Smart Websites, Business Tools & Apps that Earn Their Keep.

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Privacy Policy

Last updated: 8 May 2026

WebAi.Scot Ltd ("we", "our", "us") respects your privacy. This policy explains what personal data we collect, why we collect it, how we use it and what rights you have under UK GDPR and the Data Protection Act 2018.

1. Who we are

We are WebAi.Scot Ltd, a company registered in Scotland (Company No. SC886292). Our registered office is 5 South Charlotte Street, Edinburgh, EH2 4AN. The registered office is not a correspondence address.

For all data protection enquiries, contact us at hello@webai.scot.

We are the data controller for personal data we hold about clients, prospects and visitors to www.webai.scot, including people who interact with our own digital receptionist.

We are a data processor for personal data captured by digital receptionists we have built for our clients. In those cases, our client is the controller and we process the data on their behalf under a separate data processing agreement.

2. Who this policy applies to

This policy covers three groups:

• Clients and prospects. People and businesses that engage us, request a quote or contact us about our services.
• Website visitors. Anyone who visits www.webai.scot, including those who chat with our digital receptionist, send us SMS or call our contact number.
• End-users of our clients' digital receptionists. People who chat with, text or call digital receptionists we have built for our clients. We process this data on behalf of our client. Each client should publish their own privacy notice covering this. We provide the technical processing only.

3. Data we collect

From clients and prospects:

• Identity data: name, business name and role.
• Contact data: email address, phone number and postal address.
• Project data: business details, project requirements, communications and any files you share with us.
• Financial data: billing details and payment records (handled by our payment processors).

From website visitors and digital receptionist users:

• Identity and contact data: name, phone number, email address and business name (only if you provide them).
• Conversation data: chat messages, SMS content, voice call transcripts and recordings made when you interact with our digital receptionist.
• Booking data: appointment details, calendar slot and the service requested.
• Returning visitor recognition: a unique identifier so the receptionist can recognise you on a return visit.
• Technical data: IP address, browser type, device type, time zone, pages visited and time spent.
• Cookies: see our Cookie Policy.

We do not knowingly collect or process special category data such as health data, religious beliefs or biometric data.

4. Why we collect it and our lawful basis

Performing a contract:

• Providing the services you have engaged us for.
• Sending invoices and processing payments.
• Communicating with you about your project.
• Operating the digital receptionist that takes your call or chat.
• Sending appointment confirmations and calendar invites.

Legitimate interest:

• Improving our services and the digital receptionist.
• Site analytics and security.
• Fraud and abuse prevention.
• Recognising returning visitors so the receptionist gives faster, more relevant answers.

Legal obligation:

• Keeping accounting records for HMRC.
• Responding to lawful requests from regulators or law enforcement.

Consent:

• Marketing emails, where you have opted in.
• Non-essential cookies, where you have agreed via the cookie banner.

You can withdraw consent at any time. Withdrawal does not affect processing already carried out before withdrawal.

5. Who we share data with

We use carefully chosen third-party processors. Each one is bound by a data processing agreement that requires UK GDPR-equivalent safeguards.

• Google Cloud (Google Ireland Limited). Hosting for www.webai.scot and our digital receptionist back-end.
• Cloudflare, Inc. Content delivery and DDoS protection in front of our website.
• Supabase, Inc. Database for digital receptionist conversations, bookings and customer records. Hosted in the EU (eu-west-2).
• Twilio Ireland Limited. Telephony, SMS and voice routing for the digital receptionist.
• ElevenLabs, Inc. Voice synthesis for the digital receptionist on phone calls.
• Anthropic, PBC. The Ai language model that powers the digital receptionist's conversation.
• Google Workspace (Google Ireland Limited). Calendar bookings and our internal email.
• Resend, Inc. Transactional email for booking confirmations and notifications.
• Stripe Payments Europe Limited. Payment processing for clients on monthly subscriptions.
• Xero (UK) Limited. Accounting and invoicing.

We do not sell or rent personal data. We will only share with other parties where required by law or with your specific consent.

6. International transfers

Some of our processors are based in the United States (Cloudflare, Supabase, ElevenLabs, Anthropic, Resend and Stripe). Where personal data is transferred outside the UK or EEA, we rely on one or more of the following safeguards:

• The UK International Data Transfer Agreement.
• Standard Contractual Clauses approved by the UK Information Commissioner.
• The processor's certification under the EU-US Data Privacy Framework or its UK extension, where applicable.

Copies of these safeguards are available on request from hello@webai.scot.

