Privacy Notice

Medacrii Associates Ltd is the data controller for the processing described here. Flentix Systems is a trading name of Medacrii Associates Ltd.

• Registered office: Wellesley House, Duke of Wellington Avenue, London SE18 6SS, United Kingdom
• Registered in: England and Wales, company number 13262452
• Spanish NIF: N0419375A
• Contact: sales@flentixsystems.com

If you have a question about this notice, or want to exercise any of the rights described below, email sales@flentixsystems.com.

This section applies if we have contacted you, or may contact you, about Flentix in your business or professional capacity. It applies even if you have never visited this website.

• Who is responsible. Medacrii Associates Limited, trading as Flentix Systems. Contact: sales@flentixsystems.com.
• Where your details came from. Public sources: Google Maps business listings, your business's own website, and business directories. Sometimes they come from one of our account managers' own business contacts, from someone who knows your business, or from you directly.
• What we hold. Your business's name, address, phone number, email address and website; the name and role of a contact person, where that is published or you gave it to us; and our notes of any contact with you, including the date, time and length of calls. We do not record sales calls.
• Why, and our legal basis. To tell businesses like yours about our service, and to keep a record of those conversations. Our basis is our legitimate interest in offering our service to businesses (art. 6.1.f GDPR).
• Who contacts you and who receives your details. Our account managers working on our behalf, and the providers that run our systems under contract with us: our customer management system (Tako), our email and calendar provider (Google) and our calling service. Some of these providers may process data outside the European Economic Area. Where they do, the protection is a European Commission adequacy decision or the Commission's standard contractual clauses.
• How long we keep it. If you don't respond, we delete your details 12 months after our last contact with you. If you become a customer, our customer privacy notice applies.
• To stop. Tell the person who contacted you, or write to sales@flentixsystems.com, and we will stop contacting you. We keep only what we need to make sure we don't contact you again.
• Your other rights. You can ask for a copy of your details, have them corrected or deleted, or restrict their use. You can complain to the Spanish data protection authority (www.aepd.es).

• Enquiries and demo requests We collect your name, email, business name, what kind of business you run, telephone number if you choose to provide it, notes, the language of the page and campaign parameters. We use this to reply and arrange a demo. Our lawful basis is legitimate interest and taking steps at your request before a contract.
• Operator checkout We collect how you trade, your legal and trading name, tax number, registered address and building address, purchaser and intended owner names, emails and phone, preferred start date, notes, your consents and the order reference. This is sent to the Flentix platform to record the purchase and set up your account. Payment is taken by Stripe on its own hosted page; we never see or store card numbers. Our lawful basis is performance of the contract you enter at checkout.
• Margin figures request We collect your name and business email, record them as an enquiry in our customer system and use them to follow up. Our lawful basis is legitimate interest.
• Site assistant The text you type is sent to an AI model provider to generate the reply and is not used to train models. Do not enter personal data. Conversations are not kept beyond the session.
• Mailing list Only if you tick the optional marketing box. We use it to send occasional product updates. Our lawful basis is consent, which you can withdraw through the unsubscribe link or by emailing us.
• Website analytics We use Plausible Analytics, a privacy-focused, EU-based service. It sets no cookies, does not track you across websites and gives us aggregate figures such as pages viewed, approximate country, referring site and device type. We also record anonymous events such as a form being started or submitted and the demo video being played. Our lawful basis is our legitimate interest in understanding how the site is used.
• Technical data Our hosting provider processes standard server information, including your IP address, to deliver the site and keep it secure.
• Information stored on your device We do not use advertising or tracking cookies. We store a small number of items in local storage: your cookie-banner choice, pricing market, campaign parameters and the margin-figures unlock. You can clear these through your browser settings.
• Calls to our own AI receptionist. If you ring our own line, an AI answers for Flentix. While the call is in progress your voice is turned into text, handled by an AI model and turned back into speech. We collect what you tell it, your number, the time and length of the call, and what happened. Calls are not recorded, and no transcript of the conversation is kept. We use this to answer you and follow up. Our lawful basis is legitimate interest and taking steps at your request before a contract.

We do not sell personal data or share it for advertising. We use service providers who process data under contract:

• Website hosting and content delivery
• The Flentix platform backend (Supabase)
• Website analytics (Plausible Analytics)
• Email delivery (Resend, with Brevo as backup)
• Payment processing (Stripe)
• The AI model provider for the site assistant (Anthropic)
• The AI voice provider for our own telephone line (Retell AI, Inc.) and the suppliers it uses

We may also disclose information where required by law, or to establish, exercise or defend legal claims.

Some providers may process data outside the United Kingdom or European Economic Area. Stripe and the AI provider may process data in the United States. Where data is transferred internationally, we rely on an adequacy decision or standard contractual clauses, including the UK International Data Transfer Addendum or EU Standard Contractual Clauses as applicable.

Calls to our own line are handled in real time in the United States by Retell AI, Inc., under the EU standard contractual clauses.

• Enquiries and margin requests For 24 months, unless you ask us to delete them sooner.
• Operator checkout records For the life of the operator relationship and thereafter for as long as accounting and tax law requires.
• Site assistant Conversations are not retained beyond the session.
• Mailing list Until you unsubscribe; we then keep a minimal suppression record so we do not contact you again.
• Analytics Aggregate figures only, which are not linked to you.
• Calls to our own line. The voice supplier keeps basic call details for 30 days. What you told us is kept as an enquiry, for 24 months, unless you ask us to delete it sooner.

Under the UK GDPR and EU GDPR you may ask for a copy of your personal data; correction of inaccurate data; erasure; restriction of or objection to processing; and data in a portable format. Where we rely on consent, you may withdraw it at any time without affecting earlier processing.

To exercise a right, email sales@flentixsystems.com. We will respond within one month.

You may complain to a data-protection supervisory authority. In the United Kingdom this is the Information Commissioner's Office (ico.org.uk). In Spain it is the Agencia Española de Protección de Datos (aepd.es).

We use appropriate technical and organisational measures to protect personal data, including encryption in transit, access controls and providers that maintain recognised security standards. No website can be completely secure, but we take this seriously and review our measures regularly.

This is version 1.2, November 2026. It replaces earlier versions of this notice. Where we make a material change, we will update the version and date at the top of this page.