Who we are and how to contact us
Becki.ai is a product of The Media Den Limited, registered in England and Wales under company number 14235678. Our registered office is F29 Flexspace Newton Aycliffe Incubation Centre, Durham Way South, Aycliffe Business Park, Newton Aycliffe, United Kingdom, DL5 6XP.
For privacy questions, requests about your information or a data-protection complaint, email info@themediaden.co.uk or write to our registered office.
We decide how information is used to run our website, manage our own enquiries and demos, and administer Becki accounts. For those activities, we are the data controller.
What is available now
Seven-day free trials are available on Becki Starter and Becki Receptionist. Create your workspace and prepare your business setup to get started. Creating an account does not start the trial clock, activate a telephone service or take a payment. No credit card is required for account setup or the trial.
Your trial starts after Becki has been prepared, tested and activated for your business. Continuing after the trial will require a separately confirmed subscription. A trial will not automatically enrol you in a paid subscription. Existing managed services may have their own agreed arrangements.
Your account and business setup
We collect your name, email address, business name, password and the business details you choose to save. These may include your website, services, opening hours, contact numbers, greeting, instructions, call preferences and business knowledge.
We use this information to create and secure your workspace, send account emails, save your progress, prepare your requested setup and respond to support requests. Passwords are protected and are not included in setup emails. Essential sign-in cookies keep your session secure.
Your name, email address, business name and password are needed to create an account. Website details and a future setup-call preference are optional. Signing up does not subscribe you to marketing emails. Saving a setup-call preference does not place a call; automated setup calls are not available yet.
Information from your website
If you ask us to read your business website during setup, we read up to eight publicly accessible pages. We save source addresses, extracts and a draft in your workspace. You can enter the information yourself instead. Review the draft and remove outdated, private or irrelevant material before approving it.
The personalised demo can also use accessible public pages and linked documents. Public material may include business contact information about other people. Protected content may be unavailable, long documents may be shortened, and extracted information can contain mistakes. Please use only a website you own or represent.
Your personalised demo
To prepare and deliver a demo you request, we use your first name, business information, website, phone number, email address and any extra details you provide. The demo form asks for permission to call your number and to record and transcribe the call for private quality review. Your camera and microphone are not used by the website for this telephone demo.
Use fictional customer details during the practice conversation. Demo bookings and availability are illustrative; the demo does not create a real booking or take a payment. We use the call transcript and feedback to review the demonstration.
We also keep a separate sales enquiry containing your contact details, business information, demo dates and pricing-email status so our team can handle your enquiry. Returning-caller recognition is optional and has its own permission choice. If you agree, Becki can use your real first name and business to recognise your number on a future demo call for six calendar months from that permission. A new, explicit permission is needed to renew it. You can tell Becki not to remember you or contact us to withdraw permission; recognition stops immediately. This does not itself delete the separate enquiry or call records; contact us if you want those records removed. A matching phone number is not proof of identity, so Becki should confirm who is speaking before discussing previous business details.
Entering an email address on the form does not authorise a pricing email. Becki asks you to confirm the address and sending during the call. Requesting a demo or pricing email does not add you to a marketing list.
If you contact a business that uses Becki
A business using Becki decides why it handles its customers’ and callers’ information, what it asks Becki to do, and who in its team can see the results. For information we handle on that business’s instructions, the business is the controller and we act as its processor.
Depending on the agreed service, records may include your contact details, call information, messages, transcripts, enquiry notes, appointment requests and booking history. Workspace members with the appropriate access can see the information for that business. The business’s privacy notice should explain its purposes, lawful basis and retention arrangements.
Contact that business first about a call, appointment or request concerning its records. You can also contact us to identify the relevant business or ask how to direct your request. Our own account administration, security and support records are covered by this notice.
Optional calendar connections
If a workspace owner or administrator connects a calendar account, we save its account label, available calendar names and selected calendars. Connection credentials are encrypted. A connection check reads a small sample from the next seven days without saving appointment titles, descriptions or attendees.
Selected Google Calendar events can be displayed to signed-in workspace members. If the business approves booking access and selects a writable calendar, Becki can check availability and create, reschedule or cancel appointments it created through the diary or an activated telephone service. Booking details, contact numbers, references and change history are retained in the workspace. Other calendar events are read for display and availability. Booking does not send invitations or customer confirmation messages. Outlook and iCloud currently provide read-access checks only.
