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Privacy Policy

Last updated: September 2026

1. Introduction

Etminan AI Solutions Ltd ("we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at etminan-ai-solutions.com or engage with our services. By using our website, you consent to the practices described in this policy.

2. Data We Collect

2.1 Information You Provide

When you interact with our website, you may voluntarily provide personal information including:

  • Contact form submissions: your name, email address, phone number, company name, and message content.
  • Chat widget interactions: any information you share during conversations with our AI assistant, including your email address if voluntarily provided.
  • Email correspondence: any personal data included in emails you send to us.

2.2 Information Collected Automatically

When you visit our website, we may automatically collect certain technical information:

  • IP address and approximate geographic location.
  • Browser type, version, and operating system.
  • Pages visited, time spent on pages, and navigation paths.
  • Referring website or source.

2.3 AI Audit

When you use the free AI audit at /ai-audit, we store your answers (your sector, business size, the jobs you picked and the hours you chose) without your name. If the page link carried campaign tags (UTM values) or you arrived from another page, we store those alongside your answers too. A daily-changing code made from your IP address is kept to stop automated abuse; it cannot be linked across days. If you ask for a copy by email, we also store your email address and whether you ticked the box to receive occasional tips. We only send tips to people who ticked it, and every tips email will let you unsubscribe.

3. How We Use Your Data

We use the information we collect for the following purposes:

  • To respond to your enquiries and provide the services you have requested.
  • To send you relevant communications about our services, where you have given consent.
  • To improve our website, services, and user experience.
  • To analyse website traffic and usage patterns.
  • To comply with legal obligations and protect our legitimate interests.

Our lawful bases for processing your data under UK GDPR include: your consent, performance of a contract, our legitimate business interests, and compliance with legal obligations.

4. Data Sharing

We do not sell, trade, or rent your personal data to third parties. We may share your information with:

  • Service providers: trusted third-party processors that help us operate the website and deliver our services. We currently use:
    • Postmark: transactional email delivery for contact-form notifications and the AI audit's emailed shortlist.
    • Cloudflare Turnstile: bot and abuse protection on the contact form and the AI audit's emailed copy.
    • Google Analytics 4 (Measurement ID G-TB57PS06KG): anonymous, aggregated website analytics. Loads only after you grant analytics consent.
    • Google Ads: advertising-performance measurement. Forward-looking: not active at the time of writing. When enabled, will load only after you grant marketing consent.
    • Vercel: website hosting plus infrastructure-level traffic measurement (Vercel Analytics, Speed Insights).

    Each processor is bound by a data-processing agreement. Where data is transferred outside the United Kingdom, we rely on UK-approved transfer mechanisms (Standard Contractual Clauses or an equivalent safeguard).

  • Legal requirements: where we are required to disclose your data by law, regulation, or legal process.
  • Business transfers: in connection with a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction.

5. When We Process Data for Another Organisation

Most of this policy covers data we control ourselves. Sometimes we handle personal data on behalf of another organisation instead: for example, details of people referred to training we deliver for the Department for Work and Pensions (DWP) or another public body, or a client's data inside software we build or run for them. In those cases that organisation is the controller and we are its processor. This means:

  • We process the data only on the controller's documented instructions and only to deliver the service they have bought.
  • If you ask us about data we hold as a processor, or want to exercise your rights over it, we pass your request to the controller straight away and help them respond, because the decision is theirs.
  • At the end of the contract the data is returned or securely deleted on the controller's instructions.

Data we receive from DWP or another public body is also kept only in the United Kingdom unless the buyer agrees otherwise in writing, and is never put into any AI tool or into our own products. The full rules are in our Data Protection and Confidential Information policy. We are registered with the Information Commissioner's Office, registration number ZC190693.

6. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy any legal, accounting, or reporting requirements. Contact form submissions and enquiry data are typically retained for up to 24 months unless a longer retention period is required by law or an ongoing business relationship exists. You may request deletion of your data at any time.

AI audit answers and any email given with them are kept for 12 months and then deleted. To have yours deleted sooner, email us.

7. Cookies and Similar Technologies

Our website uses cookies and similar technologies (including browser localStorage) to enhance your browsing experience. Cookies are small text files stored on your device when you visit a website.

How we handle consent

We use Google Consent Mode v2. By default, all analytics and advertising trackers are denied until you make a choice via the cookie banner. Strictly necessary technologies (and the localStorage entry that stores your consent choice itself) operate on the lawful basis of legitimate interest and do not require consent. You can change or withdraw your choice at any time by clicking Cookie Settings in the page footer.

What we use, by category

  • Strictly necessary: a single localStorage entry (cookie-consent) that records your consent choice. Cannot be disabled, since the site cannot remember your choice without it.
  • Analytics: Google Analytics 4 (Measurement ID G-TB57PS06KG): sets the _ga and _ga_TB57PS06KG cookies to measure sessions, page views, and aggregate traffic patterns. Loaded only after you accept analytics consent. IP addresses are anonymised by Google.
  • Marketing: Google Ads (forward-looking): when enabled, will set cookies such as _gcl_au, NID, and IDE to measure advertising performance and attribute conversions. Currently inactive; will load only after you accept marketing consent.
  • Bot protection: Cloudflare Turnstile: issues a short-lived token per contact-form submission to verify you are human. No persistent tracking identifier.

You can also control cookies through your browser settings. Disabling strictly necessary technologies may break the cookie banner’s ability to remember your choice.

8. Your Rights Under UK GDPR

Under the UK General Data Protection Regulation, you have the following rights regarding your personal data:

  • Right of access: you may request a copy of the personal data we hold about you.
  • Right to rectification: you may request that we correct any inaccurate or incomplete data.
  • Right to erasure: you may request that we delete your personal data, subject to certain legal exceptions.
  • Right to restrict processing: you may request that we limit how we use your data.
  • Right to data portability: you may request your data in a structured, commonly used, machine-readable format.
  • Right to object: you may object to our processing of your personal data for certain purposes, including direct marketing.
  • Right to withdraw consent: where processing is based on consent, you may withdraw it at any time.

To exercise any of these rights, please contact us using the details below. We will respond to your request within one month, as required by law.

9. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.

10. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those websites. We encourage you to read the privacy policies of any third-party sites you visit.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. Any changes will be posted on this page with an updated "Last updated" date. We encourage you to review this policy periodically.

12. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact us:

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data protection rights have been violated. Visit ico.org.uk for more information.