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Privacy and data protection

Privacy Policy

How axleo collects, processes, stores, and protects personal data for website visitors, platform users, dealerships, and callers.

Last updated: 10 June 2026privacy@axleosystems.com

AXLEO SYSTEMS LIMITED — Last updated: 10 June 2026

1. Who we are

AXLEO SYSTEMS LIMITED ("axleo", "we", "us", "our") provides an AI-powered call analysis platform for UK motor dealerships. We process call recordings to generate transcriptions, compliance checks, coaching insights, and analytics for our customers.

AXLEO SYSTEMS LIMITED is registered in England and Wales under company number 17109512. Our registered office is at 41 Oxford Road, Calne, United Kingdom, SN11 8AD.

For the purposes of UK data protection law, axleo is the data processor when handling call recordings and related data on behalf of dealerships (who are the data controllers). For data we collect directly from visitors to our website or from prospective customers, we act as the data controller.

Contact for privacy matters: privacy@axleosystems.com

2. What this policy covers

This policy explains how we collect, use, store, and protect personal data in connection with:

  • Our website at axleosystems.co.uk
  • The axleo platform, delivered to each dealership client through a dedicated subdomain of axleo.app (e.g. [client].axleo.app)
  • Call recordings, transcriptions, and AI-generated analysis
  • Communications with prospective and existing customers

3. Personal data we collect

3.1 Website visitors

When you visit our website, we may collect:

  • Technical data such as IP address, browser type, device information, and pages visited
  • Contact details you provide when requesting a demo: full name, work email address, company name, job title, phone number (optional), and number of dealership locations

3.2 Platform users (dealership staff)

When dealership staff use the axleo platform, we process:

  • Account information: name, email address, role, dealership association
  • Usage data: login activity, features accessed, actions taken within the dashboard

3.3 Call data (processed on behalf of dealerships)

When dealerships connect their phone systems to axleo, we process:

  • Call recordings (audio files)
  • Call metadata: date, time, duration, caller and agent identifiers
  • AI-generated transcriptions of call content
  • AI-generated analysis: compliance scores, coaching feedback, sentiment indicators, action items

Call recordings and transcripts may incidentally capture personal details spoken during calls. axleo does not extract, structure, or maintain a separate database of this information. The dealership's own systems are the authoritative source of customer data.

For call data, the dealership is the data controller. They are responsible for ensuring they have a lawful basis for recording calls and sharing recordings with axleo for processing. This typically requires informing callers that calls are recorded and may be analysed using AI.

4. How we use personal data

4.1 Lawful bases

We process personal data under the following lawful bases as defined by UK GDPR:

  • Contractual necessity (Article 6(1)(b)): To provide the axleo platform and services as agreed with our customers.
  • Legitimate interests (Article 6(1)(f)): To improve our services, ensure security, prevent fraud, and communicate with prospective customers. We balance these interests against individual rights and freedoms.
  • Consent (Article 6(1)(a)): Where we send marketing communications to individuals who have opted in.
  • Legal obligation (Article 6(1)(c)): Where we are required to retain data or respond to lawful requests from authorities.

4.2 Purposes

We use personal data to:

  • Provide call transcription, analysis, compliance monitoring, and coaching insights
  • Generate dashboards, reports, and analytics for dealership managers
  • Deliver AI analysis to dealership clients using pre-trained models — axleo does not use client call data to train or re-train AI models
  • Communicate with customers about their account and our services
  • Respond to demo requests and enquiries
  • Ensure platform security and prevent misuse
  • Comply with legal and regulatory obligations

5. AI processing and automated decision-making

axleo uses AI models hosted on EU-based servers to analyse call recordings. This involves:

  • Automatic transcription: Converting speech to text using AI models
  • Compliance checking: Identifying whether required disclosures (such as Initial Disclosure Documents under FCA rules) were made, and whether GDPR recording consent was obtained
  • Coaching analysis: Scoring call quality and generating feedback for sales staff
  • Sentiment and intent analysis: Identifying buying signals, objections, and follow-up opportunities

Client call data is never used to train or improve the underlying AI models.

Your rights regarding AI processing

Under Article 22 of UK GDPR, individuals have the right not to be subject to decisions based solely on automated processing that produce legal or similarly significant effects. axleo's AI analysis is used as a decision-support tool for dealership managers — it does not make autonomous decisions about individuals. Human review and judgment are always involved in any consequential action taken as a result of axleo's analysis.

If you believe axleo's AI processing has affected you, you can contact us at privacy@axleosystems.com to request information about the logic involved and to seek human review.

6. Data sharing and sub-processors

We share personal data only where necessary to provide our services. We do not sell personal data to third parties.

6.1 Third-party service providers

We use the following categories of service providers to deliver the platform:

  • Database hosting and authentication — All client call data is stored in an isolated database per dealership, hosted in London, UK. Data is encrypted at rest.
  • AI processing — Call recordings and transcripts are processed by AI models running on EU-based servers. The AI provider does not use client data to train its models.
  • Application hosting — The axleo web application is hosted on a secure platform with DDoS protection and TLS encryption. No client call data is stored persistently on the hosting platform.
  • Transactional email — When someone requests a demo or a dealership creates an account, we send emails through a third-party service. Only names and email addresses are shared for this purpose.

We do not sell personal data. We have data processing agreements in place with all providers, requiring them to protect personal data to UK GDPR standards.

6.2 Other disclosures

We may disclose personal data:

  • Where required by law, regulation, or court order
  • To protect the rights, safety, or property of axleo, our customers, or others
  • In connection with a merger, acquisition, or sale of assets (with prior notice)

7. International data transfers

All call recordings, transcriptions, and analytics data are stored on servers located in London, UK. AI processing takes place on EU-based servers. No personal data is transferred outside the UK or European Economic Area, and no international transfer safeguards are currently required.

8. Data retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected:

Call data (recordings, transcripts, AI outputs): Retention periods are agreed with each dealership client. Dealerships control their own data and may request deletion at any time through the platform. Data is deleted within 30 days of a client's written instruction or termination of the service agreement.

Platform account data: Retained for the duration of the service agreement plus 12 months after termination.

Demo request and website enquiry data: Retained for 24 months from last contact.

9. Data security

We implement appropriate technical and organisational measures to protect personal data, including:

  • AES-256 encryption for all data at rest
  • TLS 1.3 encryption for all data in transit
  • Role-based access controls scoped by dealership and user role
  • Full audit logging of all data access events
  • Regular security assessments and vulnerability testing
  • Access restricted to authorised personnel on a need-to-know basis

Each dealership client is provisioned with a dedicated, isolated database on a dedicated subdomain. All client data is logically and technically separated. Data belonging to one dealership is never accessible through another dealership's subdomain or environment.

10. Your rights

Under UK GDPR, you have the following rights regarding your personal data:

  • Right of access — Request a copy of the personal data we hold about you
  • Right to rectification — Request correction of inaccurate personal data
  • Right to erasure — Request deletion of your personal data where there is no compelling reason for continued processing
  • Right to restrict processing — Request that we limit how we use your personal data
  • Right to data portability — Request your personal data in a structured, machine-readable format
  • Right to object — Object to processing based on legitimate interests or for direct marketing
  • Rights related to automated decision-making — Request human review of decisions made using automated processing

For dealership customers and their callers

If you are a customer of one of our dealership clients and wish to exercise your data protection rights in relation to call recordings or analysis, please contact the dealership directly in the first instance, as they are the data controller. We will assist dealerships in responding to such requests.

How to exercise your rights

Contact us at privacy@axleosystems.com. We will respond within one calendar month as required by law. We may ask for proof of identity before processing your request.

11. Cookies

This website does not use analytics, tracking, or advertising cookies. The axleo platform (accessed via your dealership's dedicated subdomain) uses strictly necessary cookies for login sessions and security. These do not require consent under UK PECR rules since they are essential to the service functioning.

12. Children's data

Our services are not directed at individuals under the age of 18. We do not knowingly collect personal data from children.

13. Changes to this policy

We may update this policy from time to time. Material changes will be communicated via our website. The "last updated" date at the top of this page indicates when the policy was most recently revised.

14. Complaints

If you are unhappy with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

  • Website: ico.org.uk
  • Telephone: 0303 123 1113
  • Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

We would appreciate the opportunity to address your concerns directly before you contact the ICO. Please reach out to us at privacy@axleosystems.com.

15. Contact us

AXLEO SYSTEMS LIMITED
41 Oxford Road, Calne, United Kingdom, SN11 8AD
Email: privacy@axleosystems.com
Website: axleosystems.co.uk