Privacy Policy

Last updated: June 2026  ·  CoreTradesAI, operated by CoreThreads Hub

1. Who We Are

CoreTradesAI is an AI-powered WhatsApp receptionist service for tradespeople in Tayside and Fife, Scotland. The data controller is CoreThreads Hub, contactable at geton@corethreads.co.uk.

2. What Data We Collect

We collect the following personal data to operate the service:

• Full name and business name (from sign-up form or WhatsApp)
• WhatsApp phone number (to route messages)
• Email address (for invoices and account communications)
• Service area and trade type
• Message content exchanged via WhatsApp, including transcribed voice notes
• Pricing information you provide (callout rates, labour rates, parts markup)
• Job details, quotes, and booking confirmations

3. How We Use Your Data

• To operate the AI WhatsApp receptionist on your behalf
• To generate and send quotes to your customers with your approval
• To schedule reminders for jobs
• To configure and maintain your knowledge base
• To send service-related notifications (not marketing without consent)

4. Legal Basis

We process your data on the basis of contract performance (to deliver the CoreTradesAI service you signed up for) and legitimate interest (to maintain security and improve the service). Customer data collected via WhatsApp is processed with explicit GDPR consent obtained at the start of each conversation.

5. Data Storage & Security

All data is stored on UK-contracted infrastructure. AI and speech processing is performed by US-based sub-processors (Anthropic, OpenAI) under Standard Contractual Clauses in accordance with UK GDPR Chapter V. We use industry-standard encryption in transit (TLS) and at rest. We do not sell your data to third parties. Third-party processors used include Twilio (WhatsApp infrastructure), OpenAI (speech transcription and vision analysis), Anthropic (AI response generation), and Railway (cloud hosting) — each operating under appropriate data processing agreements.

6. Data Retention

We retain conversation data for 12 months from the date of last activity. You may request earlier deletion at any time (see section 7). Billing records are retained for 7 years as required by HMRC.

7. Your Rights (UK GDPR)

You have the right to:

• Access your personal data
• Correct inaccurate data
• Request deletion ("right to be forgotten")
• Object to or restrict processing
• Data portability

To exercise any of these rights, email geton@corethreads.co.uk. We will respond within 72 hours and fulfil requests within 30 days.

7a. Automated Decision-Making

The service uses automated processing to qualify leads, generate price estimates, and draft appointment reminders. Where such processing produces a quote or booking confirmation with a financial effect on you, you have the right to:

• Receive an explanation of how the estimate was prepared
• Request human review by emailing geton@corethreads.co.uk
• Contest or correct any automated output before it takes effect

All quotes are approved by the tradesman before being sent to customers. No automated decision is binding without human sign-off.

8. Cookies

This website does not use tracking or analytics cookies. No third-party advertising cookies are set.

9. Changes to This Policy

We may update this policy as the service evolves. Significant changes will be communicated via email. Continued use of the service constitutes acceptance of the updated policy.