Privacy Policy
Privacy Policy - the basics
Last updated: 10 June 2026 | ICO registration number: ZC167700 | www.automate-iq.co.uk
1. Who we are
Automate IQ Ltd is a limited company registered in England and Wales. We provide AI and workflow automation services and consulting to business clients.
Email: info@automate-iq.co.uk | Website: www.automate-iq.co.uk | ICO registration: ZC167700 | Registered address: [INSERT REGISTERED OFFICE ADDRESS]
We are the data controller for personal data collected through this website. Where we process personal data on behalf of our clients, we act as a data processor under a separate Data Processing Agreement.
2. What personal data we collect and why
Enquiries and contact forms. When you contact us via the website contact form, by email, or by phone, we collect your name, email address, phone number (if provided), company name, and the contents of your message. We use this to respond to your enquiry. Legal basis: legitimate interests (Article 6(1)(f) UK GDPR).
Client and contractor data. If you engage us as a client or contractor, we collect business contact details, payment information, and data necessary to deliver our services. Legal basis: performance of a contract (Article 6(1)(b)) and compliance with legal obligations (Article 6(1)(c) UK GDPR).
Website analytics. We may collect anonymised data about how visitors use this website using privacy-friendly analytics tools. This data does not identify you personally. Legal basis: legitimate interests (Article 6(1)(f) UK GDPR).
3. How we use your personal data
We use the personal data we collect to: respond to your enquiries; provide, manage, and invoice for our services; fulfil our legal and contractual obligations (including accounting and tax records); improve our website; and send you information about our services where we have a legitimate interest in doing so.
We will not use your personal data for any purpose incompatible with the purpose for which it was collected without first obtaining your consent.
4. Who we share your personal data with
We do not sell, rent, or trade your personal data. We may share it with:
Service providers and sub-processors. We use a small number of trusted third-party tools and services to run our business, including cloud storage, email, accounting software, and project management tools. These providers process data only on our instructions and under binding data processing agreements. We maintain a full sub-processor list and can provide it on request.
Legal and regulatory authorities. Where required by law, court order, or regulatory authority (including HMRC and the ICO), we may disclose personal data.
Professional advisers. We may share data with our accountants, solicitors, and insurers where necessary and under appropriate confidentiality obligations.
We do not transfer your personal data outside the UK or EEA without ensuring appropriate safeguards are in place (such as UK adequacy regulations or standard contractual clauses).
5. How long we keep your personal data
Enquiry and contact data: 12 months from the date of last contact, unless the enquiry progresses to a client relationship.
Client contract and financial records: 7 years from the end of the financial year in which the contract concluded, in accordance with HMRC requirements.
Website analytics data: Retained in aggregated, anonymised form; raw session data (if any) retained for no more than 26 months.
When data is no longer required, it is securely deleted or anonymised. You can request earlier deletion - see Section 6.
6. Your rights under UK GDPR
You have the following rights regarding your personal data. To exercise any of them, contact us at info@automate-iq.co.uk.
Right of access. You can request a copy of the personal data we hold about you (a Subject Access Request).
Right to rectification. You can ask us to correct inaccurate or incomplete personal data.
Right to erasure. You can ask us to delete your personal data where there is no legitimate reason for us to continue holding it.
Right to restrict processing. You can ask us to pause the processing of your data in certain circumstances.
Right to data portability. Where processing is based on consent or contract, you can ask us to provide your data in a structured, machine-readable format.
Right to object. You can object to processing based on legitimate interests. We will stop unless we have compelling legitimate grounds.
Right to withdraw consent. Where processing is based on consent, you can withdraw consent at any time. Withdrawal does not affect the lawfulness of processing before withdrawal.
We will respond to all requests within one calendar month. We may need to verify your identity before fulfilling a request.
If you are unhappy with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.
7. How we keep your data secure
We take the security of your personal data seriously and have implemented technical and organisational measures appropriate to the risk, including:
- Encrypted storage and transmission of data (HTTPS, TLS)
- Multi-factor authentication on all accounts that hold personal data
- Full-disk encryption on all devices used to process personal data
- Access controls limiting data access to those who need it
- Regular review of third-party sub-processors
- A documented Breach Notification Procedure (ICO notification within 72 hours where required)
No method of transmission over the internet is 100% secure. If you have concerns about the security of data you have shared with us, please contact us at info@automate-iq.co.uk.
8. Links to other websites
Our website may contain links to third-party websites. We are not responsible for the privacy practices of those sites and encourage you to read their privacy policies before providing any personal data.
9. Cookie policy
Cookies are small text files stored on your device when you visit a website.
Essential cookies. These are necessary for the website to function (for example, remembering your cookie preferences). They do not require your consent.
Analytics cookies. We may use privacy-friendly analytics tools to understand how visitors use our website. Where these tools set cookies, we will ask for your consent before doing so. You can withdraw consent at any time by clearing your browser cookies or using the cookie preference controls on our website.
Marketing / third-party cookies. We do not currently use marketing cookies or third-party tracking pixels. This policy will be updated if that changes.
You can control or delete cookies at any time through your browser settings. Note that disabling cookies may affect the functionality of this website.
10. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The 'Last updated' date at the top of this page will always show the date of the most recent revision. For significant changes we will endeavour to notify relevant individuals directly.
11. Contact us
For any questions about this Privacy Policy or to exercise your data rights, please contact us:
Email: info@automate-iq.co.uk
Website: www.automate-iq.co.uk
Automate IQ Ltd is registered with the Information Commissioner's Office under registration number ZC167700.