1. Scope: please read this first
This notice covers personal data that Maya Information Systems Ltd ("we", "us") handles as a data controller in connection with your visit to this website, any enquiry you send us, and any business relationship we have with you.
It does not cover personal data processed inside the Enquiry 360 software when an organisation uses it to run its own services. Enquiry 360 is software we licence: our customers install and run it entirely within their own Microsoft Azure and Dataverse environments. We have no standing access to those environments and hold no copy of the data in them. Where a customer grants us access to help with configuration or support, that access is granted by them, operates under their controls, and is revocable by them at any time; the Data Processing Terms govern it. Section 3 explains what to do if you are a member of the public who called such a service.
2. Who we are
| Controller | Maya Information Systems Ltd, registered in England and Wales |
|---|---|
| Registered office | Prime Apartments, 483 Green Lanes, London, N13 4FG, United Kingdom |
| Privacy contact | info@enquiry360.com |
| Support contact | support@mayainfosys.co.uk |
| Company number | 09055019 (registered in England and Wales) |
| ICO registration | ZB033127 |
3. If you called, or contacted, a service powered by Enquiry 360
Some organisations use Enquiry 360 (including its AI Voice Agent) to answer their telephone lines and handle enquiries. If you spoke to an automated assistant, submitted a form, or had a call recorded by such a service, then:
- That organisation is the data controller for your information, not us. They decide what is collected, why, how long it is kept, and whether calls are recorded.
- Your data stays inside that organisation's own Microsoft tenant. Recordings, transcripts and captured details are written to their Microsoft Dataverse environment and their own storage, under their access controls and their retention policy.
- The software sends none of it to us, and we hold no copy of it. We do not access the operator's environment on our own initiative. Where the operator engages us to set up or support their configuration, any access is granted by them, under their controls, logged, and revocable. This access is directed at the configuration, not at their callers' personal data.
To exercise any right over that data (access, correction, erasure, objection, or a copy of a call recording), please contact the organisation you called and use their privacy notice and contact details. If you approach us instead, we will not be able to help, because we do not hold your data; we can only suggest you contact them.
Being told you are speaking to an AI, and that a call is recorded
The Enquiry 360 Voice Agent is built to state clearly, at the start of every call, that the caller is speaking with an automated assistant. Where an organisation has switched call recording on, the software is designed so that a recording notice is spoken as well. The two are coupled in the mechanism, so a caller is not recorded without being told. This supports the transparency duties that fall on the organisation operating the service (including Article 50 of the EU AI Act and UK ICO guidance). The exact wording, the lawful basis, and the decision to record are theirs, not ours.
4. What personal data we collect
4.1 When you browse this website
This site sets no cookies, uses no analytics or advertising technology, and stores nothing in your browser. Typefaces and icons are served from our own server rather than a third-party network. See the Cookie Notice.
The site is hosted on Microsoft Azure Static Web Apps. As with any web server, the host processes the technical data needed to deliver the page: your IP address, the time of the request and your browser type. It may retain this briefly for security and operational purposes.
4.2 When you contact us
If you email us, or ask for a walkthrough or a conversation about a pilot, we process the contact details and content you choose to send: typically your name, work email address, organisation, telephone number and the substance of your enquiry.
4.3 If your organisation becomes a customer
We process business-contact details for named individuals at customer organisations (name, role, work email, telephone) for contracting, licensing, support and account management. This is business-contact data. It is not caller data, and it is not the contents of your Dataverse environment.
5. Why we process it, and our lawful basis
| Purpose | Data | Lawful basis (UK GDPR) |
|---|---|---|
| Delivering this website securely | Technical request data | Legitimate interests: operating and securing our own website |
| Responding to your enquiry | Your contact details and message | Legitimate interests: replying to someone who contacted us; or steps prior to a contract |
| Providing the product, support and licensing | Business-contact details | Performance of a contract; legitimate interests in administering the relationship |
| Meeting legal and accounting obligations | Records of transactions and correspondence | Legal obligation |
We do not sell personal data. We do not carry out behavioural advertising. We do not make automated decisions about you that produce legal or similarly significant effects.
6. Who we share it with
This list is short, deliberately:
- Microsoft: website hosting (Azure) and our own business email (Microsoft 365).
- Professional advisers: accountants and lawyers, where required.
- Authorities: where we are legally obliged to disclose.
We do not share data with advertising networks or data brokers. Because we are not a processor of our customers' caller data, there is no sub-processor chain for that data on our side. See the Product Terms Licence.
7. International transfers
Our systems are UK/EU-based where possible. Where personal data is transferred outside the UK, we rely on the transfer mechanisms available under UK data protection law (such as the International Data Transfer Agreement, or the UK Addendum to the EU Standard Contractual Clauses), together with the provider's own safeguards.
8. How long we keep it
| Data | Retention |
|---|---|
| Enquiries that do not lead to a relationship | Up to 24 months from last contact, then deleted |
| Customer business-contact records | For the duration of the relationship, then up to 7 years for legal and accounting purposes |
| Contracts and financial records | 7 years, as required by UK law |
| Website technical logs | Short-term, per Microsoft Azure's operational retention |
9. Security
We use Microsoft cloud infrastructure with multi-factor authentication, role-based access control, and encryption in transit and at rest. Access is limited to those who need it. This website is served over HTTPS with automatically renewed certificates.
10. Your rights
Under UK GDPR you have the right to:
- be informed about how your data is used (this notice);
- request a copy of the personal data we hold about you;
- have inaccurate data corrected;
- request erasure, where the law allows;
- restrict or object to processing, including processing based on legitimate interests;
- data portability, where applicable;
- withdraw consent at any time, where processing is based on consent.
To exercise any of these, email info@enquiry360.com. We will respond within one month. We may first ask you to verify your identity.
If your request concerns a call you made to a service that uses Enquiry 360 (a recording, a transcript, or details you gave over the phone), it must go to the organisation you called. We do not hold that data and cannot act on it. See section 3.
11. Complaints
If you are unhappy with how we have handled your personal data, please tell us first so we can put it right. You also have the right to complain to the UK supervisory authority:
Information Commissioner's Office (ICO)
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113 ·
ico.org.uk/make-a-complaint
12. Changes to this notice
We may update this notice. The "last updated" date at the top always reflects the current version. Material changes will be highlighted here.
13. Contact us
Maya Information Systems Ltd
Prime Apartments, 483 Green Lanes, London, N13 4FG, United Kingdom
info@enquiry360.com