Privacy notice
What we do with your information.
Plain English, no hedging. This notice explains what we collect when you use this website or get in touch, why we have it, how long we keep it, and what you can ask us to do with it.
Who we are
The Quiet Team builds AI staff for UK businesses — phone answering, chat, and back-office support. The Quiet Team is a trading name of AXYCAD LTD, and AXYCAD LTD is the data controller for the information described in this notice.
| Registered company | AXYCAD LTD |
|---|---|
| Company number | 10782515 (England and Wales) |
| ICO registration | ZC056159 |
| Contact | hello@thequietteam.co.uk |
We haven't appointed a Data Protection Officer, because we're not required to. Questions about data go to the email address above and reach the person who can actually answer them.
We're a small company and don't publish a street address, but AXYCAD LTD's registered office is on the public register at Companies House under company number 10782515. If you need a postal address for a formal request, email us and we'll give you one.
What we collect, and why
| What | When | Why we have it | Lawful basis |
|---|---|---|---|
| Your name, business name, phone number and preferred call time | When you fill in the callback form on this site | So we can ring you back about the enquiry you made | Legitimate interests — you asked us to contact you |
| Your email address and whatever you write to us | When you email us | To answer you, and to keep a record of what was agreed | Legitimate interests |
| Messages you type into the chat assistant on this site | When you use the chat widget | To answer your questions about what we do | Legitimate interests |
| Technical data — IP address, browser type, pages visited, timestamps | Automatically, in our hosting provider's server logs | To keep the site running, secure and free of abuse | Legitimate interests |
We don't ask for anything we don't need. There is no account to create, no payment taken on this website, and we don't collect special category data (health, ethnicity, beliefs and so on) through this site.
Please don't send us confidential information through the chat
The chat assistant is for general questions about what we do. Don't put customer details, card numbers, health information or anything confidential into it. If you need to discuss something sensitive, email us and we'll arrange a proper route.
If you're a caller, not a customer
This is the part most people actually want to know, so we'll be direct about it.
When one of our clients uses an AI line we've built, and you ring that business, the business is the data controller for that call — not us. We act as their data processor. That means we handle the call on their instructions, under a written agreement, and we don't use what's said in those calls for our own purposes. We never sell it, and we never use it to train a public AI model.
The line tells you it's an AI line whenever you ask. If you want to know what a specific business does with your call, ask them, or ask us and we'll point you to the right contact.
Who else touches your information
We use a small number of suppliers to run the business. They only process your information on our instructions, and only to do the job they're there for.
| Supplier | What they do for us |
|---|---|
| Vercel | Hosts this website and holds its server logs. |
| Porkbun | Runs the hello@thequietteam.co.uk mailbox and stores the messages you send us. |
| Anthropic | Generates the chat assistant's replies. What you type is sent to their API to produce an answer. Anthropic's API terms state that data sent through the API is not used to train their models. |
We don't sell your information to anyone, and we don't share it for anyone else's marketing.
Where your information goes
Some of our suppliers are based outside the UK, or store data outside it. Where that happens, the transfer is covered by the UK's approved safeguards — an adequacy decision, or standard contractual clauses with the UK addendum. You can ask us which applies to a particular supplier.
Cookies and tracking
Nothing non-essential is set unless you say yes. When you first arrive we ask, plainly, whether we may use analytics and advertising cookies. Until you choose, none load. If you choose Reject, none load at all — and we don't ask again for a year.
Reject sits next to Accept, the same size and the same prominence. There's no pre-ticked box, no "by continuing you agree", and no version of this where carrying on reading counts as permission. It doesn't.
What's strictly necessary
One small entry in your browser's local storage remembering the choice you made, so we don't ask on every page. That's it. It holds a yes or a no and a date, nothing that identifies you.
What loads only if you accept
Analytics, to see which pages genuinely help people, and advertising measurement, so we know whether an ad was worth running. At the time of writing none of these are switched on yet — the consent step is in place ahead of them, not behind them.
Measuring our advertising
If you accept advertising cookies, and you then send us an enquiry, Google's advertising tools may receive a hashed version of the contact details you gave us — scrambled by your own browser into a string that can't be turned back into your email address or phone number. Google uses it only to work out whether an advert led to your enquiry, so we can stop paying for adverts that don't work.
This happens only if you accepted advertising cookies. Reject them and none of it takes place. You can withdraw that choice at any time using the button below, and we don't use these tools to build a profile of you or to sell anything about you to anyone.
Changing your mind
As easy as making it in the first place.
How long we keep it
- Enquiries that don't become work — up to 12 months, then deleted. Long enough to pick up a conversation that went quiet, not long enough to be a filing cabinet.
- Clients — for the length of the relationship, then 6 years, because tax and contract records have to be kept.
- Chat messages — kept only as long as needed to answer you and fix problems with the assistant.
- Server logs — a short rolling window for security and troubleshooting.
If you ask us to delete your information sooner, we will, unless there's a legal reason we have to keep it — and if there is, we'll tell you what it is.
Your rights
Under UK data protection law you can ask us to:
- tell you what we hold about you, and give you a copy
- correct anything that's wrong
- delete it
- restrict what we do with it, or object to it
- hand it over in a portable format
You can object to direct marketing at any time, and that right is absolute — we stop, straight away, no questions and no attempt to talk you round.
Email hello@thequietteam.co.uk and we'll deal with it within one month. There's no charge.
If we get it wrong
Tell us first and we'll try to put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint, or on 0303 123 1113. You don't have to come to us first, but we'd rather you did.
Keeping it safe
Access to enquiry data is limited to the people who need it. The site runs over HTTPS, mailboxes are protected with strong unique credentials, and supplier accounts are secured with multi-factor authentication where the supplier supports it. No system is perfect, and anyone who tells you otherwise is selling something — but if a breach ever put you at high risk, we'd tell you and the ICO within the required timescales.
Changes to this notice
If we change how we handle information, we'll update this page and change the date at the top. If the change is significant — new tracking, a new purpose — we'll say so clearly rather than quietly editing a line.
Getting in touch
Any question about this notice, or anything you'd like us to do with your information: