HelloFoxie – Privacy Policy
Last updated: 29 July 2026
How HelloFoxie AI Chat Widget collects, uses, stores, and protects your personal information when you use our service.
This Privacy Policy explains how HelloFoxie, a trading name of Linda Hill Limited, handles personal information in connection with our AI-powered Chat Widget, our website, and our related service.
1. Who we are
HelloFoxie is the trading name of Linda Hill Limited, a company registered in England and Wales (Company No. 06211129). Our registered office is at 9 Duke Street, Richmond, TW9 1HP.
We are registered with the Information Commissioner’s Office (ICO), the UK’s data protection regulator. Our ICO registration number is ZA062888.
If you have any questions about this policy, please contact us at:
Email:privacy@hellofoxie.com
Post: 9 Duke Street, Richmond, TW9 1HP
2. Who is this policy for?
HelloFoxie provides AI-powered Chat Widgets to businesses such as aesthetic clinics, salons, and wellbeing practices. Our clients deploy HelloFoxie AI Chat Widgets on their own websites for their End Users.
Due to the way HelloFoxie operates, this policy covers two different groups of people, (1) our Clients and (2) their End Users.
If you are a business that uses HelloFoxie – our “Client”
When you sign up to use HelloFoxie, we collect information about you and your business such as your contact details, billing information, and account activity so that we can set up and manage your account and keep you informed. HelloFoxie is responsible for that information and this policy will inform you everything you need to know about how we use it.
If you have chatted with a HelloFoxie AI Chat Widget on another business’s website – “End User”.
When a HelloFoxie AI Chat Widget is embedded on the website of a clinic, salon or wellbeing practice, you are their client and as such any personal information shared in that chat belongs to that business. They are legally responsible for your personal data, including informing you how and why your personal data is used, collected and stored through their own privacy policy. HelloFoxie processes that data only on the behalf of that business and under their documented instructions, acting as a data processor as defined under UK GDPR. As a data processor HelloFoxie does not decide why or how that End User data is processed, our client (clinic, salon, or wellbeing practice) does.
If you have chatted with a HelloFoxie AI Chat Widget on the website of a clinic, salon, or wellbeing practice and have questions about your information or want to make a request relating to your data, please contact that business directly as they are responsible for your data and will be able to help you.
3. What HelloFoxie does
HelloFoxie builds and manages AI-powered Chat Widgets for aesthetic clinics, salons, and wellbeing practices. Each AI Chat Widget is configured specifically for the business using it and embedded on their website to respond to enquiries, answer questions, and capture booking and contact requests from their End Users on the client’s behalf. HelloFoxie is the data processor acting on instruction from their clients.
4. What information do we collect?
If you are our client
When you enquire about HelloFoxie or sign up to use our platform, we collect:
- Your name, job title, and the name of the business
- Your business email address and phone number
- Payment and billing details, handled by GoCardless
- Information about how you use our platform, such as account activity
- Any messages or email you send us
If you visit our website
We may collect technical information such as your IP address, browser type, and pages visited, and anything you submit through our contact forms. For full details of how we use cookies and browser storage, please see Section 14 of this policy.
When your visitors or existing customers (End Users) use the HelloFoxie AI Chat Widget on your website
When your clients or potential clients (End Users) use a HelloFoxie AI Chat Widget on your business website, the personal data collected is described in our Data Processing Agreement with you. Based on the current configuration of the technology, this may include:
- the visitor’s and existing customers name and contact details where volunteered;
- message content;
- timestamp; and
- session ID.
No payment details are collected from visitors or existing customers through HelloFoxie AI Chat Widget. We process this data only on your behalf and only for the purpose set out in the agreement with you as our client.
5. Why do we use your information?
We are required by law to have a clear reason for using your personal information data. Here is what we use your information for and why. This section is about how we use the information you give us when you sign up to HelloFoxie such as your account details, your billing, and your communications with us.
Running your HelloFoxie account.
We use your information to set up your HelloFoxie AI Chat Widget account, process payments, respond to support requests, and keep you updated on your service. We do this because it is necessary to deliver the service. We do this on the basis of our contract with you.
