Privacy Policy of VolTechAI
Last Updated: August 2025
This Privacy Policy explains how VolTechAI Ltd ("VolTechAI", "we", "us" or "our") collects, uses, stores, shares, and protects personal data in connection with our website at www.voltechai.co.uk (our "Website") and the products and services we offer (our "Services").
We are committed to protecting your privacy and processing your personal data in a transparent, lawful, fair and secure manner, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. WHO WE ARE AND HOW TO CONTACT US
VolTechAI Ltd is registered in England and Wales under company number 16467461.
Our registered office is at: 268A Barking Road, East Ham, London, E6 2JA, United Kingdom.
For data protection matters, you can contact us at: hello@voltechai.com
2. WHAT PERSONAL DATA WE COLLECT
Personal data means any information relating to an identified or identifiable living individual. We may collect the following categories of personal data:
- Identity and Contact Data: Name, email address, phone number, job title and company name when you contact us, request a demo, or sign up for our Services.
- Technical Data: IP address, browser type and version, device information, operating system, and other technical identifiers when you visit our Website.
- Usage Data: Information about how you navigate and use our Website and Services, including pages visited, links clicked, and time spent.
- Communications Data: Records of your correspondence with us, including support requests, emails and inquiries.
- Marketing Preferences: Your preferences for receiving marketing communications from us.
- Payment and Transaction Data: If you purchase our Services, we collect transaction references and payment-related information. Full payment card details are processed by our payment provider and are not stored by us.
- User-Submitted Content: Any data, text, files or content you upload or share when using our AI-powered features or Services.
Where our Services process business, operational or third-party data submitted by you (such as customer databases), you are responsible for ensuring you have the appropriate rights and authority to share that data with us.
We do not intentionally collect special category data (e.g. health, biometric, racial or ethnic origin) unless you expressly provide it or unless required for specific Services with appropriate safeguards.
3. HOW WE COLLECT PERSONAL DATA
We collect personal data through:
- Direct interactions: when you complete forms, contact us by email, phone or live chat, request a demo, or register for our Services.
- Automated technologies: cookies, pixels, analytics tools and server logs when you visit our Website.
- Third parties: analytics providers (e.g. Google Analytics), advertising networks, payment processors and publicly available business directories.
- Use of our Services: when you or your organisation use our AI-powered tools and upload or process data via the platform.
4. HOW WE USE YOUR PERSONAL DATA
We will only process your personal data where we have a lawful basis to do so. The table below sets out our purposes for processing:
Purpose Lawful Basis To respond to your enquiries or support requests Legitimate interests / Contract performance To provide, maintain and improve our Services Contract performance / Legitimate interests To process payments and manage transactions Contract performance To send you service-related notifications and updates Contract performance / Legitimate interests To send marketing communications (where permitted) Consent / Legitimate interests To analyse Website traffic and improve user experience Legitimate interests / Consent (for cookies) To comply with legal obligations and regulatory requirements Legal obligation To detect fraud and ensure security of our systems Legitimate interests / Legal obligation 5. WHO WE SHARE YOUR DATA WITH
We do not sell your personal data. We may share your data with trusted third parties in the following circumstances:
- Service providers and sub-processors who help us operate our business (e.g. cloud hosting, payment processing, email delivery, analytics, CRM). These parties are contractually bound to process your data only on our instructions and to maintain appropriate security.
- AI and technology partners whose platforms or APIs we use to power certain features of our Services. We take appropriate steps to ensure these partnerships comply with applicable data protection requirements.
- Professional advisors (lawyers, accountants, auditors) under strict confidentiality obligations.
- Regulatory authorities or law enforcement where required by law or court order.
- Business transfers: in the event of a merger, acquisition or sale of assets, personal data may be among the assets transferred, subject to appropriate confidentiality undertakings.
6. INTERNATIONAL TRANSFERS
Some of our service providers and technology partners are based outside the UK or the European Economic Area (EEA). Where we transfer personal data internationally, we ensure adequate protection is in place through:
- UK adequacy regulations (for transfers to countries recognised as providing an adequate level of protection).
- Standard Contractual Clauses (SCCs) or the UK International Data Transfer Agreement (IDTA) where applicable.
- Other approved transfer mechanisms as required by applicable law.
7. COOKIES AND TRACKING TECHNOLOGIES
We use cookies and similar tracking technologies on our Website to enhance your experience, analyse traffic, and support marketing activities. Cookies may include:
- Strictly necessary cookies: required for the Website to function.
