office (ICO) at ico.org.uk, or your local supervisory authority.
US-based individuals may have similar rights under applicable state laws (e.g. CCPA/CPRA for California residents), including the right to know, delete, and opt out of the sale/sharing of personal information. FanaticAi does not sell personal information.
To exercise any of these rights, contact us at [email address]. We may need to verify your identity before actioning a request.
12. Security
We use reasonable technical and organisational measures (e.g. access controls, encryption in transit, vendor due diligence) to protect personal data. No system is 100% secure, and we cannot guarantee absolute security of information transmitted to us.
13. Children's Privacy
Our services are intended for businesses and individuals aged 18+. We do not knowingly collect data from children.
14. Changes to This Policy
We may update this Privacy Policy from time to time. The "Last updated" date at the top will reflect the latest revision. Material changes will be highlighted on the Site.
15. Contact Us
Questions or requests regarding this Privacy Policy or your personal data:
FanaticAi [Email] [Phone, optional]
If you are in the UK and remain unsatisfied with our response, you can contact the Information Commissioner's Office (ico.org.uk).