Improve our service
We analyse how HelloFoxie is used so we can sell it to prospective clients and improve it. We do this on the basis of our legitimate interest in selling, developing and improving our product, and understanding usage patterns helps us do that. We use summary or anonymised data wherever possible, and this analysis does not override your individual rights.
Keeping you informed about HelloFoxie
We have a legitimate interest in keeping existing and potential clients, and may occasionally contact them about our services, new features, or useful updates. You can opt-out at any time by sending an email at privacy@hellofoxie.com or click unsubscribe in any email we send you.
Keeping records we are required to keep
We are required by law to keep certain records including financial and business records. Where we process your data to comply with a legal requirement, we do so on the basis of that legal obligation.
Where we handle visitor and existing customer data through the HelloFoxie AI Chat Widget on a client’s website, we do so purely on the client’s behalf and only for the purpose they have set out, not for our own. The details of how we do this is set out in our Data Processing Agreement with each client. Where we rely on consent to use your information, for example optional marketing communications, we will ask you clearly and separately before doing so and you will always have the option to withdraw that consent at any time.
The table below sets out how we use information you give us when you sign up to HelloFoxie, together with our lawful basis under UK GDPR for doing so. Clients, visitors and existing customers data processed through the HelloFoxie AI Chat Widget on a client’s website is processed on the client’s behalf; the client is responsible for establishing and documenting their own lawful basis.
6. How does the HelloFoxie AI Chat Widget work?
We want to be clear about how our technology works.
The technology.
Each HelloFoxie AI Chat Widget is built and configured by HelloFoxie, tailored specifically to the client using it. When someone sends a message, it is processed through our systems and an AI model to generate a response.
Conversation data.
When a visitor or existing customer chats with a HelloFoxie AI Chat Widget on a client’s website, the conversation is processed in real time to produce a response. Conversations are stored up to 90 days so that clients can review enquiries and follow up on visitors or existing customers. After 90 days they are automatically deleted. Clients can ask us to delete transcripts earlier at any time in writing.
We do not use conversation data to train AI.
We do not use any data processed on behalf of clients including chatbot conversation content to train, fine-tune, develop, or improve any AI model. Where our service uses a third-party AI provided such as Open AI to generate responses, conversation messages are sent to that provider only for that purpose. Open AI’s published terms for business customers confirm they do not use customer data for model training. We will advise clients if that position changes.
Security monitoring.
We may process transcripts that appear to involve abuse, misuse, attempted security bypass, prompt injection, jailbreak attempts, or other security threats, solely to detect, prevent, investigate, and respond to such activity and to improve the security safeguards of our service. Where possible we use redacted, pseudonymised, or aggregated data for this purpose. This processing does not permit us to use conversation data for AI model training or any other purpose.
How the AI reaches its answer.
The customised HelloFoxie AI Chat Widget responds based on the information the clinic, salon, or wellbeing practice provided during setup such as details about their treatments, services, and team. The HelloFoxie AI Chat Widget does not build profiles of visitors and existing customers, score or rank them, or make decisions that significantly affect them.
Who can access conversation transcripts?
Authorised HelloFoxie personnel and our technical support partner may access conversation content where necessary to ensure content accuracy, for customer support, for product improvements and demonstrations (in which case any identifying information is anonymised), security investigation, abuse prevention, debugging, or legal compliance. We do not access private conversation content routinely or casually. Access is limited to necessary personnel only and situations where there is a legitimate operational, support, safety, or legal reason.
7. How do we handle health and sensitive information?
Some of the businesses that use HelloFoxie work in areas where visitors may share sensitive health-related information; for example: details about medical history, skin concerns, or treatment preferences. HelloFoxie AI Chat Widget is not a medical service, does not provide medical advice, and should not be used as a substitute for professional medical or clinical advice.
Our HelloFoxie AI Chat Widget does not ask for health information, and we redact sensitive details from the conversation records we store. However, a visitor or existing customer that uses HelloFoxie AI Chat Widget may volunteer this kind of information.
Where sensitive information passes through a HelloFoxie AI Chat Widget, the client operating it is responsible for ensuring they have a lawful basis to collect it; including, where required, the visitor’s explicit consent and for transparency with visitors and existing customers about how it will be used.