Disconnecting removes the saved connection and its credentials from the active workspace. Existing appointments and workspace booking records remain. Private backups may retain an earlier copy until they expire. You can also revoke access through your calendar account settings.
Payments and trial information
Account creation does not take a payment. No card is required for the seven-day free trial. You will review the trial terms before activation and make a separate choice if you want to subscribe afterwards.
Where a payment or card-management facility is available for your account, card details are entered on its secure payment page. We do not store your full card number or security code. We use payment references, billing status and the records of your agreement to administer that facility. Saving a card by itself does not start a subscription or a trial.
Why we use information and our lawful bases
- Providing the account or demo you request: where you are the customer, we use information needed to take steps you ask for before a contract and to provide the agreed service. Where you act for a business, our legitimate interest is handling that business’s enquiry, account and support needs.
- Security and administration: our legitimate interests are securing accounts, limiting misuse, investigating problems and maintaining records of the requests and actions needed to operate the service.
- Optional activities: we rely on consent for optional website measurement and the demo recording and returning-caller recognition you agree to. You can withdraw consent using the relevant controls or by contacting us. Withdrawal does not change the lawfulness of earlier processing.
- Data-protection requests and legal duties: we use the information needed to handle your rights requests and comply with legal obligations that apply to us.
For caller information handled on a customer business’s instructions, that business determines its lawful basis. Permission to create a Becki workspace does not provide a lawful basis for every use of someone else’s information. Do not add account passwords, full payment-card details or unnecessary sensitive information to business instructions or demos.
Who receives information
Relevant members of the Becki team use information to administer accounts, respond to enquiries and provide support. A customer business’s authorised workspace members can access that business’s records. When you connect a calendar or ask for a message or booking action, information is sent to the relevant connected service or intended recipient.
We use service providers that help deliver the website and workspace, telephone conversations, account and requested emails, security, support and payment facilities. They receive information needed for the activities they provide. Optional website measurement also sends information to the organisations described below. Their own notices explain uses for which they are independently responsible.
Where information is processed
We operate in the United Kingdom. Some information is also processed outside the UK, including in the European Economic Area and the United States. The countries involved depend on the service and the organisations supporting it.
Applicable data-protection terms provide for safeguards such as transfers to countries recognised by the UK as providing adequate protection, or approved contractual protections, including the UK International Data Transfer Addendum. The protection that applies depends on the recipient and transfer. These arrangements do not mean that all information stays in the UK.
Contact info@themediaden.co.uk for more information about a relevant destination or safeguard, or to request a copy of the applicable protections with confidential information removed.
Optional website measurement and enquiry sources
If you allow website measurement, we collect visitor statistics such as pages viewed, referring sites and demo milestones to understand and improve the website. We also use the Meta Pixel to measure and improve our Facebook and Instagram ads.
Meta receives information about page visits and demo activity, including demo requests, connected and completed demos, and requests for a pricing email. It also receives page addresses, referring-page information, browser and device information, and cookie identifiers. Meta may set cookies such as _fbp and, after an ad click, _fbc. Meta can match this activity to its users for advertising measurement and delivery. We do not add the information you enter in the demo form or your call content to these events. Read Meta’s Privacy Policy for information about its use of this data.
For collection and transmission of event data used for ad targeting and delivery, we and Meta Platforms, Inc. act as joint controllers. The UK Controller Addendum sets out our responsibilities: we provide this information and manage consent on our website, and Meta handles rights requests for information it holds after transmission. Meta is separately responsible for its later processing. You can exercise your rights against either of us. Meta’s Privacy Policy explains its contact details, legal bases and rights controls.
Meta’s Business Tools Terms allow event data to be retained for up to two years. Audiences created from that data can remain until deleted. These periods are separate from the measurement choice stored in your browser.
We also remember the referring website, campaign tags and first page of your current visit in this browser tab. The visit record expires after 30 minutes without a tracked page visit and is removed when the tab closes. If you submit a demo request, we save these source details with your enquiry and include them in the private notification to our team. These source details follow the sales-enquiry retention period described below.
You can allow or decline measurement using the website prompt, and change your choice through “Measurement choices” at the bottom of the homepage, pricing or demo pages. We remember that choice for up to six months. Declining stops future optional measurement, clears this tab’s visit source and removes the Meta cookies set for this website; it does not delete information already received by Meta or an enquiry already submitted. The demo works either way. Browsers and private sharing may hide the original source, so some visits are recorded as “Direct / source unavailable”.
