Privacy Policy

1. Who We Are

This website is operated by TechPilot Solutions Ltd ("TechPilot Solutions", "we", "us", or "our"), a company registered in England and Wales under company number 17008569, with its registered office at 9 Dovecote Cottages, Church End Road, Shenley Brook End, Milton Keynes, MK5 7AA.

We are the "data controller" for the personal information described in this policy, meaning we decide how and why your personal information is processed. This policy applies to techpilotsolutions.co.uk and any related subdomains, forms, and embedded tools (together, the "Site").

We are committed to complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

We only collect information that is necessary to respond to your enquiry, contact you about it, deliver our services, and keep the Site secure. Depending on how you interact with us, this may include:

• Contact details: full name, email address, and phone number (phone is optional on our contact form).
• Business information: business name, the package you're interested in, and a description of what you're trying to achieve in your own words.
• Communications: the content of messages you send us through our contact form or live chat widget, and any emails or phone calls between you and our team when we follow up on your enquiry.
• Technical data: your IP address, browser type, and general usage data, collected automatically to prevent spam/abuse and keep the Site secure.

We do not knowingly collect any special category data (such as health, religious belief, or biometric data) through the Site. Please do not include special category data in the free-text message field on our contact form unless it is strictly necessary for us to assist you.

3. How We Collect Information

We collect information:

• Directly from you, when you fill in our contact form, chat with our AI assistant, or email or speak with our team.
• Automatically, through standard web server logs and basic anti-spam/rate-limiting checks (such as your IP address) when you visit the Site or submit a form.

4. Our Legal Basis for Processing

Under UK GDPR, we rely on the following legal bases:

• Consent — when you voluntarily submit a form or interact with our chat assistant, and where you tick the "I agree to the Privacy Policy and Terms of Service" checkbox before submitting.
• Legitimate interests — to respond to enquiries, improve our services, prevent fraud and spam, and keep our Site and systems secure, provided these interests are not outweighed by your rights.
• Performance of a contract — where you have engaged us for services, to the extent necessary to deliver those services.
• Legal obligation — where we are required to retain or disclose information to comply with the law.

5. How We Use Your Information

• To record your enquiry in our CRM and respond to it, including arranging your free Automation Audit.
• To send you an email confirming we've received your enquiry, and to notify our team of it by email.
• To contact you by phone or email, using the details you provide, to follow up on your enquiry.
• To operate our live chat widget and to respond to messages you send through it.
• To detect, investigate, and prevent spam, abuse, or fraudulent submissions (including automated and AI-assisted spam filtering).
• To maintain records of our business relationship with leads and clients (typically in our CRM).
• To comply with our legal obligations and enforce our Terms of Service.

We do not send marketing or promotional emails based on information submitted through our forms unless you separately and explicitly opt in to receive them. We do not sell your personal information.

6. Who We Share Your Information With

We use a small number of trusted third-party service providers ("processors") to run our business. We only share the information each provider needs to perform its function, and we do not permit them to use your information for their own purposes.

• Airtable (Formagrid, Inc.) — used as our CRM to store and manage the enquiry records submitted through our contact form.
• Resend — used to send transactional emails: the confirmation you receive when you submit our contact form, and the notification our team receives about your enquiry.
• OpenAI — used to help classify contact form messages for spam, so genuine enquiries are not lost.
• Vercel — hosts our own AI chat assistant, which processes the messages you send through the chat widget on our Site.
• Upstash (Redis) — used to temporarily store request metadata (such as IP address) for rate-limiting and spam prevention.
• Microsoft Clarity — used to understand how visitors use our Site (such as heatmaps and anonymised session recordings) so we can improve it. Clarity only sets cookies if you accept them — see Cookies & Similar Technologies.
• Google Analytics — used to measure aggregate traffic to our Site (such as page views and referring sites). It only sets cookies if you accept them — see Cookies & Similar Technologies.

We may also disclose information where required by law, to protect our legal rights, or in connection with a merger, acquisition, or sale of business assets, in which case we will take reasonable steps to ensure your information continues to be protected.

7. International Data Transfers

Some of the service providers listed above (including Airtable, Resend, OpenAI, Vercel, Microsoft Clarity, and Google Analytics) are based in, or process data in, the United States or other countries outside the UK and European Economic Area (EEA). Where we transfer your personal information internationally, we take steps to ensure it receives an equivalent level of protection, including by relying on the UK's International Data Transfer Agreement (IDTA), the EU Standard Contractual Clauses (as applicable), or a provider's participation in a recognised data protection framework.

8. How Long We Keep Your Information

We keep personal information submitted through our forms for as long as necessary to respond to your enquiry, deliver any services you engage us for, and comply with our legal and accounting obligations. As a general guide:

• Enquiries that do not lead to a business relationship are typically retained for up to 24 months, so we can follow up or re-engage, and are then deleted or anonymised.
• Records relating to an active client relationship are retained for the duration of that relationship and for a reasonable period afterwards to meet legal, tax, and accounting requirements (typically up to 7 years).
• IP addresses collected for rate-limiting/spam prevention are retained only for a short rolling window (typically no more than a few hours) before being automatically discarded.

If you ask us to delete your information sooner, we will do so unless we have a legal or legitimate business reason to retain it (see Your Rights).

9. Cookies & Similar Technologies

We do not use advertising cookies. Our analytics tools (Google Analytics and Microsoft Clarity) only set cookies if you accept them in the cookie banner shown on your first visit. If you accept, Google Analytics sets cookies such as _ga (kept for up to 2 years) and Clarity sets _clck (up to 1 year) and _clsk (1 day), which let us recognise return visits and see how people move through the Site.

Until you choose, or if you reject, neither tool sets cookies. Both instead run in a cookieless mode that sends anonymous, per-page-view measurement data (such as heatmaps, session recordings and page views) that does not track you across visits or devices. Your choice is saved in your browser's local storage so we don't ask again, and you can change it at any time using the "Cookie Settings" link in the footer of every page. Withdrawing consent deletes the analytics cookies that were set.

Our live chat widget may separately set cookies or use similar local storage technologies to remember your conversation, session, or preferences while you interact with it. These are only active when you actively use the chat widget.

Your browser gives you the ability to block or delete cookies. Doing so may affect the availability of the chat feature, but will not affect your ability to browse the Site or submit our contact form.

10. AI-Powered Tools

We use artificial intelligence in a few specific, limited ways:

• To automatically classify submitted messages as spam or legitimate, so genuine enquiries are not lost.
• To power our live chat widget, which can generate automated responses to your questions based on the information you provide during that conversation.

Responses generated by our chat widget are produced automatically and may occasionally be inaccurate or incomplete. They do not constitute professional, financial, or legal advice, and a member of our team will always follow up directly regarding any enquiry you submit.

11. How We Protect Your Information

We use appropriate technical and organisational measures to protect your personal information, including encrypted connections (HTTPS/TLS), access controls limiting who within our organisation can view your data, rate-limiting and spam filtering to reduce abuse of our forms, and relying only on reputable third-party providers who maintain their own security standards. No method of transmission or storage is completely secure, but we work to protect your information using industry-standard practices.

12. Your Rights

Under UK GDPR, you have the right to:

• Access the personal information we hold about you.
• Ask us to correct inaccurate or incomplete information.
• Ask us to delete your information ("right to be forgotten"), subject to certain legal exceptions.
• Ask us to restrict or object to certain processing of your information.
• Request a portable copy of information you have provided to us.
• Withdraw consent at any time, where we rely on consent to process your information — this will not affect the lawfulness of processing before you withdrew consent.
• Lodge a complaint with the UK's data protection regulator, the Information Commissioner's Office (ICO), if you believe we have not handled your information properly.

To exercise any of these rights, contact us at support@techpilotsolutions.co.uk. We will respond within one month, as required by law.

13. Children's Privacy

Our Site and services are intended for business users and are not directed at children. We do not knowingly collect personal information from anyone under the age of 16. If you believe a child has provided us with personal information, please contact us so we can delete it.

14. Changes to This Policy

We may update this policy from time to time to reflect changes in our practices, technology, or legal requirements. Any changes will be posted on this page with an updated "Last updated" date. We encourage you to review this policy periodically.

15. Contact Us

If you have any questions about this policy or how we handle your personal information, please contact us at support@techpilotsolutions.co.uk.

TechPilot Solutions Ltd
9 Dovecote Cottages, Church End Road, Shenley Brook End, Milton Keynes, MK5 7AA
United Kingdom