1. Who we are
ReachOut.Systems is a trading name operated in the United Kingdom. We provide AI-powered customer outreach services to small and medium-sized businesses. In this policy, "we", "us", and "our" refers to ReachOut.Systems.
If you have any questions about how we handle your data, contact us at: info@reachout.systems
2. What data we collect and why
2.1 Data you provide directly
When you contact us via our website or chatbot, we collect:
- Your name
- Email address
- Phone number (optional)
- Business type and challenge description
- The content of your conversation with our AI assistant (Robin)
Lawful basis: Consent — you explicitly agree before any data is submitted. You may withdraw consent at any time by emailing us at info@reachout.systems.
2.2 Customer data processed on behalf of clients
Our core service involves processing historical customer data on behalf of our business clients — this may include names, email addresses, phone numbers, purchase history, and behavioural data spanning many years (in some cases, over 15 years of transactional history).
Lawful basis: Our clients are responsible for establishing a lawful basis for providing us with their customers' data. We process this data solely as a data processor acting on documented instructions. We do not use client customer data for any purpose other than delivering the agreed service.
2.3 Website usage data
We may collect standard website analytics data (such as pages visited, time on site, and referring URLs) to understand how visitors use our site. This data is aggregated and does not identify you personally.
3. How we use your data
We use the data you provide to:
- Respond to your enquiry and follow up as requested
- Deliver our outreach services where you become a client
- Improve our AI assistant and service quality
- Send relevant updates or information about our services (you can opt out at any time)
We will never sell your personal data to third parties or use it for unrelated marketing.
4. Data retention
For enquiry data collected via our website or chatbot: we retain your contact details and conversation transcript for as long as there is a legitimate business reason to do so — typically for the duration of any client relationship and for a reasonable period thereafter to support ongoing re-engagement and service delivery.
For client customer data processed on behalf of our business clients: retention periods are governed by the client's own data retention policies. We process long-term historical data (which may span many years) as an essential part of our customer re-engagement service. Clients are responsible for ensuring their retention practices are lawful.
You may request deletion of your personal data at any time by contacting info@reachout.systems. We will action deletion requests within 30 days unless we have a legal obligation to retain the data.
5. Who we share your data with
We share data only with trusted third parties necessary to deliver our service:
- Our own secure infrastructure (robin.reachout.systems) — our VPS processes contact and conversation data to power the Robin AI assistant.
We do not share your data with advertisers, data brokers, or any unrelated third parties.
6. Your rights under UK GDPR
You have the right to:
- Access — request a copy of the personal data we hold about you
- Rectification — ask us to correct inaccurate data
- Erasure — request deletion of your personal data
- Restriction — ask us to limit how we use your data
- Portability — receive your data in a machine-readable format
- Object — object to processing based on legitimate interests
- Withdraw consent — where processing is based on consent, withdraw it at any time
To exercise any of these rights, email info@reachout.systems. We will respond within 30 days.
If you are unhappy with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO).
7. Data security
We take data security seriously. All data is transmitted over encrypted connections (HTTPS/TLS). Access to personal data is restricted to authorised personnel only. We conduct regular reviews of our security practices.
In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify you and the ICO within 72 hours of becoming aware of it.
8. Cookies
This website uses minimal cookies necessary for the site to function. We do not use tracking cookies, advertising cookies, or third-party analytics cookies that identify you personally. If this changes, we will update this policy and seek your consent where required.
9. Changes to this policy
We may update this policy from time to time. The "last updated" date at the top of this page will reflect any changes. We encourage you to review this policy periodically. Continued use of our services after changes constitutes acceptance of the updated policy.
10. Contact us
For any privacy-related enquiries, please contact us at: info@reachout.systems