The client warrants to us in the Terms of Service that they hold all necessary rights and consents for any personal data they provide or collect through the use of HelloFoxie AI Chat Widget. Where HelloFoxie AI Chat Widget handles sensitive information at platform level, we do so only on the client’s instruction and in reliance on the consent the client has obtained from the visitor or existing customer as we do not process it for any purpose of our own.
We will process sensitive information on a client’s behalf and apply the security measures described in this policy, with particular care given the heightened sensitivity of that data.
If you use a HelloFoxie AI Chat Widget and have questions about how sensitive information is handled, please contact the clinic, salon, or wellbeing practice whose AI Chat Widget you used as they are responsible for that information and are the right point of contact. If you would like sensitive information you shared through the AI Chat Widget to be deleted, please ask the clinic, salon, or wellbeing practice whose AI Chat Widget you used, and request this from us in writing and we will action it promptly.
8. Who do we work with to deliver our service?
We never sell personal data and we never share it with third parties for their own marketing.
The companies we work with to deliver our services include:
- Microsoft Azure: cloud hosting and data storage. Based in the Netherlands
- OpenAI: AI response generation. Based in the United States of America
- Sybu Data: technical support and system administration. Based in South Africa
- Xneelo (formerly Hetzner SA): website hosting and email delivery. Based in South Africa
- GoDaddy: domain name services. Based in the United States of America
- GoCardless: payment processing. Based in the United Kingdom
- Xero: invoicing. Based in New Zealand
- HubSpot: customer relationship management (CRM) and client communication. Based in the United States of America
9. What happens when data leaves the United Kingdom (UK)?
Some of the companies listed under Section 8 “Who do we share information with?” are based outside the UK. We do not transfer personal data outside the UK unless appropriate safeguards are in place that require them to protect your data to UK standards (these legal agreements are known as International Data Transfer Agreements or IDTAs).
Details of the safeguards in place for each transfer involving a sub-processor outside the UK are set out in our Data Processing Agreement.
If you would like more details about how a specific transfer is protected, please email us at privacy@hellofoxie.com.
10. How long do we keep your information?
We only keep personal data for as long as we need it.
Client account information is held for the duration of the contract, plus a further period for financial and legal record-keeping purposes. Payment records are kept for seven (7) years in line with HMRC requirements. Contact form submissions are kept for 12 months from the data of last contact.
Visitors and existing customer conversation transcripts processed on behalf of clients are kept for a maximum of 90 days and then automatically deleted. Clients may instruct us in writing to delete transcripts earlier. Where retention beyond this period is required for the security monitoring purposes described above, data is retained only for as long as necessary and no longer than 90 days in any case, unless otherwise required by law.
Upon termination or expiry of a client agreement, we will delete or return all customer personal data 7 years after the termination or expiry of our agreement unless (a) you send us written instructions to delete it or (b) we are required by law to retain it. Where data is held in backups that cannot be deleted immediately, we will put it beyond use and delete it on our next scheduled deletion cycle.
11. What are your rights?
You have the following rights over your personal data. To use any of them, we encourage you to email us at privacy@hellofoxie.com. We will respond within one month in most cases. If your request is complex, or you have made several requests at once, we may take up to three months in total. We will always inform you within the first month if we need more time.
The right to know: you have the right to clear information about how your data is used. This policy is how we provide that.
The right to access your data: you can ask for a copy of the personal data we hold about you. We will carry out a reasonable search of our records to respond.
The right to correct your data: if anything we hold about your is incorrect or out of data, you can ask us to fix it.
The right to delete your data: in certain circumstances, you can ask us to delete your personal data.
The right to limit how we use your data: you can ask us to pause or restrict how we use your data in certain situations.
The right to take your data elsewhere: you can ask us to provide your data in a format that makes it easy to transfer to another provider.
The right to object: where we rely on our legitimate business interests as our reason for using your data, you can object. We will stop unless we have a compelling reason that outweighs your interests. If you object to marketing, we will also stop immediately.
The right to withdraw consent: if we ever rely on your consent to use your data, you can withdraw it at any time. This will not affect anything we have already done on the basis of that consent.
The right to complain to us directly: you have the right under UK law to raise a data protection complaint directly with HelloFoxie. See the Questions and Complaints section below for how to do this.
