Privacy Policy

Lawful Basis: Legitimate Interest (Article 6(1)(f) UK GDPR)

1. Who We Are

SentraSales Ltd ("Sentra", "we", "us") provides an AI-powered sales management platform for B2B sales teams. This Privacy Policy explains how we collect, use, store, and protect personal data when you use our platform at sentrasales.com. We are registered as a data controller with the Information Commissioner's Office (ICO). Our DPO contact is legal@sentrasales.com.

2. What Data We Collect

Account & Business Data

Name, email address, phone number, job title, company name, and billing information provided during registration and account management.

Lead & Contact Data

Business contact information (names, emails, phone numbers, company details) that you import or create within the platform. This data belongs to your customers and prospects. You are responsible for ensuring you have a lawful basis to provide this data to us.

Call Data

When you use our telephony features (powered by Twilio), we collect call metadata (date, time, duration, numbers dialled), call recordings (where you have enabled this feature), and call transcripts generated by our AI transcription service.

Usage Data

Interaction logs, feature usage data, page views, session durations, and other analytics data collected automatically when you use the platform.

3. Lawful Basis for Processing

Legitimate Interest

Article 6(1)(f) UK GDPR

The primary lawful basis for processing B2B contact data within the platform. We have conducted a Legitimate Interest Assessment (LIA) confirming that our processing of professional contact information to support B2B sales activity does not override the rights and freedoms of the individuals concerned. A copy of our LIA is available on request.

Contract Performance

Article 6(1)(b) UK GDPR

Processing your account and billing data is necessary to deliver the services you have contracted us to provide.

Legal Obligation

Article 6(1)(c) UK GDPR

In certain circumstances we may need to process data to comply with legal obligations, such as responding to a court order or regulatory request.

4. AI Processing & Third-Party Sub-Processors

OpenAI — Call Transcription & Scoring

We use the OpenAI API to transcribe call recordings (Whisper) and to generate AI-powered call analysis and lead scoring (GPT-4o). Your data is not used to train OpenAI's models.

platform.openai.com/privacy

Twilio — Call Routing & Recording Storage

We use Twilio to provide telephony services including call routing, phone number provisioning, and call recording. Twilio is SOC 2 Type II certified and complies with UK GDPR.

twilio.com/legal/privacy

Stripe — Payment Processing

We use Stripe to process subscription payments and usage-based billing. Stripe does not have access to your call or lead data.

stripe.com/gb/privacy

Google — Gmail & Docs Integration

If you connect your Google Workspace account, we access Gmail and Google Docs with your explicit authorisation. We access only the data necessary and do not store your Gmail credentials.

policies.google.com/privacy

5. Call Recording Retention

Call recordings are retained for 90 days from the date of the call unless earlier deletion is requested.
Call transcripts (text only) are retained for 12 months and can be deleted at any time from the lead record.
Call metadata (date, duration, outcome) is retained for the lifetime of your account for reporting purposes.
To request early deletion contact legal@sentrasales.com.
Scale plan customers may request a custom retention policy by emailing legal@sentrasales.com.

6. Data Transfers

Where data is transferred outside of the United Kingdom, we ensure appropriate safeguards are in place, including Standard Contractual Clauses (SCCs) or transfers to countries with adequacy decisions. Our primary infrastructure is hosted within the UK and EU.

7. Your Rights

Under UK GDPR you have the following rights:

Right of Access (SAR)

Right to Rectification

Right to Erasure

Right to Restrict Processing

Right to Data Portability

Right to Object

Rights Related to Automated Decision Making

To exercise any of these rights, contact legal@sentrasales.com. We will respond within 30 days. If unsatisfied, you may lodge a complaint with the ICO at ico.org.uk.

8. Cookies

We use cookies to improve your experience on sentrasales.com. Cookies are small text files stored on your device that help us understand how visitors use our site and deliver a better experience.

Essential cookies

Required

Required for the site to function correctly — for example, remembering your cookie preference. These cannot be opted out of.

Analytics cookies

Optional — can opt out

We use Google Analytics 4 (GA4) to collect anonymous data about how visitors use our site — pages visited, time spent, and general location. This helps us improve the site. No personally identifiable information is collected.

You can manage your cookie preference at any time by clearing your browser's local storage or adjusting your browser settings. When you visit our site, you will be given the option to accept or reject optional cookies via the cookie banner.

9. Contact & Complaints

Data Protection Officer: legal@sentrasales.com

Suite 608, 37 Westminster Buildings, Theatre Square, Nottingham, NG1 6LG

ICO Registration Number: Pending — to be updated upon registration