Privacy policy

The short version

We collect the details you type into our contact form so we can reply to you. We do not sell your data, we do not add you to a marketing list without asking, and we do not run advertising trackers on this site.

What we collect

Information you give us. When you submit the contact form, we receive your name, email address, and any company name, phone number and message you choose to include. That is all sent to us by email and stored in our inbox and CRM.

Information collected automatically. Our web server keeps standard access logs including IP address, browser user agent, requested page and timestamp. These are used for security and troubleshooting and are retained for a limited period. If analytics are enabled on this site, they are configured without cross-site advertising identifiers.

Information from a client engagement. If you become a client, we will necessarily see business data inside your systems while building automations. That is governed by our engagement agreement and any NDA in place, not by this policy. We do not copy client data out of client systems except where a specific piece of work requires it, and we do not use it for anything other than delivering your project.

Why we process it

• To respond to your enquiry and, if relevant, to prepare a proposal — this is our legitimate interest in responding to people who contact us, and steps taken prior to entering a contract.
• To deliver services under a contract with you.
• To keep the website secure and functioning.
• To meet legal and accounting obligations.

What we do not do

• We do not sell or rent your personal information to anyone.
• We do not add contact-form submissions to a marketing mailing list. If we ever want to email you something other than a reply, we will ask first.
• We do not run advertising or cross-site tracking pixels on this website.
• We do not use your business data to train AI models. Where a client engagement involves AI providers, that is agreed in writing in advance and configured under commercial terms that exclude training use.

Who else sees it

We use a small number of service providers to run the business: web hosting, email, and a CRM to keep track of conversations. They process data on our instructions only. If a client engagement requires a specific third-party service to handle your data, we identify it before the work starts.

We will disclose information if legally required to do so, and we will tell you unless we are prohibited from doing so.

How long we keep it

Enquiries that do not become engagements are kept for up to 24 months, then deleted. Client records are kept for the duration of the engagement plus the period required for legal, tax and accounting purposes. Server access logs are kept for a short operational period.

Your rights

Depending on where you live, you may have the right to request a copy of the personal information we hold about you, to have it corrected, to have it deleted, to object to or restrict how we use it, and to receive it in a portable format. Residents of the EU and UK have these rights under the GDPR; California residents have comparable rights under the CCPA, including the right not to be discriminated against for exercising them. Since we do not sell personal information, there is nothing to opt out of on that front.

To exercise any of these, email us and we will respond within 30 days.

Security

The site is served over HTTPS. Access to enquiry data is limited to people who need it. Client system credentials are stored in a password manager, held in your vault wherever possible, and are scoped to least privilege so you can revoke our access at any time.

International transfers

We deliver remotely and our service providers may process data in the United States and the European Union. Where personal data is transferred across borders, we rely on the relevant standard contractual clauses or equivalent safeguards offered by those providers.

Changes

If we change this policy materially, we will update the date at the top of the page. Continuing to use the site after a change means you accept the updated policy.

Contact

Questions about this policy, or a request relating to your data, can be sent through the contact form or emailed to support@theautomationdepartment.com.