Privacy policy

Ironbell provides software and services that help roofing businesses capture, answer, follow up and track customer enquiries.

Ironbell currently operates as a trading name rather than an incorporated company. This page will be updated with company registration details if and when that changes.

We have two roles, depending on whose information it is:

• For information about people who visit our website, enquire, apply, book a demo or use a client account, we decide how it is used and are the controller.
• For information about a roofing business's own customers, which the service handles for that business, the roofing business is the controller and we process it on its instructions as its processor.

For anything to do with privacy or your personal data, email info@ironbell.co.uk. For help with a client account, email support@ironbell.co.uk.

Enquiry form

• Your name, business name, email address and phone number
• Your website address, if you give it
• Whatever you write in your message

“Get started” application form

Your name, business name, email address and phone number, and anything else you choose to tell us about your business: website, services, areas covered, approximate enquiry volume and job value, how you handle enquiries now, the channels you use, a preferred date and time for onboarding, and any other notes.

Demo booking

Demo booking uses Google Calendar's appointment pages. What you enter there, typically your name, email, phone number and notes, is processed by Google and reaches us as a calendar invitation.

Email

When you email us, we keep the correspondence and the details you include in it.

Client accounts

For people who sign in to a client account: name and email address, the business details used to set up the service, sign-in records kept by our authentication provider, settings you choose, and questions asked of IronBot together with its answers.

Abuse prevention

When a form is submitted we record a one-way cryptographic hash derived from your IP address. It is used only to limit automated abuse of the forms, cannot be turned back into your IP address, and is not linked to anything else about you. Our hosting and infrastructure providers also keep their own standard server logs.

To provide the service, we process information about people who contact a roofing business that uses Ironbell. Depending on how the business has set up the service, that can include:

• The caller's phone number and the time of a missed call
• Text messages exchanged with the customer, including automated replies
• Emails sent to a mailbox the business has connected: we read new incoming messages to identify roofing enquiries, keep those enquiries and their replies, and for other mail keep only the sender, subject and a short preview so the business can check our judgement
• Details the customer provides, such as their name, property address, postcode and a description of the problem
• Summaries and categories produced by our AI processing
• The lead's status, any job value the business records, notes, follow-up messages and whether the customer has asked not to be contacted
• If someone replies STOP or asks not to be texted: their number, the business's number, when they asked and how. We keep this so the request is honoured from then on, including if they get in touch again later, and it is not removed just because a lead is deleted
• Review requests sent at the business's instruction, their delivery status, and whether and when the review link was opened (we record the time and the number of opens, not who opened it or from where)

This information belongs to the roofing business. If you are one of its customers and want to access, correct or delete your information, contact the business you dealt with. We will help it respond, and you are welcome to contact us so we can pass your request on.

• Responding to enquiries and applications, and arranging demos and onboarding: our legitimate interest in responding to people who contact us and in running our business, or steps you ask us to take before entering a contract
• Providing, operating and supporting the service for clients: the contract with the client; and, for the client's customers, the client's instructions
• Communicating with clients about the service, including service and billing matters: the contract
• Keeping the service secure and preventing fraud and abuse: our legitimate interest in protecting the service and the people who use it
• Understanding how the service is used so we can improve it: our legitimate interest in improving it
• Meeting legal and regulatory obligations: legal obligation

We do not sell personal data, we do not use it to build advertising profiles, and we do not send marketing to roofing businesses' customers on our own behalf.

The service uses AI models provided by Anthropic to reply to enquiries by text and email, to extract and summarise enquiry details, to draft follow-up messages for a roofing business to review, to produce IronGrow observations and to answer IronBot questions. To do this, the relevant message content and records are sent to Anthropic for processing.

The service does not make decisions with legal or similarly significant effects about anyone solely by automated means. The roofing business decides how to act on every enquiry, and the automated assistant tells a customer it is automated if asked.

We use the following providers to run Ironbell. They act on our instructions and only to the extent needed to provide their part of the service:

• Supabase: database, sign-in and server functions, hosted in the European Union (Frankfurt)
• Lovable: hosting for our website and dashboard
• n8n: the automation platform that runs our call and text workflows
• Twilio: telephone numbers, call handling and text messages
• Anthropic: the AI models described above
• Google: the Gmail service for mailboxes clients connect, our own email, demo booking pages, and the web fonts used on our site
• Airtable: a record of enquiries used by the text-message workflow

Some of these providers are based in, or process data in, the United States or other countries outside the UK. Where personal data is transferred outside the UK, we rely on the safeguards UK data-protection law allows, such as adequacy regulations, the UK International Data Transfer Agreement or the UK Addendum to the EU standard contractual clauses, as offered by each provider.

We may also disclose information where we are legally required to, or to establish, exercise or defend legal claims.

We keep personal data only for as long as is reasonably necessary for the purpose it was collected for, and for as long as we must keep it to meet legal, accounting or regulatory obligations.

Enquiry, application and demo details are kept while we are in contact with you and for a reasonable period afterwards. Information we process for a roofing business is kept for as long as that business uses the service and is then deleted or returned in line with our agreement with it. Records we must keep by law, such as those relating to payments, are kept for the period the law requires. If you would like your information deleted sooner, ask us and we will do so unless we have to keep it.

We use technical and organisational measures appropriate to the information we hold. Each client's data is separated from every other client's by rules enforced in the database rather than only in the interface, connections are encrypted in transit, credentials for connected mailboxes are held in an encrypted store and never sent to the browser, and access to our systems is limited to those who need it.

No service can promise that data is completely secure. If a breach occurs that is likely to present a risk to people's rights and freedoms, we will report it as UK data-protection law requires and tell affected clients without undue delay.

Our website does not use advertising or analytics cookies, and we do not use third-party tracking.

The client dashboard stores a small amount of information in your browser that it needs to work: a session token that keeps you signed in, and preferences such as your light or dark theme. These are not used for tracking and are not shared.

Our pages load web fonts from Google Fonts, which means your browser requests them from Google and Google receives your IP address as part of that request. If you book a demo, the booking page is provided by Google and Google's own cookie and privacy practices apply there.

• Ask for a copy of the personal data we hold about you
• Ask us to correct information that is inaccurate or incomplete
• Ask us to delete your information, where there is no good reason for us to keep it
• Ask us to restrict how we use your information while a concern is resolved
• Object to us using your information where we rely on legitimate interests
• Ask us to transfer information you gave us to you or another provider in a portable format
• Withdraw your consent at any time, where our use is based on consent

To exercise any of these, email info@ironbell.co.uk. We will respond within the time limits set by law, normally one month. There is usually no charge.

If you are unhappy with how we have handled your personal data, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office, the UK supervisory authority for data protection, at ico.org.uk.

We will update this policy when the service or the providers we use change, or when the law changes. The date at the top of the page shows when it was last revised.