7. How long we keep data

• Client project records. Six years after the end of the contract, to meet UK tax and accounting law.
• Digital receptionist conversation transcripts. 90 days from the conversation, unless tied to a booking, in which case kept for the lifetime of the booking plus 90 days.
• Booking records. Until the appointment has taken place, plus a reasonable period to handle any follow-up. Booking records linked to active client services may be retained for the duration of those services plus 90 days.
• Returning-visitor identifiers. Until you ask us or the relevant client to remove them, or after 12 months of inactivity, whichever comes first.
• Marketing contact data. Until you unsubscribe.
• Website analytics. 14 months.
• Backups. Up to 30 days, after which they are overwritten.

8. Your rights

Under UK GDPR you have the right to:

• Access the personal data we hold about you.
• Ask us to correct inaccurate or incomplete data.
• Ask us to erase your data, subject to our legal obligations to retain it.
• Object to processing, or ask us to restrict processing.
• Receive your data in a portable format.
• Withdraw consent at any time.

To exercise any of these rights, email hello@webai.scot. We will respond within one month.

If you are not satisfied with how we handle your data, you can complain to the Information Commissioner's Office at www.ico.org.uk.

9. Cookies

We use a small number of cookies and similar technologies. See our Cookie Policy for details.

10. Children

Our services are not directed at children under 16. We do not knowingly collect personal data from children. If you believe a child has provided personal data to us, contact us and we will delete it.

11. Security

We use technical and organisational measures to keep your data secure, including:

• Encryption in transit (TLS) and at rest where supported by the processor.
• Access controls and role-based permissions on our systems.
• Logged and monitored access to production systems.
• Reviewed processors with their own security certifications (SOC 2, ISO 27001 where applicable).

No system is perfectly secure. If a breach affects your personal data and is likely to result in a risk to your rights, we will notify you and the ICO as required by law.

12. Changes to this policy

We may update this policy from time to time. The "last updated" date at the top reflects the most recent change. Material changes will be communicated by email to active clients.

13. Contact

WebAi.Scot Ltd
5 South Charlotte Street
Edinburgh EH2 4AN
hello@webai.scot

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Cookie Policy

Last updated: 8 May 2026

This policy explains what cookies we use on www.webai.scot and why. Read it alongside our Privacy Policy.

1. What is a cookie?

A cookie is a small text file stored on your device when you visit a website. Similar technologies include local storage and session storage. We use the word "cookie" in this policy to cover all of them.

2. What cookies we use

Strictly necessary

These are needed for the website and the digital receptionist to work. They do not require your consent.

• Chat session. Tracks your conversation with our digital receptionist so it can keep context within a single visit.
• Security and CSRF protection. Prevents cross-site request forgery on form submissions.
• Cookie consent state. Remembers whether you have accepted or declined optional cookies.

Functional

These improve your experience but are not strictly necessary. We ask for your consent before setting them.

• Returning visitor recognition. A unique identifier so the digital receptionist can recognise you on a return visit and give faster, more relevant answers.
• Preferences. Remembers any settings you change such as a preferred contact method.

Analytics

We do not currently use third-party analytics cookies on www.webai.scot. If we add them in the future, we will ask for your consent first and update this policy.

Marketing

We do not use marketing or advertising cookies.

3. Third-party cookies

Some of the services we use may set their own cookies:

• Cloudflare. Sets cookies for security and bot protection. These are strictly necessary.
• Stripe. If you reach a Stripe-hosted payment page, Stripe sets its own cookies for fraud detection. These apply only on Stripe's pages.

4. Managing cookies

You can manage cookies through your browser settings. Disabling strictly necessary cookies will affect how the website and the digital receptionist work.

If you would like to withdraw consent for non-essential cookies, contact us at hello@webai.scot and we will help.

5. Changes

We may update this policy. The "last updated" date at the top reflects the most recent change.

6. Contact

Questions about this policy: hello@webai.scot.

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Terms and Conditions

Last updated: 8 May 2026

These terms set out the agreement between WebAi.Scot Ltd ("we", "us", "our") and the client ("you", "your") when you engage us to provide services. By signing a quote, paying a setup fee or otherwise engaging us, you agree to these terms.

1. About us

WebAi.Scot Ltd is a company registered in Scotland (Company No. SC886292). Our registered office is 5 South Charlotte Street, Edinburgh, EH2 4AN. The registered office is not a correspondence address.

Contact: hello@webai.scot.

2. Definitions

Services means any of the following that we agree to supply: Smart Websites, Business Tools, Mobile Apps, Your Website's Voice or Your Business Voice (each as described on www.webai.scot at the time of your quote).

