1. Who we are
Next Cycle ("we", "us", "our") provides an AI-assisted messaging service ("Next Cycle", "the Service") that helps businesses respond to customer enquiries and book meetings across SMS, WhatsApp, Instagram, Facebook Messenger and email, on behalf of our business clients ("Clients"). This policy explains how we collect, use, share and protect personal data when the Service is used, and applies both to Clients and to the people who message a Client through the Service ("End Users").
Registered address: 41 Bracken Avenue
Contact: nextcycleconsulting@gmail.com · 07957 408190
2. Data we collect
Depending on how the Service is used, we collect:
- Contact information — name, phone number, email address, and social media handle or profile ID, provided when someone messages a Client.
- Message content — the text of conversations between an End User and the Service, including questions asked and information given, so that a reply can be generated and the conversation can continue coherently.
- Booking information — appointment times, service or product requested, and any details volunteered to schedule a meeting.
- Platform metadata — information made available by the channel used (for example, a WhatsApp or Instagram user ID, message timestamps, delivery and read status) as permitted by that platform's own terms.
- Technical data — IP address, browser type, and general usage data if the Client's website is used, collected via standard server logs and, if enabled, analytics cookies (see Section 8).
- Client account data — for business Clients, business name, contact details, billing information and configuration details (services offered, pricing, availability) used to train the Service to answer accurately.
3. How we use this data
- To generate and send timely, accurate replies to enquiries on behalf of a Client;
- To identify when a query should be handed to a human team member, and to send that notification or call;
- To schedule, confirm and remind about booked meetings;
- To maintain a conversation history so replies stay consistent and relevant;
- To operate, secure, monitor and improve the Service, including diagnosing faults;
- To meet legal, tax and regulatory obligations; and
- To communicate with Clients about their account and the Service itself.
We do not sell personal data, and we do not use End User message content to train general-purpose AI models operated by us or by our sub-processors beyond what is required to generate that individual reply.
4. You are talking to an automated system
Messages sent to a Client's SMS, WhatsApp, Instagram, Facebook or email channels may be read and answered by an AI system rather than a person. Any End User can ask to speak to a human at any time, and the Service is designed to recognise this request and to hand the conversation to a member of the Client's team.
5. Who we share data with
We share the minimum data necessary with the following categories of service providers ("sub-processors") in order to operate the Service:
| Purpose | Type of provider | Data involved |
|---|
| Messaging delivery | Meta Platforms, Inc. (WhatsApp Business Platform, Instagram Messaging, Facebook Messenger) | Message content, platform user ID, delivery metadata |
| SMS / voice notifications | SMS and voice API provider (e.g. Twilio or equivalent) | Phone number, message content, call trigger events |
| AI reply generation | Large language model provider (e.g. Anthropic, OpenAI, or equivalent) | Relevant message content, sent only to generate a reply |
| Meeting scheduling | Calendar/booking provider (e.g. Cal.com, Calendly, Google Calendar) | Name, contact details, appointment details |
| Hosting & infrastructure | Website and workflow hosting providers | Technical logs, stored conversation data |
| Email delivery | Email sending provider | Email address, message content |
Each sub-processor is contractually restricted to using data only to provide their service to us, and not for their own independent purposes. We otherwise disclose personal data only: (a) with consent; (b) to comply with a legal obligation, court order or lawful request from a public authority; or (c) to protect the rights, property or safety of our Clients, End Users or the public.
6. Use of Meta Platform Data
Where the Service is connected to WhatsApp, Instagram or Facebook Messenger, data obtained through Meta's APIs ("Platform Data") is used solely to operate the messaging features described in this policy — receiving and replying to messages, and notifying a Client when a handoff is needed. Platform Data is not used for advertising, is not sold, and is not shared with any third party except the sub-processors listed in Section 5 as required to deliver the Service. Platform Data is retained only as long as necessary for these purposes and is deleted in line with Section 7.
7. Data retention
Conversation history is retained for 24 months from the last message, or for as long as the Client's account is active, whichever is longer, so that returning End Users get consistent replies. Booking data is retained for as long as needed for the appointment and any applicable record-keeping obligation. Data is deleted or anonymised once it is no longer needed, or sooner on request (see Section 9).
8. Cookies and website analytics
Our website may use a small number of cookies or similar technologies for essential functionality (such as remembering a cookie-consent choice) and, where enabled, privacy-respecting analytics to understand site traffic. No cookies are used for third-party advertising. You can control cookies through your browser settings at any time.
9. Your rights
Depending on your location, you may have the right to:
- Access the personal data we hold about you;
- Correct inaccurate data;
- Request deletion of your data ("right to be forgotten");
- Restrict or object to certain processing;
- Receive a copy of your data in a portable format; and
- Lodge a complaint with your local data protection authority (in the UK, the Information Commissioner's Office).
To exercise any of these rights, contact us at nextcycleconsulting@gmail.com. To request deletion of data specifically obtained via Meta (WhatsApp, Instagram or Facebook), email nextcycleconsulting@gmail.com with "Data Deletion Request" in the subject line and the phone number, handle or account used to message us; we will confirm deletion within 30 days.
10. Data security
We apply reasonable technical and organisational measures — including encrypted connections (HTTPS/TLS), access controls, and restricted employee access — to protect personal data against unauthorised access, alteration, disclosure or destruction. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.
11. International data transfers
Some of our sub-processors operate outside your country of residence. Where personal data is transferred internationally, we rely on appropriate safeguards such as Standard Contractual Clauses or equivalent legal mechanisms recognised under applicable data protection law.
12. Children's privacy
The Service is intended for use by adults enquiring about a Client's products or services. We do not knowingly collect personal data from children under 16. If you believe a child has provided us with personal data, contact us and we will delete it.
13. Changes to this policy
We may update this policy from time to time to reflect changes to the Service or our legal obligations. The "Last updated" date at the top of this page shows when it was last revised. Material changes will be notified to Clients directly.
14. Contact us
Questions about this policy or how your data is handled can be sent to nextcycleconsulting@gmail.com, called on 07957 408190, or sent by post to 41 Bracken Avenue.