Legal information
Privacy Notice
Last updated: 1 September 2026
1. Who controls your information
BotBrain Ltd is the controller of personal information used by BotBrain Digital. Company number: 12437055. Registered office: 805 Elvin Gardens, Wembley, England, HA9 0QG. Privacy enquiries may be sent to contact@botbraindigital.co.uk.
2. Information we collect
We may collect your name, business name, email address, billing address, project requirements, website content, correspondence, transaction references and technical information such as IP address, browser type and security logs. Stripe processes card details; we do not receive or store your complete card number.
3. How we use it
We use personal information to respond to enquiries, provide quotations, take payment, deliver and support services, maintain records, prevent fraud, protect our systems, comply with legal duties and resolve disputes. We do not sell personal information.
4. Lawful bases
We process information where necessary to enter into or perform a contract, comply with a legal obligation, or pursue legitimate interests such as operating, securing and improving our services. Where consent is required—for example, certain marketing or non-essential cookies—we will request it separately and you may withdraw it.
5. Who receives information
Information may be shared only as needed with service providers supporting payments, email, hosting, security, accounting and project delivery, including Stripe and Google Workspace. Providers act under their own terms or appropriate data-processing arrangements. We may also disclose information where required by law or to establish or defend legal claims.
6. International transfers
Some providers may process information outside the United Kingdom. Where required, we rely on recognised safeguards such as adequacy regulations or approved contractual clauses.
7. Retention
Enquiry records are normally kept for up to 24 months. Contract, invoice and accounting records are normally kept for six years after the relevant financial year or relationship ends. Project files and support correspondence are retained while needed to provide the service and for a reasonable period afterwards. Security logs are normally retained for up to 12 months unless an incident requires longer retention.
8. Your rights
Depending on the circumstances, you may request access, correction, deletion, restriction, objection or transfer of your personal information. You may withdraw consent where processing relies on consent. Contact us using the email above. We may need to verify your identity before acting.
9. Complaints
Please contact us first so we can investigate. You also have the right to complain to the UK Information Commissioner’s Office at ico.org.uk.
10. Cookies
Our public website currently uses only cookies or similar technology necessary for security, hosting and core operation. We do not currently use advertising cookies. If optional analytics or marketing tools are added, this notice and the consent controls will be updated before those tools are enabled.
11. Changes
We review this notice when our services or legal obligations change. The latest version will always appear on this page.