Outputs means the website, application, code, designs, content and documentation we produce for you under the agreed quote.

Setup fee means the upfront fee payable before we start work, as stated in your quote.

Subscription fee means the monthly fee payable during the minimum term, as stated in your quote.

Minimum term means the contractual period during which the subscription fee is payable, as set for the relevant Service in section 5.

3. Quotes and acceptance

3.1 You can request a quote via our website, by phone or by email.

3.2 We provide a fixed-price quote within 48 working hours of a discovery call. The quote sets out the scope, the setup fee, the monthly fee, the minimum term and any assumptions.

3.3 The quote is valid for 30 days. You accept the quote by signing it, replying by email confirming acceptance or paying the setup fee.

3.4 Once accepted, the quote forms part of these terms. If anything in the quote conflicts with these terms, the quote takes precedence on that point.

4. What we provide

4.1 We will perform the Services with reasonable skill and care.

4.2 We are an Ai-augmented agency. Repetitive coding work is handled by Ai tools under human review. Architecture, design and the parts that affect your business are human decisions. Every line shipped to you is reviewed by a human.

4.3 We will keep you updated through approval checkpoints and short progress updates. Most projects need 2 to 3 hours of your time across the full build.

4.4 The build timeframes on our website are typical. Your project's actual timeframe will be confirmed in your quote.

5. Minimum terms by Service

Each Service has its own minimum term. The minimum term starts on the day your Service goes live unless your quote says otherwise.

Service	Setup fee	Subscription	Minimum term
Smart Websites (Solo, Micro, Small)	£499	Monthly	24 months
Business Tools (Maintain, Develop, Scale)	£999	Monthly	12 months
Mobile Apps	£5,000 to start	Monthly, beginning when the app goes live	12 months from launch
Your Website's Voice	£199	£119 per month	12 months
Your Business Voice	£199	£119 per month	12 months

After the minimum term:

• Smart Websites and Business Tools. You can either continue on a £25 per month hosting plan or take the build elsewhere. Either way, the website or tool is yours.
• Mobile Apps. You can either continue on the maintenance subscription set out in your quote or take the build elsewhere. The app is yours.
• Voice products. The subscription rolls month to month. You can cancel with 30 days' notice or move to a new subscription term.

6. Fees and payment

6.1 The setup fee is payable on acceptance of the quote, before we start work.

6.2 The first monthly fee is due on the day the Service goes live. Subsequent monthly fees are due on the same day each month.

6.3 We accept payment by direct debit, standing order or card via Stripe. Bank details and payment links are provided on the invoice.

6.4 If a payment is not received within 14 days of the due date, we may suspend the Service until the account is brought up to date. We will give written notice before suspending.

6.5 Late payments may carry interest at 8% per year above the Bank of England base rate, calculated daily, in line with the Late Payment of Commercial Debts (Interest) Act 1998.

6.6 Subscription fees are fixed for the duration of the minimum term. After the minimum term, we may adjust fees by giving you 60 days' written notice.

6.7 All fees are exclusive of VAT. VAT is added at the prevailing rate where applicable.

7. You own what we build

This is the part that matters most to us, so it is worth saying plainly.

7.1 You own 100% of the Outputs from the moment we hand them over. The setup fee covers full assignment of all intellectual property in the Outputs to you, conditional only on payment of the setup fee.

7.2 You own your domain name. We register it in your name from the start. If we register on your behalf as a convenience, ownership is yours from registration.

7.3 You own your hosting account. We help you set it up. The account is in your name, with your billing details, and you can move it to another provider at any time.

7.4 You own all customer data, content, code, designs and documentation we produce for you.

7.5 If you want to leave, you take everything. We will help your next developer get up to speed if you ask us to. There is no IP release fee, no domain transfer fee and no exit fee. We build. We teach. You own.

7.6 We retain ownership of our own internal tools, libraries, processes and Ai-prompt assets that pre-existed your project or that are general to our work. These are not part of your Outputs.

8. Use of your work in our portfolio

8.1 We will only feature your work in our portfolio, on our website or in our marketing with your prior written permission.

8.2 If you give permission, we may use the project name, screenshots, your business name and a short description. You can withdraw permission in writing at any time and we will remove the feature within 30 days.

8.3 Aggregate, anonymised information about projects (for example "we have built 30 Smart Websites") may be used without permission, provided no individual client can be identified.

9. Your responsibilities

9.1 You will provide content, information, brand assets and feedback we reasonably need to do the work, in a timely manner.

