Summary: We collect minimal personal data, delete it quickly (within 90 days, often sooner), never sell or share it, and give you full control over your information. We use anonymous analytics to improve our website but cannot identify individual users.
1. About This Policy
Robokeys Ltd ("we", "us", "our") is committed to protecting your privacy and personal data. This policy explains how we collect, use, and safeguard your information in compliance with UK GDPR and data protection laws.
Data Controller: Robokeys Ltd, Essex, United Kingdom
Contact: [email protected]
2. Information We Collect
Contact Information
When you contact us through our website forms or email, we collect:
- Name and email address
- Company name and role (if provided)
- Project details and requirements you choose to share
- Any other information you include in your message
Website Analytics
We collect anonymous usage data to understand how our website is used:
- Pages visited and time spent on site
- Country-level location data only (not city, region, or precise location)
- Device type and browser information
- Referring websites and search terms
Important: Analytics data is completely anonymous and cannot identify you personally. We never attempt to match analytics data with contact information or user records.
3. How We Use Your Information
Contact Data
- Primary purpose: To respond to your inquiries and manage ongoing project discussions
- Optional marketing: Only if you explicitly opt-in to receive updates about our products and services
- Legal basis: Legitimate interest for responding to inquiries; consent for marketing communications
Analytics Data
- Improve website performance and user experience
- Understand which content is most valuable to visitors
- Plan technical improvements and content strategy
4. Data Retention
Contact Information
We follow a privacy-first approach to data retention:
- Maximum retention: 90 days from our last contact
- Typical retention: Much shorter for one-off inquiries (often deleted within days or weeks)
- Extended retention: Only with your explicit consent for marketing purposes
- Active projects: Retained for the duration of ongoing discussions, then deleted within 90 days of completion
Analytics Data
Anonymous analytics data is retained for up to 2 years to identify long-term trends and improvements.
5. Data Sharing and Third Parties
We never sell, rent, or share your personal information with third parties for marketing purposes.
Limited sharing only occurs in these specific circumstances:
- Service providers: Trusted partners who help us respond to inquiries (e.g., email hosting) under strict data protection agreements
- Legal requirements: If required by law or to protect our legal rights
- Business transfer: In the unlikely event of a company sale, with your consent or as permitted by law
6. Your Rights
Under UK GDPR, you have the following rights regarding your personal data:
Access and Portability
- Request a copy of all personal data we hold about you
- Receive your data in a portable format
Correction and Deletion
- Correct any inaccurate or incomplete information
- Request immediate deletion of your data (we typically comply within 48 hours)
Marketing Control
- Opt out of marketing communications at any time
- Withdraw consent for data processing
Objection and Restriction
- Object to processing based on legitimate interests
- Restrict processing in certain circumstances
7. Data Security
We implement appropriate technical and organizational measures to protect your data:
- Encrypted data transmission and storage
- Regular security reviews and updates
- Limited access to personal data on a need-to-know basis
- Secure disposal of data when retention periods expire
8. International Transfers
Your data is primarily processed within the UK/EEA. If we use service providers outside the UK/EEA, we ensure appropriate safeguards are in place, including:
- Adequacy decisions by the UK government
- Standard contractual clauses
- Certification schemes and codes of conduct
9. Cookies and Tracking
Our website uses minimal cookies and tracking:
- Essential cookies: Required for website functionality
- Analytics cookies: Anonymous usage tracking (can be disabled in your browser)
- No advertising cookies: We don't use cookies for advertising or cross-site tracking
10. Changes to This Policy
We review this policy regularly and will notify you of any material changes by:
- Updating the "Last Updated" date at the top of this page
- Posting a notice on our website for significant changes
- Emailing active contacts for major policy changes (if we have your consent)
11. Contact Us About Privacy
For any privacy-related questions, requests, or concerns:
Privacy Contact
Email: [email protected]
Subject Line: "Privacy Request" for fastest response
We typically respond to privacy requests within 48 hours and fulfill data requests within 30 days.
Contact About PrivacyYou also have the right to lodge a complaint with the UK data protection authority:
Information Commissioner's Office (ICO)
Website: ico.org.uk
Phone: 0303 123 1113
Questions about this policy? We're happy to explain any part of our privacy practices in plain English. Just drop us a line at [email protected].