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MajorisMinds

Security and data

Your callers’ data, handled with care

Where data lives, how it is protected, how long it is kept and who is responsible for what — in plain English.

Controls

How we protect your data

  • Data location

    Data is primarily stored in UK or EU/EEA data centres. Where a transfer outside these regions is needed, including to the US, we use Standard Contractual Clauses, UK International Data Transfer Agreements or adequacy decisions.

  • Encryption

    TLS for data in transit and AES-256 encryption at rest for voice logs, transcripts and account data. Integration tokens are encrypted with AES-256-GCM.

  • Per-business isolation

    Every request is scoped to one business and enforced in the database with row-level security. Agents, knowledge base, call logs, users, queues and integrations are never shared between customers.

  • Access control

    Roles decide who can manage agents, users, billing and AI settings and who can read call logs. Sign-in uses a one-time email code by default, so a stolen password alone is not enough.

  • Retention you control

    Retention is set per agent, from 7 days to a year or indefinitely. Expired transcripts and recordings are deleted automatically, and audio recording is optional.

  • Audit logs

    Telephony changes and every action an agent takes through an integration are recorded, and actions that create, change or send data are confirmed first.

  • Controlled website embeds

    Chat and voice embed keys are shown once, stored hashed, and can be rotated or revoked at any time.

  • Your keys, encrypted

    Telephony credentials, AI provider keys, storage credentials and OAuth tokens are encrypted at rest with AES-256-GCM.

  • Data Processing Agreement

    For data about your callers you are the controller and we are the processor. A Data Processing Agreement is available on request.

Retention

How long we keep data

Deletion requests are actioned within 30 days, subject to legal retention obligations.

Voice logs and call transcripts
Set per agent: 7, 30 or 90 days, one year or indefinitely
Account data
Life of the account, then up to 6 years for legal and audit purposes
Financial and billing records
6 years (UK legal requirement)
Support communications
3 years

Sub-processors

Who helps us run the service

Trusted providers bound by data processing agreements. We never sell personal data.

The full list with locations is available on request: team@majorisminds.com

Cloud hosting and storage
Running the platform and storing your data
Telephony (Twilio)
Connecting phone calls to and from your numbers
Real-time media (LiveKit)
Carrying live audio between callers and agents
Speech and language AI
Transcribing speech, generating replies and synthesising the voice
Payment processing
Handling card payments; we never store full card details

Shared responsibility

What we do, and what you do

We are responsible for

  • Securing the platform, infrastructure and stored data
  • Processing caller data only on your instructions
  • Isolating your workspace from every other customer
  • Honouring deletion and access requests within 30 days

You are responsible for

  • Telling callers when calls are recorded and getting consent where required
  • Being honest that callers are speaking to an AI — we recommend saying so in the opening line
  • Following PECR and TPS rules for outbound calls
  • Keeping account credentials safe and reviewing who has access

Certifications: we only list certifications we hold. If your organisation needs a security questionnaire completed, email team@majorisminds.com. To report a vulnerability, email the same address and we will respond promptly.

FAQ

Security questions

Read the full privacy policy.

Is my data secure and GDPR compliant?

Each business’s data is isolated: every request is scoped to your workspace, so agents, documents, call logs, users, queues and integrations are never visible to another customer. Data is encrypted in transit with TLS and at rest with AES-256, integration tokens are encrypted with AES-256-GCM, and role-based permissions control who can see transcripts and settings.

Data is primarily stored in UK or EU/EEA data centres. Where a transfer outside these regions is needed, we rely on approved safeguards such as Standard Contractual Clauses or the UK International Data Transfer Agreement.

Retention is set per agent — 7, 30 or 90 days, one year or indefinitely — and transcripts and recordings are deleted automatically when they expire. Call recording can be switched off for sensitive lines. For your callers’ data you are the controller and we act as processor, and a Data Processing Agreement is available on request. We follow UK GDPR principles and never sell personal data.

How does logging work? Can I turn recording off?

Every call and chat is logged with its transcript so your team can review it. Audio recording is optional per agent, and retention is set per agent — as short as 7 days — so transcripts and recordings are deleted automatically in line with your own policies.

Do callers know they are talking to an AI?

Our templates instruct the agent to be honest whenever a caller asks if they are speaking to an AI, and we recommend also saying so in the opening line — for example “Hi, I’m the AI assistant for River Dental”. Being open about AI builds trust, and transparency rules such as Article 50 of the EU AI Act require it in many situations.

Can Narvin be used in regulated industries?

Yes, with the right configuration. Healthcare, legal and financial teams typically switch off audio recording, shorten retention, keep the agent to scheduling and information, and route anything sensitive to a person. Talk to us about your sector so we can help you set it up appropriately.

How are transcripts and call analysis stored?

Transcripts are stored with the call log. AI call analysis — summary, call type, key topics, action items, sentiment and resolution — runs in the background after each call and is attached to the same log, ready to review or export as CSV.

Where to next

Put an AI agent on your phones this week

Start on the Free plan, hear a sample call first, or let our team set it up with you.

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