Last updated: March 2026
This privacy policy explains how Coastline Automation Ltd (“we”, “us”, “our”), trading as RingCatch, collects, uses, stores, and protects personal data.
Coastline Automation Ltd is a company registered in England and Wales.
We operate the website ringcatch.ai and provide a managed AI phone receptionist service (“RingCatch”) to trade businesses across the United Kingdom.
This policy covers two groups of people:
Website visitors: People who visit ringcatch.ai, book consultations via our scheduling tool, or contact us by email.
Callers: People who call a phone number answered by a RingCatch AI agent on behalf of one of our client businesses. If you have called a business that uses RingCatch, this section explains how your data is handled.
If you are a caller to a business that uses RingCatch, that business is the “Data Controller” for your personal data — they determine why your data is collected (to receive your business enquiry). Coastline Automation Ltd acts as the “Data Processor” — we process your data on behalf of that business in order to deliver the RingCatch service to them.
We do not intentionally collect special category data (such as health information, religious beliefs, or ethnic origin). However, callers may occasionally disclose such information during a conversation. Where this happens, the data is captured in the call recording but is not specifically extracted or processed.
We do not:
Under the UK General Data Protection Regulation (UK GDPR), we must have a lawful basis for processing your personal data. The bases we rely on are:
Consent: When you book a consultation or submit your contact details through our website, you consent to us processing that data to respond to your enquiry.
Contract performance: When a caller contacts a business that uses RingCatch, we process the caller's data as necessary for the performance of the contract between Coastline Automation and the client business — specifically, to capture and deliver the lead information that the service is designed to provide.
Legitimate interest: We process call recordings and transcripts for quality assurance, service improvement, and dispute resolution. We have carried out a balancing test and determined that these interests do not override the rights and freedoms of the callers, given that callers are informed at the start of the call that it may be recorded, the recordings are retained for a limited period, and access is restricted. For clients on our Pro tier, call transcripts are reviewed by a human to identify improvements to the AI agent — callers are informed of this at the start of the call.
RingCatch uses artificial intelligence (AI) voice technology to answer phone calls on behalf of our client businesses. When you call a number answered by RingCatch:
The AI does not make decisions that have legal or significantly impactful effects on you. It captures your enquiry and delivers it to the business — the business decides how to respond.
Call recordings may be reviewed by a human (the RingCatch service manager) for the purpose of improving the AI agent's accuracy and conversation quality. This review is carried out under our legitimate interest basis and is subject to the same retention limits and access controls as all other call data.
We share personal data with the following parties:
If you call a number answered by RingCatch, a structured summary of your enquiry (name, requirements, location, urgency) is delivered to the business you called via SMS and email. The call recording and transcript are available to us (Coastline Automation) for quality assurance but are not routinely shared with the client business unless specifically requested and agreed.
We use the following third-party service providers to deliver the RingCatch service:
| Service provider | What they do | Where they are based |
|---|---|---|
| Retell AI | Powers the AI voice agent, stores call recordings and transcripts | United States |
| Twilio | Provides the telephone number and call routing, delivers SMS messages | United States |
| Google (Workspace and Sheets) | Hosts email delivery and call log data | United States and European Union |
| n8n | Automates the workflow between the AI agent and the delivery of lead data | European Union |
| Calendly | Manages consultation bookings for website visitors | United States |
We do not share your data with any other third parties, and we do not sell your data.
Some of our service providers are based in the United States. When your data is transferred outside the United Kingdom, we ensure that appropriate safeguards are in place in accordance with UK GDPR. These safeguards include:
If you would like more information about the specific safeguards in place for any transfer, please contact us at richard@coastlineautomation.co.uk.
We retain personal data only for as long as necessary for the purposes described in this policy.
| Data type | Retention period |
|---|---|
| Call recordings (audio) | 90 days from the date of the call, then automatically deleted |
| Call transcripts (text) | 90 days from the date of the call, then automatically deleted |
| Structured lead data (name, requirements, location) | 12 months, then anonymised or deleted |
| Call metadata (date, time, duration) | 12 months, then deleted |
| Website visitor data (consultation bookings, contact form submissions) | For the duration of the business relationship or enquiry, then deleted within 6 months |
| Client business data (account information, billing) | For the duration of the client relationship plus 6 years (to meet UK legal and accounting requirements) |
We take the security of personal data seriously and have implemented appropriate technical and organisational measures, including:
In the event of a personal data breach, we will notify the relevant client (Data Controller) without undue delay and within 24 hours of becoming aware of the breach. The client is responsible for notifying the Information Commissioner's Office (ICO) within 72 hours if required under UK GDPR.
Under UK GDPR, you have the following rights in relation to your personal data:
Right of access: You can request a copy of the personal data we hold about you.
Right to rectification: You can ask us to correct inaccurate or incomplete personal data.
Right to erasure: You can ask us to delete your personal data in certain circumstances (for example, if the data is no longer necessary for the purpose it was collected).
Right to restrict processing: You can ask us to temporarily limit how we use your data while a concern is being resolved.
Right to data portability: You can request that we provide your data in a structured, commonly used, machine-readable format.
Right to object: You can object to our processing of your data where we rely on legitimate interest as our lawful basis. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests.
Right to withdraw consent: Where we process your data based on consent, you can withdraw that consent at any time.
Right to lodge a complaint: You have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data has been handled unlawfully.
To exercise any of these rights, please contact us at richard@coastlineautomation.co.uk. We will respond to your request within 30 days.
If you are a caller to a business that uses RingCatch: Because the business you called is the Data Controller, we recommend contacting that business directly in the first instance. If you contact us, we will work with the relevant business to fulfil your request.
Our website uses cookies. For full details on the cookies we use and how to manage your preferences, please see our Cookie Policy.
Our services are not directed at children under the age of 16. We do not knowingly collect personal data from children. If a caller is under 16, their data will be handled in accordance with this policy and deleted upon request.
We may update this privacy policy from time to time to reflect changes in our services, legal requirements, or data processing practices. When we make significant changes, we will update the “Last updated” date at the top of this page. We encourage you to review this policy periodically.
If you have any questions about this privacy policy or how we handle your personal data, please contact us: