The small print
Privacy Policy
Last updated: 26 October 2026
This policy explains how Site Secretary collects and uses personal data when you visit our website, get in touch, become a customer, or ring a business that uses Mary. We follow UK data protection law (the UK GDPR and the Data Protection Act 2018). We don’t sell personal data.
1. Who we are
Site Secretary Ltd, a company registered in Scotland (company number SC906455), registered office 3F Camphill Court, Paisley, Renfrewshire, PA2 6BU, United Kingdom. For data about our website visitors, enquirers and customers, we are the controller. Contact us about privacy at support@sitesecretary.uk or by post at our registered office.
2. What we collect
When you visit the site or get in touch
- What you put in our contact form: name, business name, email, phone, what it’s about and any message.
- Basic technical information our hosting needs to serve the site and keep it secure, such as your IP address and browser type.
When you’re a customer
- Your business details, contact details and how you’d like Mary set up.
- Billing details and payment history. Card payments are handled by our payment provider; we never see or store your full card number.
- Support messages and notes about your account.
When someone rings a business that uses Mary
- Call details (time, number, how long), what the caller tells Mary (for example name, address and what the job is), call recordings and written notes of the call, and any texts sent.
- For this data the business is the controller and we are its processor: we handle it only to run the service for that business.
3. Why we use it, and the legal basis
| Purpose | Legal basis |
|---|---|
| Replying to your enquiry | Steps before a contract / legitimate interests |
| Setting up and running the service | Contract |
| Billing, accounts and tax | Contract / legal obligation |
| Keeping the service secure and fixing faults | Legitimate interests |
| Following up with people who asked us to | Legitimate interests or consent. You can opt out any time. |
| Answering calls and passing on details for our customers | On our customer’s instructions, as their processor |
4. Call recording
Calls may be recorded and written up so nothing gets lost and the business can see what was said. Recordings and notes are kept while the business is a customer and deleted after they leave, unless the law requires us to keep something longer.
5. Who we share data with
Only the service providers we need to run Site Secretary, under contracts that protect your data: cloud hosting and software, the phone and text service, email delivery, AI voice and language services, and payments. We may also share data with professional advisers, or with authorities where the law requires it.
6. Where your data is held
Your data is stored securely and encrypted with our service providers, mainly on servers in the United States, with UK-approved safeguards for the transfer. Some support is provided from outside the UK under the same safeguards.
7. How long we keep it
- Enquiries: up to 24 months after we last heard from you, unless you become a customer or ask us to delete them earlier.
- Customer and billing records: while you’re a customer, then up to 6 years for UK tax and accounting rules.
- Call recordings, notes and messages: while the business is a customer, then deleted after they leave.
8. Your rights
You can ask to see, correct or delete your data, to restrict or object to how we use it, or to take a copy with you. Where we rely on consent, you can withdraw it any time. Email support@sitesecretary.uk. If you rang a business that uses Mary, it’s best to ask that business first; we’ll help them answer. If you’re not happy with how we’ve handled your data, you can complain to the Information Commissioner’s Office at ico.org.uk.
9. Cookies
See our cookies page. In short: this site doesn’t use advertising or tracking cookies.
10. Changes
If we change this policy, we’ll update the date at the top.