9.2 You are responsible for the accuracy and legality of any content you provide.

9.3 You will review and approve checkpoints within 7 working days. If you do not respond, we may treat the work at that checkpoint as approved and continue.

9.4 You will not use our Services for anything illegal, defamatory, offensive or in breach of third-party rights.

10. Hosting and uptime

10.1 We host Smart Websites on Google Cloud. Business Tools are hosted on platforms suited to the build (typically Google Cloud, Cloudflare or Supabase).

10.2 We aim for 99.5% uptime measured monthly, excluding scheduled maintenance and events outside our reasonable control.

10.3 If uptime falls below 99.5% in any calendar month, we will credit one tenth of that month's subscription fee to your next invoice for each full percentage point below the target, up to a maximum of one full month's fee.

10.4 We carry out routine maintenance during off-peak hours where practical.

11. Voice products: digital receptionist

11.1 The Voice products process voice, SMS and chat conversations between you, your customers and the digital receptionist. We act as a data processor for this personal data. You are the data controller. See our Privacy Policy for details.

11.2 The fair use limit is 300 calls or 350 minutes of voice per month, with unlimited SMS and web chat (provided usage is not abusive or automated). Once you exceed the limit, we may discuss an upgrade or charge additional usage at our then-current rates.

11.3 The digital receptionist is configured with the information you provide about your business. You are responsible for keeping that information accurate.

11.4 We do not guarantee that the digital receptionist will respond perfectly to every conversation. It is a good system, but it is a system. You remain responsible for the relationship with your customers.

11.5 You are responsible for your own privacy notice covering the use of the digital receptionist with your customers. We will provide a template if helpful.

12. Changes after launch

12.1 During the minimum term, minor changes are included as set out in your quote.

12.2 Larger changes are quoted separately at our then-current rate (currently £49 per hour).

12.3 We will not change the scope of your Service mid-build without written agreement.

13. Termination

13.1 Either party may terminate the agreement immediately by written notice if the other party materially breaches these terms and does not put the breach right within 30 days of being asked.

13.2 We may terminate immediately if you become insolvent, enter administration or are otherwise unable to pay your debts.

13.3 If you terminate during the minimum term other than for our breach, the remaining monthly fees for the minimum term become due. This is the only early-termination fee. There is no IP release fee, no domain transfer fee and no exit fee.

13.4 If we terminate for your breach, the same applies.

13.5 On termination, we will give you everything you own (code, content, designs, documentation, customer data) within 14 days. If you owe us money, we may withhold transfer of platform accounts (but not the Outputs themselves) until paid.

14. Liability

14.1 Nothing in these terms limits liability for death or personal injury caused by our negligence, for fraud or for any other liability that cannot be excluded by law.

14.2 Subject to clause 14.1, our total liability for any claim arising under these terms is limited to the total fees you have paid us in the 12 months before the claim arose.

14.3 We are not liable for indirect or consequential loss, including loss of profit, loss of revenue, loss of business opportunity, loss of goodwill or loss of data, except where caused by our gross negligence or wilful misconduct.

14.4 We are not liable for events outside our reasonable control, including failures of third-party platforms we use.

15. Confidentiality

15.1 Each party will keep confidential any information shared by the other that is marked confidential or that a reasonable person would treat as confidential.

15.2 Confidentiality obligations continue for 3 years after the agreement ends.

16. Data protection

16.1 We will process personal data in line with our Privacy Policy and applicable data protection law.

16.2 Where we act as your data processor (for example, on Voice products), the parties will sign a separate data processing agreement that meets UK GDPR requirements.

17. General

17.1 Entire agreement. These terms together with your quote form the whole agreement between us. They replace any earlier discussions or proposals.

17.2 Variations. Any change to these terms must be in writing and signed by both parties.

17.3 Severability. If any part of these terms is found to be unenforceable, the rest remains in force.

17.4 No waiver. A delay in enforcing a right does not waive that right.

17.5 Notices. Notices must be in writing and sent by email to the address on the latest invoice or contract, or by post to the registered office.

17.6 No partnership. Nothing in these terms creates a partnership, agency or employment relationship between us.

17.7 Third parties. Only the parties to these terms can enforce them. The Contracts (Rights of Third Parties) Act 1999 does not apply.

17.8 Assignment. You cannot assign these terms without our written consent. We may assign to a successor or affiliated entity.

18. Governing law

18.1 These terms are governed by Scots law.

18.2 Any dispute will be settled in the Scottish courts. We will try to resolve disputes through good-faith conversation first.

By engaging us, you confirm you have read and understood these terms.