- Performance and analytics cookies: to understand how visitors use our Website.
- Functionality cookies: to remember your preferences.
- Marketing and targeting cookies: to deliver relevant advertisements.
You can manage or disable cookies via your browser settings or our cookie preference tool (where available). Please note that disabling certain cookies may affect Website functionality.
8. HOW LONG WE KEEP YOUR DATA
We retain personal data only for as long as necessary for the purposes set out in this Privacy Policy or as required by law. Our retention periods are determined by:
- The type and sensitivity of the data.
- The purpose for which it was collected and whether that purpose has been fulfilled.
- Legal, regulatory, tax or accounting obligations.
- Any applicable statute of limitations.
Upon expiry of the applicable retention period, we will securely delete or anonymise the data.
9. HOW WE PROTECT YOUR DATA
We implement technical and organisational security measures appropriate to the risks associated with the processing, including:
- Encryption of data in transit and at rest where appropriate.
- Access controls and authentication mechanisms.
- Security monitoring, testing and vulnerability management appropriate to our systems and risk profile.
- Confidentiality and data-protection measures for personnel and relevant service providers.
- Back-up, recovery and incident-management measures where appropriate.
However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal data, we cannot guarantee absolute security.
10. YOUR DATA PROTECTION RIGHTS (UK GDPR)
Under the UK GDPR, you have the following rights regarding your personal data:
- Right to Access: You can request a copy of the personal data we hold about you.
- Right to Rectification: You can request correction of inaccurate or incomplete data.
- Right to Erasure ("Right to be Forgotten"): You can request deletion of your data where there is no compelling reason for continued processing.
- Right to Restriction: You can request that we restrict processing of your data in certain circumstances.
- Right to Data Portability: You can request that we transfer your data to you or another service provider in a structured, commonly used and machine-readable format.
- Right to Object: You can object to processing based on legitimate interests or direct marketing.
- Right to Withdraw Consent: Where we rely on your consent, you may withdraw it at any time.
- Right to Lodge a Complaint: You have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk.
To exercise any of these rights, please contact us at hello@voltechai.com. We will respond within one month, although this may be extended in complex cases.
11. AI AND AUTOMATED DECISION-MAKING
As a technology and AI company, some of our products or Services may use artificial intelligence, machine-learning or automated processes. Where personal data is processed in this context, we aim to provide appropriate transparency about how AI features operate.
Where we use personal data in automated decision-making or profiling that is subject to specific legal requirements, we will provide additional notices with relevant information.
Where required, this may include information about the logic involved, the significance and consequences of the processing, and your rights in relation to automated decisions.
We do not use automated decision-making to make decisions about individuals that have legal or similarly significant effects without appropriate human oversight, unless otherwise permitted by applicable law.
12. CHILDREN'S PRIVACY
Our Website and Services are intended primarily for businesses, professionals and other customers and are not directed at children under the age of 13. We do not knowingly collect personal data from children for general commercial purposes.
We do not knowingly collect personal data from children through our Website for purposes that are not permitted by applicable law. If you believe we have inadvertently collected such data, please contact us and we will promptly delete it.
13. LINKS TO THIRD-PARTY SITES
Our Website or Services may contain links to external websites, plugins or applications that are not operated by us. Clicking those links may allow third parties to collect or share data about you. We do not control these external sites and are not responsible for their privacy practices. We encourage you to review the privacy policy of every site you visit.
14. MARKETING COMMUNICATIONS
We may send you information about our services, updates, events or offers where permitted by applicable law.
Where consent is required for electronic direct marketing, we will obtain it before sending the relevant communications. You can unsubscribe from marketing communications at any time by using the unsubscribe option in the message or by contacting us.
Even if you opt out of marketing, we may still send service-related, transactional, security or administrative communications where necessary.
15. CHANGES TO THIS PRIVACY POLICY
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or operational needs. We will notify you of any significant changes by:
- Posting the updated policy on this page with a new "Last Updated" date.
- Sending an email notification to you (where appropriate).
We encourage you to review this policy periodically. Changes are effective immediately upon posting.
16. CONTACT US
If you have questions about this Privacy Policy, our use of personal data or your data-protection rights, please contact us using the privacy contact details published on the VolTechAI Website.
VolTechAI Ltd
268A Barking Road, East Ham, London, E6 2JA, United Kingdom
Email: hello@voltechai.com