Privacy Policy

Who this covers, and in what role

WasilX (“we”) builds Cam, an AI engagement coordinator that UK law firms use to answer calls, capture and qualify enquiries, follow them up, record and write up meetings, and keep matter context moving. This page covers two different relationships, because our role changes depending on who you are:

• If you’re a law firm evaluating or using WasilX (for example you submitted the pilot request form on this site): WasilX is the controller of that contact data: your name, firm name, email, phone, and message. Our lawful basis is legitimate interests, specifically responding to a business enquiry you sent us. You can ask us to stop at any time.
• If you contacted a law firm that uses WasilX (by phone, form, chat, SMS or email): the law firm is the controller of your personal data and WasilX acts as their processor. We handle your enquiry on that firm’s instructions under a data processing agreement with them. Questions about your data in that case should go to the firm you contacted. They remain responsible for your relationship and can instruct us.

What we collect

Depending on how you reach a firm, this can include:

• Name, phone number, email address
• What you said or wrote: the call transcript, form message, SMS, WhatsApp, chat or email text
• Meeting recordings, transcripts and the written note produced from them, where a meeting was recorded (see below)
• Metadata about the enquiry: matter type, when it came in, how it was routed, and the follow-ups sent

Enquiries to law firms routinely carry sensitive information, including health, immigration status and criminal matters, because that is what people ring a solicitor about. We do not ask for more than is needed to route and answer your enquiry, we do not use it for advertising, and we do not sell it.

Recording, and what is not recorded

This is the part people most want a straight answer on, so it has its own section.

• Phone calls to a firm are not recorded. Cam works from a live transcript, and that transcript is what the note is built from. There is no call recording to keep or to disclose.
• Meetings are recorded only when someone confirms consent first. That applies to a meeting recorded in the room, a video consultation, and a bot that joins a Zoom, Teams, Meet or Webex call. The bot announces itself when it joins.
• The audio is deleted once the note is written, unless the firm has set a retention period. The default is zero days.
• We do not use voice biometrics and we do not identify anyone from their voice. Where a transcript separates speakers, a person at the firm attaches the names.

Where your data is hosted

The application runs on Vercel in London. The database, file storage and authentication run on Supabase in London (eu-west-2), and that is where enquiry records, transcripts, meeting audio, contacts and the audit log stay.

Inference is the exception, and we say so rather than rounding it off. Speech-to-text and the language models are provided by named sub-processors, some of which process outside the UK. That is why you will not find an unqualified “UK-hosted” claim anywhere on this site: it would be a statement about every vendor, and it would not be true. Where a transfer leaves the UK it is made under the transfer terms in that vendor’s agreement, and the mechanism for each is recorded on the register described below.

Sub-processors

Running the service needs a small set of vendors: hosting, database and storage, telephony and voice, speech-to-text, the language model, transactional email, queueing, rate limiting and error reporting. A firm may additionally connect its own calendar or practice management system, which is that firm’s choice and its own tenant.

We keep a sub-processor register naming each one, what it sees, and where it processes. It is dated, versioned, and reconciled against the code that is actually running rather than an architecture diagram. It is available to any firm before they sign, and it marks the rows where the agreement is still being papered rather than implying every one is settled. If you are a prospective client and want it, ask.

No vendor we buy inference from directly is permitted to train its models on your data, and we do not train on it ourselves. One caveat we would rather state than have you find: the managed assistant that answers a call runs a model our telephony provider contracts with rather than us. It is named on the register with the terms it is held to. If we ever offer a firm the option of using its own enquiry history to sharpen Cam for that firm’s own callers, it will be off until the firm turns it on, confined to that firm’s workspace, and never pooled with another firm’s.

How long we keep it

Meeting audio is deleted as soon as the note is written unless the firm sets a retention period, and the default is zero days. Enquiry records, transcripts and notes are kept for as long as we provide the service to the firm, and are deleted on request or when the firm leaves. A firm can ask us to delete a specific record at any time and we act on it. The exact periods for each record type form part of the firm’s data processing agreement.

Your rights

Under UK GDPR you have the right to access your personal data, to have it corrected or erased, to restrict or object to how it is used, and to receive a copy of it. If a law firm is the controller of your data, which is the case for anything you told a firm, contact that firm and they will instruct us. If you contacted WasilX directly, email us at the address below.

You also have the right to complain to the Information Commissioner’s Office, the UK supervisory authority, at ico.org.uk. We would rather you raised it with us first, but that right does not depend on it.

AI disclosure

Calls and chats handled by WasilX are answered by an AI assistant, not a person. That is disclosed at the start of the interaction, before anything else is asked. Cam does not give legal advice, does not assess your prospects, and does not make a decision about your matter. It captures your enquiry, qualifies it, and routes it to the firm’s team.

Nobody takes over a call inside WasilX. If you ask for a person, or Cam judges that you need one, the call is transferred to a member of the firm on the telephone in the ordinary way, or the firm calls you back.

Contact

Questions about this policy, or to exercise any right above: mohamed@wasilx.com.