Privacy Policy

Last updated: September 3rd 2026

1. Who we are

Qualifyer ("we", "us", "our") provides automated call transcription and CRM write-back software for sales teams. This policy covers:

  • The Qualifyer website (qualifyer.co.uk) — for visitors and anyone who submits our contact form.
  • The Qualifyer service — for our business clients, and for the people whose calls are processed on our clients' behalf.

Data controller: Qualifyer, Qualifyer Ltd 16681138.
Contact: [email protected]

2. If you're visiting our website

What we collect

When you submit our contact form, we collect: first name, last name, company name, email address, phone number, and any details you provide.

We use Cloudflare for security and performance, which may process your IP address.

Why we collect it

To respond to your enquiry and, if you book a demo, to prepare for and follow up on that conversation.

Legal basis

Legitimate interest — responding to enquiries you've voluntarily submitted to us.

How long we keep it

We currently hold data indefinitely unless you request deletion.

3. If you're a Qualifyer client

If your business signs up for Qualifyer, we act as a data processor on your behalf for the call data you choose to send through the platform. You remain the data controller — you're responsible for having a lawful basis to process your own contacts' data, including telling them their calls may be recorded and processed.

What we process

  • Call recordings, for opted-in calls only
  • Transcripts generated from those recordings
  • AI-generated summaries of call content
  • Contact/company details pulled from your CRM to provide context (e.g. name, company, deal stage)
  • Your CRM API credentials (handled securely and encrypted)

Opt-in control

Calls are only processed when a rep marks them for processing (currently via an opt-in keyword). Calls without this marker are never sent to our AI processing pipeline.

Sub-processors

We use the following third parties to provide the service:

  • [OpenRouter / your AI provider] — for generating call summaries.
  • [Contabo] — for hosting the application and databases.
  • [Your VOIP Provider] — as the source of call recordings.
  • [Your CRM provider] — data is written back here, but this is your own system, not one we control.

How long we keep it

Recordings are deleted after transcription; transcripts and summaries are retained for as long as the client's contract is active, then deleted within 5 days of termination.

Security measures

  • API keys and credentials are encrypted at rest (symmetric encryption), never stored in plain text
  • Processing is opt-in per call, not blanket/automatic
  • Access to our databases and servers is logged continuously and checked

4. Your rights

Under UK GDPR, you have the right to:

  • Request a copy of the personal data we hold about you
  • Ask us to correct inaccurate data
  • Ask us to delete your data (subject to legal/contractual retention requirements)
  • Object to or restrict certain processing
  • Complain to the ICO (Information Commissioner's Office) if you're unhappy with how we've handled your data

If you're a contact of one of our clients (i.e. someone whose call was processed by Qualifyer on a client's behalf), these requests are usually best directed to the client company first, since they're the data controller — but you can also contact us directly and we'll help route it correctly.

To exercise any of these rights, contact: [email protected]

5. Changes to this policy

We may update this policy from time to time. The "last updated" date at the top will always reflect the most recent version.

6. Contact us

Qualifyer Ltd
[email protected]