The right to challenge automated processing: you have the right not to be subject to decisions made entirely by automated means where those decisions have a significant effect on you. As explained above, HelloFoxie AI Chat Widget does not make such decisions. If you feel this has not been the case, please contact us.
If you use a HelloFoxie AI Chat Widget on another business’s website and want to exercise any of these rights in relation to that interaction, please contact that business as they are responsible for that information and are the right people to help you. Under the terms of our Data Processing Agreement, we will assist the client in responding to your request.
12. How do we keep your data safe?
We take the security of personal data seriously. The measures we have in place include:
- encryption of all data in transit using HTTPS
- encryption of data at rest using Azure 256-bit AES encryption
- access controls limited to approved domains and service identifiers
- redaction of sensitive and visitor-identity details from conversation log files
- user authentication and individual access credentials for all systems handling personal data
- least-privilege access, promptly revoked when no longer required
- access logging retained for a minimum of 90 days
- Regular testing and review of our security measures
Our hosting infrastructure is maintained by Microsoft Azure, which provides physical and environmental security for systems on which data is stored. Our full security commitments to clients in respect to visitors and existing customers data are set out in the Data Processing Agreement we hold with each client.
13. What if something goes wrong?
If a personal data breach occurs that is likely to affect people’s rights, we will report it to the UK Information Commissioner Office (ICO) within 72 hours of becoming aware of it. If the breach is serious enough to directly affect individuals, we will notify them promptly.
Where a breach involves personal data we are processing on behalf of a client, we will notify that client without undue delay, providing the information they need to meet their own reporting obligations. We will not make any public statement about a breach involving client data without the client’s prior written agreement.
14. Cookies
The HelloFoxie website does not currently use analytics or tracking tools. Cookies used for essential website functions such as security and session management do not require your consent.
When a HelloFoxie AI Chat Widget is embedded on a client’s website it does not set cookies, but it does use browser storage to maintain the chat session while you are on the site. It may also log technical information such as your IP address, browser type, and interaction events for service delivery, security, and support purposes. If you are using a HelloFoxie AI Chat Widget on a client, salon, or wellbeing practice’s website, that business is responsible for informing you about this in their own privacy notice.
You can clear browser storage at any time through your browser settings. Our website may contain links to other sites and we are not responsible for their privacy or cookie practices.
15. Children and young people
Our services are intended for businesses and their adult customers. We do not knowingly collect personal data from anyone under the age of 13. If you believe we have done so in error, please contact us at privacy@hellofoxie.com and we will delete it promptly.
Where a client’s business serves customers under the age of 18, it is the client’s responsibility to ensure they have appropriate lawful basis for processing that minor’s personal data, including obtaining parental or guardian consent where required. Clients warrant in the Terms of Business that they will comply with all applicable laws when using the HelloFoxie AI Chat Widget in connection with minors.
16. Changes to this policy
HelloFoxie may update/revise this Policy from time to time to reflect improvements in services or legal changes. The updated version will always be published on our website, and for our convenience, we indicate the data of the last update at the top of the document. When we make changes that meaningful affect how we use your data, we will notify active clients by email and update the date at the top of this policy. Previous versions are available on request.
17. Questions and Complaints
We take all data protection concerns seriously. If you have a question about this policy or think we have handled your personal data incorrectly, we want to hear from you directly first.
Step 1: Contact us
Email us at privacy@hellofoxie.com with a description of your concern. You can also write to us at 9 Duke Street, Richmond, TW9 1HP, or submit a complaint using our online form: https://hellofoxie.com/data-protection-complaint/
We will acknowledge your complaint within 30 days and take appropriate steps to investigate and respond to you without undue delay.
Step 2: Escalate to the UK Information Commissioner Office (ICO)
If you are not satisfied with our response, or if you would prefer to go directly to the regulator, you have the right to make a complaint to the ICO:
Website: www.ico.org.uk/make-a-complaint/
Telephone: 0303 123 1113
Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Cheshire SK9 5AF
We encourage you to contact us first as we would genuinely like the opportunity to put things right.
For general questions about this policy or how we handle your data please email us at privacy@hellofoxie.com, or you can also write to us at 9 Duke Street, Richmond, TW9 1HP.