Partner introductions
If you arrive through a partner link and allow optional measurement, we save a referral cookie for 14 days. Declining measurement prevents new referral tracking; withdrawing permission removes the referral cookie from this website. It helps us credit the partner for your visit, demo enquiry, signup and payments. A later partner link may replace the cookie; direct visits do not. Once an enquiry or account is created, its referral remains with that record after the cookie expires. Our team uses this information to measure introductions and review commission estimates. We do not share your contact details with partners through this tracking.
How long information is kept
- Signup links: verification links expire after one hour. Expired pending signup requests are cleared when the next signup is processed. Account confirmation can be requested again.
- Account details and drafts: we keep these while your workspace is in use. If a free setup workspace has never been activated and remains unused for 12 months, we will give you at least 30 days’ notice before closing it. Returning to use it cancels that inactivity warning. This rule excludes active, paid, complimentary, existing managed and paused-trial workspaces, which are handled under their applicable arrangements. The end of a trial does not itself delete your account. Contact us to request closure.
- Personalised demo session: submitted details expire from the on-page session after one hour and are removed shortly afterwards.
- Demo call content: private recordings, transcripts and feedback are kept for seven days for quality review, then removed. If recording deletion needs another attempt, limited information needed to finish that deletion may remain while it is retried.
- Reusable public website content for demos: this is cached for up to 30 days from the original scan. It excludes the personal form details, extra information you enter, recordings, transcripts and feedback. Using the cache again does not extend its expiry.
- Sales enquiries: we review these 12 months after your last meaningful contact and delete them unless there is a continuing reason to keep them, such as an open request. Where we keep an enquiry longer, we record the reason and set another review within 90 days. Routine status updates do not restart the period.
- Optional returning-caller recognition: permission expires after six calendar months unless you give fresh permission. Withdrawal stops recognition immediately. Using the demo again does not renew this permission automatically. The separate sales enquiry and call records follow their own periods.
- Demo abuse-prevention identifiers: these are kept for 24 hours.
- Workspace closure: after a verified closure request, we remove the workspace’s personal information from our active records within 30 days, except information that must be kept separately for legal, accounting or unresolved claims. A remaining backup copy may take up to a further 30 days to expire, so removal from active records and backups can take up to 60 days from closure; shorter limits for particular information still apply. Closing one workspace does not delete information still needed for another workspace you use.
- Customer telephone records: existing managed services follow their agreed retention periods; this notice does not extend an existing seven-day period. Our planned default for future activated services is up to 90 days for recordings and transcripts, subject to the service terms confirmed before activation. This does not change the seven-day demo period.
- Email delivery: the standard delivery record, including message content and delivery details, is retained for 45 days. Minimal records of bounced, complained-about or blocked addresses may remain for as long as needed to prevent unwanted or failed delivery. Emails kept as part of an account or enquiry follow that record’s purpose and retention period.
- Backups: routine private backup copies expire within 30 days, or earlier where they contain information with a shorter retention limit. In particular, backup copies do not extend the seven-day limit for demo call content. Other deleted information may remain in a backup until it expires; it is not used as an active account or enquiry, and deletions are reapplied if a backup is restored. These backup periods are separate from email-delivery records.
- Measurement and referrals: the periods are described in the measurement and partner sections above.
The seven-day demo period applies to the demo recording, transcript and feedback, including retained copies. Other records, such as account details, telephone usage records, email delivery records and billing records, have their own periods described here. Necessary financial records are normally kept for six years from the end of the last financial year they relate to, subject to any longer or shorter period required by applicable law. Records needed for a legal obligation or unresolved claim are kept separately from a closed workspace for as long as that need applies. Calendar appointments may also remain in the connected calendar after disconnection. Contact us about the records relevant to your account, or contact the business responsible for a customer call.
Your choices and rights
Depending on the information and the lawful basis, you can ask for access to your personal information, correction, deletion, restriction of use or a portable copy. You can object to processing based on legitimate interests and withdraw consent where we rely on it. Some rights have conditions or exceptions.
Email info@themediaden.co.uk with your request. Include enough information to help us locate the relevant account or call, but do not send your password or full payment-card details. We may need to check your identity before disclosing or changing records.
If you are concerned about our handling of your information, you can make a data-protection complaint to us using the same email or postal address. You can also complain to the UK Information Commissioner’s Office. See the ICO’s complaints guidance.
Changes to this notice
We will update this page when the information described here changes. The date at the top shows when this version was updated.