Who We Are
This policy is issued by Mediahubink Limited, a private limited company registered in England and Wales (company number 17218602). Registered office: 7 Tileyard North, Wakefield WF1 5FY. Director: Joash Frederick Perera. We are registered with the Information Commissioner’s Office, registration number ZC241532.
Mediahubink builds and operates AI enquiry agents, including Fredi (chat and WhatsApp) and Archer (voice), plus onboarding tools such as Care Onboarding Studio, for UK businesses.
Questions about this policy: hello@mediahubink.com.
The Two Roles We Play
Where your data goes, and who is responsible for it, depends on which site you’re on. We are honest about the difference because it changes your rights.
Controller — when you enquire with us directly, on mediahubink.com, fredi.mediahubink.com or voice-demo.mediahubink.com, we decide why and how your details are used. This policy is our full notice to you.
Processor — when you talk to a Fredi or Archer agent on one of our clients’ own websites, or apply through Care Onboarding Studio for a client organisation, that business is the controller. We handle the data on their instructions, under a data processing agreement. Their own privacy notice governs your rights; ours is provided for transparency about how we, as their supplier, handle it. See sections 05 and 06.
Information We Collect
When you visit our own sites or use our own demos, we may collect:
- Contact and enquiry details you choose to give Fredi, a contact form, email or phone: name, business name, email address, phone number, industry, and what you’re asking about.
- Demo interactions with Fredi (chat), Archer (voice) or the enquiry-value calculator, including scripted test scenarios (for example the dental, trades or gym demo prompts) and any figures you enter into the calculator.
- Booking details if you schedule a call with us: name, email, phone number and the time you choose, handled through Google Calendar.
- Technical data generated automatically by visiting the site: IP address, browser and device type, pages viewed, and referring page, typically captured by our hosting provider for security and performance.
We don’t ask demo visitors to use real customers’ personal data when testing Fredi or Archer, and we’d ask that you don’t either.
Fredi and Archer Conversations on This Site
Fredi and Archer are AI agents, not people. When you chat with Fredi or speak to Archer on our own sites:
- What you type or say is sent to the AI infrastructure that generates a reply, including our voice-AI platform provider (Retell AI) for Archer calls, and one or more third-party language-model providers for Fredi’s replies.
- If you leave contact details and ask us to follow up, we keep that as a sales lead, typically logged to our own systems (including Google Sheets and Google Calendar under our Google Workspace account) so a person can respond.
- If you’re only testing the demo and don’t leave contact details or ask us to follow up, we don’t treat the conversation as a lead. We may keep a short transcript or, for Archer, a brief call recording, to check the agent is working properly and to improve it.
- We may review conversations on our own sites for quality, training and security purposes.
If You Are Contacting Us Through a Client’s Website
If you’ve spoken to a Fredi or Archer agent on a business’s own website, not ours, that business is the controller of your data. They decide how long it’s kept, who it’s shared with, and how you can exercise your rights. Please refer to that business’s own privacy notice first.
We process that conversation as the business’s supplier, under a data processing agreement, using the same categories of AI and infrastructure providers described in section 04. We don’t use it for our own marketing, and we don’t contact you on our own account as a result of it.
Care Onboarding Studio Applicants
If you’ve applied for a role through Care Onboarding Studio, the care organisation you applied to is the controller of your application data. We provide the platform and process your details on their instructions, under a data processing agreement, to help manage onboarding steps such as document collection and progress tracking.
Please direct rights requests about an application to the organisation you applied to; we’ll support them in responding.
How We Use Your Information and Our Legal Basis
| What we use it for | Our legal basis |
|---|---|
| Responding to an enquiry or booking you’ve made | Legitimate interests in running our business, and steps taken at your request before a contract |
| Operating a paid Fredi/Archer agent or Care Onboarding Studio instance for a client | Performance of our contract with that client (we act as processor) |
| Improving Fredi and Archer’s accuracy from demo conversations | Legitimate interests in improving our product |
| Keeping the site secure and working | Legitimate interests / legal obligation |
| Sending you information you’ve asked for about our services | Consent, or legitimate interests where you’ve made a direct enquiry |
We don’t use automated decision-making that produces legal or similarly significant effects about you without human involvement.
International Transfers
Some of the suppliers listed in section 09 may process data outside the UK, including in the United States. Where that happens, we rely on the UK’s International Data Transfer Addendum, an adequacy decision, or another lawful transfer mechanism recognised under UK GDPR.
How Long We Keep Information
We keep personal data only for as long as we need it for the purpose it was collected, then delete or anonymise it. In practice:
- Sales enquiries and leads are kept while we’re actively following up, and for a reasonable period afterwards in case you get back in touch, unless you ask us to delete them sooner.
- Demo conversations that aren’t turned into a lead are kept only as long as needed for quality and security checks, then deleted.
- Client-processed data (sections 05 and 06) is kept in line with that client’s own retention instructions, not our own schedule.
- Technical and security logs are kept for a limited period to investigate misuse, then deleted.
Your Rights
Where we’re the controller of your data (section 02), UK GDPR gives you the right to:
- Ask what personal data we hold about you, and get a copy of it.
- Ask us to correct inaccurate data.
- Ask us to delete your data, or restrict how we use it, in certain circumstances.
- Object to processing based on our legitimate interests.
- Ask for data you’ve given us to be provided in a portable format.
- Withdraw consent at any time, where consent is our legal basis.
To use any of these rights, email hello@mediahubink.com. We’ll respond within one month. If your data was collected on a client’s website (section 05) or through Care Onboarding Studio (section 06), please contact that organisation directly, as they hold the record and control it.
Children
Our sites and demos are aimed at business owners and managers, not children. We don’t knowingly collect personal data from children. If you believe a child has given us personal data, please contact us and we’ll delete it.
Changes to This Policy
We may update this policy as our services change. The current version is always at mediahubink.com/privacy. We’ll email active clients about changes that materially affect how we process data on their behalf.
Contact and Complaints
If you’re unhappy with how we’ve handled your data, we’d like the chance to put it right first, email us above. You can also complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.