Privacy Policy

Last updated: January 2024

CotswoltechAI is committed to protecting your privacy. This policy explains how we collect, use, store, and safeguard your personal information when you use our website and services.

Who We Are

CotswoltechAI is a financial guidance company registered in England and Wales. Our registered office is located at 47 Colmore Row, Birmingham, B3 2BS, United Kingdom. For privacy-related enquiries, contact us at [email protected].

Information We Collect

We collect information in several ways depending on how you interact with us:

Information you provide directly:

  • Name and contact details when you reach out to us
  • Financial information you share during consultations
  • Employment and income details relevant to our services
  • Correspondence records including emails and meeting notes

Information collected automatically:

  • IP address and browser type when visiting our website
  • Pages visited and time spent on our site
  • Referring website or search terms used to find us
  • Device information including screen size and operating system

How We Use Your Information

We use personal information for the following purposes:

  • Providing financial guidance services you have requested
  • Responding to enquiries and communications
  • Scheduling and managing appointments
  • Sending service-related updates and reminders
  • Improving our website and services based on usage patterns
  • Complying with legal and regulatory obligations

We do not sell your personal information to third parties. We do not use your information for automated decision-making that produces legal or similarly significant effects.

Legal Basis for Processing

Under UK data protection law, we must have a valid legal basis to process your personal data. We rely on the following:

  • Contract: Processing necessary to provide services you have engaged us for
  • Legitimate interests: Improving our services and website functionality where this does not override your rights
  • Consent: Where you have given explicit permission, such as for marketing communications
  • Legal obligation: Where we must process data to comply with UK law

Data Sharing

We may share your information with:

  • Service providers who assist with our operations (such as email hosting and scheduling software), under strict data protection agreements
  • Professional advisors including lawyers and accountants when necessary
  • Regulatory bodies or law enforcement where required by law

We do not share your financial details with any third party without your explicit consent unless legally required to do so.

Data Retention

We retain personal information for as long as necessary to provide our services and comply with legal obligations. Generally:

  • Client records: retained for seven years after our last interaction
  • Financial records: retained for seven years as required for tax purposes
  • Website analytics: retained for 26 months
  • Marketing consent records: retained until you withdraw consent, plus one year for our records

After these periods, data is securely deleted or anonymised.

Data Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These include:

  • Encrypted storage for sensitive financial information
  • Secure password policies and access controls
  • Regular security reviews and updates
  • Staff training on data protection practices

While we take precautions, no method of transmission over the internet is completely secure. We cannot guarantee absolute security of data transmitted to us.

Your Rights

Under UK data protection law, you have the following rights:

  • Access: Request a copy of personal data we hold about you
  • Rectification: Ask us to correct inaccurate information
  • Erasure: Request deletion of your data in certain circumstances
  • Restriction: Ask us to limit how we use your data
  • Portability: Receive your data in a structured, machine-readable format
  • Objection: Object to processing based on legitimate interests
  • Withdraw consent: Where processing is based on consent, withdraw it at any time

To exercise these rights, contact us at [email protected]. We will respond within one month. If you are not satisfied with our response, you may complain to the Information Commissioner's Office (ICO).

International Transfers

Your data is primarily stored and processed within the United Kingdom. If we transfer data outside the UK, we ensure appropriate safeguards are in place, such as standard contractual clauses approved by the UK government.

Changes to This Policy

We may update this privacy policy periodically. Significant changes will be communicated via our website. The date at the top of this page indicates when the policy was last revised.

Contact Us

For questions about this privacy policy or how we handle your personal data, please contact:

CotswoltechAI
47 Colmore Row
Birmingham, B3 2BS
United Kingdom
Email: [email protected]