Privacy notice: process mapping interview
Last updated: 3 November 2026
Who we are
This interview is run by Digital Planning Ltd (“Digital Planning”, “we”), a company registered in England and Wales, number 13095073. Our registered office is Park House, 37 Clarence Street, Leicester LE1 3RW, and we work from the Advanced Technology Innovation Centre, 5 Oakwood Drive, Loughborough LE11 3QF. We are the controller of the information collected, registered with the Information Commissioner's Office as ZB406170.
Questions or requests: Mark Underwood, at hello@digitalplanning.tech, on 01509 974 885, or by post to the Loughborough address above.
What this is
You have been sent a personal link to a voice interview with our Workflow Mapper Agent. The agent is an AI, not a person. It asks how a business process at your organisation runs today and draws it on screen as you talk. Digital Planning reviews the result with your organisation as part of the work we've been asked to do.
What we collect
- What you say: a recording of your voice and a written transcript of the conversation, including the agent's side.
- The process map: the steps, roles, systems, timings, problems and other details drawn from what you say, and the yearly cost figure worked out from them.
- Your details: your name, role and organisation (and your email address, if we have it), which we entered when we made your link.
- Use of the link: when you opened it, when each call started and ended, and how many minutes you've used.
Please don't share personal information about customers or colleagues beyond their roles, or anything confidential you aren't allowed to share. The interview only needs to know how the work flows.
We don't use cookies for tracking or advertising. Any hourly rate you set on screen stays in your browser and isn't sent to us.
Why we use it, and our lawful basis
We use this information to map your organisation's processes, to review and discuss the map with your organisation, and to improve the interview itself.
Our lawful basis is legitimate interests (UK GDPR Article 6(1)(f)): carrying out the process review your organisation has engaged us for, or agreed to take part in. You can object at any time (see “Your rights”).
We don't use your information for marketing, and we don't sell it.
Who handles it for us
We use these providers to run the interview. Each processes the information only on our instructions:
| Provider | What it does | Where |
|---|---|---|
| ElevenLabs | Runs the voice agent: speech to text, the AI model that writes its replies (run by ElevenLabs itself, not passed to another company), the agent's voice, and the call recording and transcript | United States |
| Supabase | Stores your details, the map and the transcript | United Kingdom (London) |
| Vercel | Hosts the website and runs the code that handles your information | United Kingdom (London), with pages delivered through its worldwide network |
ElevenLabs and Vercel are US companies. Where information leaves the UK, it is protected by the UK International Data Transfer Addendum to the standard contractual clauses, which both include in their data processing terms.
Your organisation's contact at Digital Planning, and the Digital Planning team working with them, can see your map and transcript.
How long we keep it
| Information | Kept for |
|---|---|
| The process map, transcript, your details and records of when the link was used | 6 years after our work with your organisation ends, as for our other client records, then deleted |
| The voice recording | 2 years after the call, then deleted. The transcript keeps what was said. |
If your organisation asks us to delete everything sooner, or the work ends early, we delete it within 30 days.
Your rights
You can ask us to:
- give you a copy of the information we hold about you
- correct anything that's wrong
- delete it
- stop using it, or restrict how we use it
- object to how we use it
Contact Mark Underwood using the details at the top. We reply within one month. If you're unhappy with how we've handled your information, you can complain to the Information Commissioner's Office: ico.org.uk, 0303 123 1113.
Changes
If we change this notice, we'll update the date at the top. The current version is always at this page.