AUTOMATED PHONE ASSISTANT & CALL RECORDING

The Stag & Huntsman uses an automated telephone assistant to answer calls, respond to enquiries and take booking details. This notice explains how we use personal data from those calls.

WHAT WE COLLECT

We may collect your telephone number, the audio of what you say, a text version of the call, and the details you provide such as your name, party size, preferred date and time, room enquiry details and special requests. Please do not give payment card details to the assistant.

WHY WE USE IT

We use this information to answer your enquiry, manage bookings, pass relevant details to our team, train and support our service, and resolve queries or disputes. Our basis for this processing is our legitimate interests in operating an efficient guest enquiry and booking service.

CALL RECORDING AND OPT-OUT

When recording is enabled, the assistant will tell you before recording starts. You can say “don't record” at any time: recording will stop and the recording will be deleted while the call can continue. You can also ask to speak to a member of staff.

WHO PROCESSES YOUR DATA

The Stag & Huntsman uses trusted service providers acting on our instructions: Twilio provides the telephone connection and encrypted recording storage; OpenAI processes speech and generates the assistant’s responses. Relevant details may also be shared internally with the team handling your enquiry. These providers may process data outside the UK, subject to appropriate safeguards.

RETENTION

Call recordings are stored privately and automatically deleted after 30 days. Enquiry and booking records may be retained for longer where needed to handle your request or meet normal legal and record-keeping obligations.

YOUR RIGHTS

You may ask for access to, correction or deletion of your personal data, object to or restrict its use, or complain to the ICO. For a privacy request or question, contact us at hello@stagandhuntsman.com.

This notice applies to calls handled by The Stag & Huntsman. Last updated: 3 August 2026.