Privacy Policy
Effective Date: 15-11-2025
Company: XFo Group Ltd (Company No. 16855304)
Registered in: England & Wales
Operating location: Aberdeen, Scotland
Website: https://xfortuna.net/
Contact: [email protected]
1. Who We Are
XFo Group Ltd (“we”, “us”, “our”) provides AI automation tools and agent-based software designed to help businesses—primarily estate agents—improve customer communication, operational efficiency, and lead conversion.
We are committed to protecting your privacy and handling personal data in compliance with UK GDPR and the Data Protection Act 2018.
2. What Data We Collect
2.1 Personal Data
Depending on how you use our website, demos, or services, we may collect:
Name, email address, phone number
Business name, job role
Account credentials (for systems you explicitly allow us to integrate with)
Payment information (processed securely by Stripe/PayPal; we do not store card numbers)
2.2 Technical Data
IP address, browser details, device type, operating system
Pages visited, referring pages, time spent on site
Cookie and tracking information where consent is given
2.3 AI Interaction Data
Questions submitted to our AI agents
Chat transcripts
Metadata (timestamps, interaction patterns)
This data is used to train and improve the client’s deployed AI model and may also be retained by XFo Group Ltd to improve service quality and maintain operational integrity.
3. How We Use Your Data
We process collected data to:
Deliver and maintain our AI tools and automation services
Train and improve custom AI agents
Provide support and diagnose issues
Manage billing and payments
Improve website performance
Comply with legal or regulatory obligations
We do not sell or rent your data to third parties.
4. Legal Basis for Processing (UK GDPR)
We process data under the following lawful bases:
Contract: To provide services you have requested
Consent: For optional marketing communications and non-essential cookies
Legitimate Interest: Improving service performance, monitoring security, understanding usage
Legal Obligation: Where required by law or regulation
5. Data Storage & Security
All data is stored on UK-based servers or in UK-hosted cloud environments.
Access is restricted to authorised personnel.
We use encryption, access controls, and audit logging to safeguard information.
We retain personal data for the duration of the contract unless otherwise specified. After termination, data may be retained for reasonable business, operational, or legal purposes unless deletion is requested.
6. Sharing Your Information
We may share data only with trusted service providers who assist in delivering our services, such as:
CRM and automation platforms (e.g., GoHighLevel)
Infrastructure providers
Payment processors (Stripe, PayPal)
API service providers (e.g., OpenAI)
All processors operate under strict confidentiality and UK GDPR-compliant agreements.
We do not permit third parties to use your data for their own purposes.
7. Cookies & Tracking Technologies
Our website uses:
Essential cookies (always active)
Analytics cookies (used only with your consent)
Functionality cookies for web chat and agent operation
You may manage your preferences using the cookie banner provided on first visit or via browser settings.
8. AI Conversation Storage Notice
AI chat interactions may be:
Logged
Stored
Used to train and improve the deployed AI agent(s)
Retained by XFo Group Ltd for ongoing system maintenance and enhancement
If you require disabled logging or specific retention limits, please contact us.
9. Your Rights
Under UK GDPR, you may:
Request access to your data
Request correction or deletion
Object to processing
Withdraw consent
Request data portability
Lodge a complaint with the Information Commissioner’s Office (ico.org.uk)
To exercise your rights, email: [email protected]
10. Contact Details
XFo Group Ltd
128 City Road, London
Operating in Aberdeen, Scotland
Email: [email protected]
