Legal
Privacy Policy
1. Who we are
Delegait ("we", "us", "our") is operated by Delegait Ltd, a company registered in England and Wales, company number 17168584, based in Crewe, Cheshire. Tom Hamill is the founder. We provide AI-powered customer support services and bespoke web design for small businesses. You can contact us at tom@delegait.co.uk.
2. What information we collect
We may collect the following types of personal data:
- Contact information, name, email address, phone number, and business name when you submit an enquiry or book a discovery call.
- Communications, emails, messages, or other correspondence you send to us.
- Usage data, basic analytics data about how visitors interact with our website (pages visited, time on site). This does not identify you personally.
- Chats with our demo assistant, if you chat with Willow on our sample venue page (delegait.co.uk/demo-venue), we are the controller of that chat. Chatbase stores the messages and any details you type, such as your name or email. We use them to check the demo works and to improve it. Please don't enter real personal details unless you want us to contact you. We delete demo chats within 12 months.
- Lead data captured by AI assistants, if you interact with a Delegait-powered AI assistant on a client's website, your name, contact details, and enquiry information may be collected and passed to that business. That business is the data controller for those interactions.
3. How we use your information
We use the information we collect to:
- Respond to enquiries and provide the services you have requested.
- Send service-related communications (e.g. onboarding information, updates).
- Improve our website and services.
- Comply with legal obligations.
We do not sell your personal data to third parties.
4. Business prospecting
Under UK GDPR and PECR, we may contact limited companies (corporate subscribers) about our services using business contact details published by those companies. This is done under legitimate interests, not for consumer marketing.
- What we may email, publicly available business contact details for limited companies, LLPs and other corporate subscribers, about Delegait's AI customer assistant and related services.
- Sources, company websites, Companies House, and other public business directories.
- Data held, name, role, business email address, company name, and brief notes from our research or any replies.
- Retention, typically up to 12 months after last contact. A suppression list of addresses that have objected is kept indefinitely so we do not email them again.
- Right to object, you can object at any time by replying STOP or emailing tom@delegait.co.uk. We will stop contacting you and add you to our suppression list.
- Who we do not email, we do not send prospecting emails to sole traders or individuals without consent.
5. Legal basis for processing
We process your personal data under the following legal bases (UK GDPR):
- Legitimate interests, to respond to business enquiries, provide our services, and (for corporate subscribers only) conduct the business prospecting described above.
- Contract performance, to fulfil our obligations to clients.
- Legal obligation, where required by law.
- Consent, where you have explicitly opted in to receive communications.
6. Who processes data for us
We use these providers to run our business and our clients' assistants. Each acts as our processor under a written data processing agreement. We only share what each one needs.
| Provider | What it does for us | Where data is processed | Transfer safeguard |
|---|---|---|---|
| Chatbase Inc | Runs the AI assistants, including our Willow demo and client assistants. Stores chat messages and leads. | United States | Chatbase DPA with the UK addendum to the EU standard contractual clauses |
| AI model providers used by Chatbase (for example OpenAI, Anthropic and Google) | Generate the assistant's replies. Chatbase states that your data is not used to train their models. | Mainly United States | Chatbase's sub processor contracts, using standard contractual clauses and the UK addendum |
| Netlify Inc | Hosts this website and receives contact form submissions. | United States and global edge servers | UK Extension to the EU US Data Privacy Framework (the UK US data bridge) |
| Google (Google Workspace) | Our email, files and documents. | United States, EU and other Google data centres | UK Extension to the EU US Data Privacy Framework, and Google's data processing terms with standard contractual clauses |
| Cloudflare Inc (Cloudflare Web Analytics) | Website analytics. Cookieless. It does not use your IP address to track you across sites or build a profile. Page visit counts only. | United States and global data centres | UK Extension to the EU US Data Privacy Framework, and Cloudflare's data processing addendum with standard contractual clauses |
| Calendly LLC | Books calls when you choose a time on our Calendly page. | United States | UK Extension to the EU US Data Privacy Framework |
| Attio Ltd | Our customer records. Holds enquiries, client details and business prospects. | EU (Belgium) and United States | Attio DPA with the UK IDTA or addendum to the standard contractual clauses |
| WhatsApp (Meta) | Only if you choose to message us on WhatsApp. | Global | Meta's own terms. Don't send sensitive details on WhatsApp. |
Where we act for a client (for example their assistant's leads), the client is the controller and we are their processor. Chatbase is then our sub processor. Our standard Data Processing Agreement sets this out.
7. Transfers outside the UK
Some of the providers above process data in the United States. We only use providers that protect it in one of these ways: certification under the UK Extension to the EU US Data Privacy Framework, the UK International Data Transfer Agreement, or the EU standard contractual clauses with the UK addendum. You can ask us for a copy of the relevant safeguard at tom@delegait.co.uk.
8. Data retention
We retain personal data only for as long as necessary to fulfil the purpose it was collected for, or as required by law. Enquiry data is typically retained for up to two years. Contractual and billing records are retained for the duration of the contract and up to two years thereafter, unless a longer period is required by law. AI assistant account and lead data held by Delegait is deleted within 90 days of cancellation, unless retention is required by law.
9. Your rights
Under UK GDPR you have the right to:
- Access the personal data we hold about you.
- Request correction of inaccurate data.
- Request deletion of your data (where no legal obligation requires us to retain it).
- Object to or restrict processing of your data.
- Lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.
To exercise any of these rights, contact us at tom@delegait.co.uk.
10. Cookies and browser storage
Our website does not set advertising or tracking cookies. Cloudflare Web Analytics is cookieless and does not store anything in your browser. The Willow demo chat on our sample venue page is provided by Chatbase and may store a chat ID in your browser so your conversation can continue. Calendly sets its own cookies only if you open its booking page.
11. Changes to this policy
We may update this Privacy Policy from time to time. The most current version will always be available at delegait.co.uk/privacy. We will notify active clients of any material changes.
12. ICO registration
Delegait Ltd is registered as a data controller with the UK Information Commissioner's Office (ICO). Our registration reference is ZC152324. You can verify this on the ICO's public register at ico.org.uk.
13. Contact
If you have any questions about this policy or how we handle your data, please contact us at tom@delegait.co.uk.