Privacy Notice
Last updated: 10 November 2026
- 9BallCall is an AI receptionist that answers phone calls for tradespeople (plumbers, electricians, builders and so on) in North Manchester and Bury.
- If you ring a tradesperson who uses us, an AI assistant answers. It tells you it is an AI and that the call is recorded and transcribed, takes your details and passes them to the tradesperson.
- We only send you a WhatsApp message if you agree to it on the call. Reply STOP at any time and we won't message you again.
- We never sell your information.
- Questions or requests: hello@9ballcall.com.
1. Who we are
9BallCall is a trading name of Faith Based Delivery Ltd, a company registered in England and Wales (company number 06500533). Registered office: 118 Church Street West, Radcliffe, Manchester, M26 2BY.
Email: hello@9ballcall.com
2. If you call a tradesperson who uses 9BallCall
Some tradespeople use 9BallCall to answer their phone when they are busy on a job. When you call them, our AI assistant answers on their behalf.
Who is responsible for your information
The tradesperson you called is the controller of your information: they decide what it is used for. 9BallCall is their processor: we handle it for them, under a written agreement, and only on their instructions. If you want to make a request about your information, you can contact the tradesperson or us, and we will pass it on and help them deal with it.
What we collect on their behalf
- Your name, phone number, and the address or postcode of the job.
- What the job is, and anything else you tell the assistant (for example, how urgent it is).
- A recording and written transcript of the call, and a short summary.
- The number you called from, and the date, time and length of the call.
- Whether you agreed to receive WhatsApp messages.
- If you agree to WhatsApp: your messages and any photos or measurements you send so the tradesperson can quote.
Why we use it
- To take your enquiry and pass it to the tradesperson so they can call you back, quote and do the job.
- To keep the tradesperson's call log, and to send you updates about your job (for example, if they are running late) by WhatsApp or by a short call from the AI assistant.
- To check the service is working properly and fix problems.
The tradesperson's lawful basis is usually to take steps at your request before entering into a contract (you asked for a quote or a job), and their legitimate interests in running their business. WhatsApp messages are only sent if you agree on the call.
About the AI assistant
The assistant is an AI. It tells you this at the start of every call. It does not make decisions about you that have legal or similarly significant effects; it takes your details and passes them to a person, and the tradesperson decides what happens next. If you would rather not speak to an AI, just say so and it will take your name and number for a call back. If you think a decision has been made about you automatically, you can ask for a person to review it.
3. If you are a 9BallCall customer (tradesperson)
For our own customers we are the controller. We use:
- Your name, business name, phone numbers, WhatsApp number, email and address.
- How you want calls handled, your opening hours, services and areas, and your settings (for example, how customers should be told you're running late).
- Your plan, billing records and payment status. Card payments are handled by our payment provider; we do not see or store your full card number.
- Your messages to us and support requests.
We use this to provide the service you signed up for (contract), to bill you and keep accounts (legal obligation), and to support, improve and protect the service (legitimate interests). We send service messages about your account; we only send marketing if the law allows and you can opt out at any time.
4. If we contact your business about our service
We may contact trades businesses about 9BallCall by post, or by email where the business is a limited company. We use business contact details from public sources such as company websites, business directories and Companies House: business name, trade, phone, email (where published), address and the source and date we found it.
Our lawful basis is legitimate interests (telling local trades businesses about a service relevant to them). We post to sole traders rather than emailing them. Every email gives a simple way to opt out; reply STOP or email hello@9ballcall.com and we will add you to our do-not-contact list. Postal mail is sent through a UK print-and-post provider acting for us.
5. Our website and enquiries
If you fill in a form, email us or book a call, we use your details to reply and, if you sign up, to set up your account. Our website is hosted by Cloudflare, which processes basic technical information (such as IP address and browser type) to deliver and protect the site. We do not use advertising or tracking cookies.
6. Who helps us provide the service
We use carefully chosen suppliers (sub-processors). They may only use the information to provide their service to us, under their data processing terms, and not for their own purposes:
| Supplier | What they do | Where |
|---|---|---|
| Retell AI | AI voice assistant: answers calls, recording, transcription | USA |
| Twilio | Phone numbers, call connection and text messages | USA / EU |
| Meta (WhatsApp Business Platform) | Sending and receiving WhatsApp messages | EU / USA |
| n8n | Automation that moves call details to the tradesperson | EU (Germany) |
| Google (Workspace) | Email, call logs and documents | EU / USA |
| Stripe | Card payments and subscriptions (customers only) | UK / EU / USA |
| Cloudflare | Website hosting, domain and email forwarding | Global |
We may also share information if the law requires it, or with professional advisers (such as an accountant). We never sell personal information.
7. Information sent outside the UK
Some suppliers process information in the USA or the EU. Where information leaves the UK, we rely on UK "adequacy" rules (for example the UK Extension to the EU–US Data Privacy Framework, where the supplier is certified) or on the ICO's approved contract clauses (the International Data Transfer Agreement or UK Addendum), so your information keeps the same level of protection.
8. How long we keep information
| Information | How long |
|---|---|
| Call recordings and transcripts | 90 days from the date of the call, then deleted |
| Call log details (name, number, job, summary) | 12 months after the last contact, unless the tradesperson needs them longer for a job they actually did (for example, for invoices or guarantees) |
| Photos and files sent by WhatsApp for a quote | Deleted from our systems after 30 days |
| WhatsApp opt-outs (STOP list) | Kept for as long as we provide the service, so we never message you again |
| Website enquiries and demo bookings (if you don't become a customer) | 12 months after the last contact |
| Customer account and billing records | For the life of the account, then 6 years for tax and accounting |
| Business contact details for outreach | Until you ask us to stop, or up to 2 years with no response |
When a tradesperson stops using 9BallCall, we delete or return their customers' information as our agreement with them says.
9. Your rights
Under UK data protection law you can ask to: see a copy of your information; correct it; have it deleted; restrict or object to how it is used (including any direct marketing, at any time); have a person review any decision made about you automatically; and, in some cases, receive it in a portable format. Where we rely on your consent (for example for WhatsApp messages), you can withdraw it at any time. We will reply within one month. There is normally no charge.
10. How to ask us to delete your information
- WhatsApp: reply STOP to any message from us and we will stop messaging you straight away.
- Everything else: email hello@9ballcall.com with the subject "Delete my data". Tell us your name and the phone number you called from or used with us, and (if you know it) which tradesperson you called.
If the information belongs to a tradesperson's customer records, we will tell the tradesperson and help them delete it. We will confirm to you when it is done.
11. Keeping information safe
Information is encrypted when it travels over the internet. We limit access to people who need it, protect our accounts with strong passwords and two-step sign-in where available, use suppliers with recognised security standards, and keep only what we need for as long as we need it.
12. Complaints
If you are unhappy with how we have handled your information, please contact us first at hello@9ballcall.com and we will try to put it right. You also have the right to complain to the Information Commissioner's Office (ICO): ico.org.uk/make-a-complaint, telephone 0303 123 1113.
13. Changes to this notice
We will update this notice if our service or the law changes. The date at the top shows when it last changed. If we make an important change, we will tell our customers by email before it takes effect.