First Line Intelligence – Privacy Policy

November 2025 – Version 1.0

First Line Intelligence (“we”, “us”, “our”) is the trading name of First Oak Capital Ltd, a company

registered in England and Wales (Company No. 14170340) with its registered office at:

Technology House, Station Road, Alton, Hampshire, GU34 2PZ

Email: [email protected]

ICO Registration Number: ZB342251

We are committed to protecting your personal data and respecting your privacy in accordance with

the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

For the purposes of data protection law, First Oak Capital Ltd T/A First Line Intelligence is the data

controller for personal data we collect directly from our website visitors, clients and their

representatives, and individuals who communicate with us.

We act as a data processor only when providing certain services (e.g., AI voice agents, chatbots,

smart websites) on behalf of clients.

2. The Data We Collect

We may collect and process the following categories of personal data:

Information you provide directly:

- Name

- Email address

- Phone number

- Company name and job title

- Enquiries submitted via our website or contact forms

- Information supplied when booking a demo or requesting services

Data collected automatically:

- IP address

- Browser type and device information

- Pages visited and actions taken

- Cookies

Data collected when using our AI tools (controller role only):

- Chat transcripts

- Voice messages and call recordings

- Form submissions

Data processed on behalf of clients (processor role):

- Customer contact details

- Chat logs and call transcripts

- Form submissions

3. How We Use Your Personal Data

As a data controller, we use your information to:

- Respond to enquiries

- Provide quotations or onboarding

- Deliver marketing communications (with consent or legitimate interest)

- Improve website experience

- Manage client relationships

- Comply with legal obligations

As a data processor, we only process data to:

- Provide AI voice agent, chatbot, and smart website services

- Store and manage data on behalf of clients

4. Legal Basis for Processing

We rely on:

- Legitimate interests

- Contractual necessity

- Consent

- Legal obligations

5. Sharing Your Data

We may share your data with service providers, professional advisers, or regulators where

required. We do not sell personal data. All sub-processors adhere to UK GDPR.

6. International Transfers

Any transfer outside the UK is protected by Standard Contractual Clauses, adequacy decisions, or

equivalent safeguards.

7. Data Retention

- Enquiries: up to 24 months

- Client contract data: up to 7 years

- Analytics data: 12–26 months

- AI agent/chatbot data (controller role): typically 90 days

Client data is retained or deleted based on their instructions.

8. Your Rights

You have the right to access, correct, delete, restrict, or object to processing, and to withdraw

consent.

Contact: [email protected]

9. Security

We implement appropriate security measures including encryption, access control, monitoring, and

staff training.

10. Cookies

We use cookies to improve user experience. A separate Cookie Policy is available on request.

11. Third-Party Links

We are not responsible for the privacy practices of external sites.

12. Changes to This Policy

Updates will be posted on our website.

13. Contact Us

First Line Intelligence

Technology House, Station Road, Alton, Hampshire, GU34 2PZ

Email: [email protected]

ICO Registration No: ZB342251