Privacy Policy

1. Introduction

Chat Genius AI LTD (Company No. 16936938), a company registered in England and Wales with registered office at 128 City Road, London, EC1V 2NX, United Kingdom ("we," "our," or "us") 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 chatgeniusailtd.co.uk and use our AI agent systems and services.

For the purposes of UK GDPR and the Data Protection Act 2018, we are the data controller for the personal data we collect through our website. Where we process data on behalf of our clients, we act as a data processor.

2. Information We Collect

We may collect the following types of information:

• Personal Information: Name, email address, phone number and business details when you contact us, book a consultation or sign up for our services.
• Business Information: Company name, industry, approximate lead volume and service requirements to assess your needs.
• Usage Data: Information about how you interact with our website, including pages visited, time spent, clicks and actions taken.
• Device Information: Browser type, operating system, IP address, device identifiers and screen resolution.
• Communication Data: Records of your correspondence with us via email, chat or phone.
• Cookies: We use cookies and similar technologies to enhance your experience and analyze usage patterns.

3. Legal Basis for Processing

We process your personal data on the following legal bases:

• Consent: Where you have given explicit consent for marketing communications.
• Contract: Where processing is necessary to perform our contract with you or take steps before entering a contract.
• Legitimate Interest: Where processing is necessary for our legitimate business interests, such as improving our services and fraud prevention.
• Legal Obligation: Where we need to comply with legal requirements.

4. How We Use Your Information

We use the information we collect to:

• Provide, maintain and improve our AI agent systems and services
• Process bookings and schedule success consultations
• Communicate with you about our services, updates and relevant offers
• Respond to your inquiries and provide customer support
• Analyze usage patterns to enhance user experience
• Send marketing communications where you have opted in
• Protect against fraud and unauthorized access
• Comply with legal obligations and enforce our terms

5. Information Sharing

We do not sell your personal information. We may share your information with the following categories of third-party service providers:

• Booking and CRM platforms: To manage appointments, leads and customer relationships (LeadConnector/GoHighLevel)
• Communication platforms: To process form submissions, chat messages and email communications
• Payment processors: To securely process payments (Stripe)
• Analytics providers: To understand website usage (Google Analytics)
• Hosting and infrastructure providers: To operate our website and services

All third-party providers are bound by contractual obligations (Data Processing Agreements) to protect your data and use it only for the purposes we specify. We may also disclose information when required by law or to protect our rights.

6. Third-Party Service Providers

We use the following third-party services to provide our booking and communication features:

7. Data Retention

We retain your personal data for as long as necessary to fulfill the purposes for which it was collected:

• Client data: For the duration of our business relationship plus 6 years for legal and tax purposes
• Enquiry data: For 2 years from your last interaction with us
• Marketing data: Until you unsubscribe or withdraw consent
• Website analytics: 26 months (Google Analytics default)

8. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure or destruction. This includes encryption in transit (TLS/SSL), access controls, regular security assessments and staff training. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

9. Your Rights

Under UK GDPR, you have the following rights:

• Right of Access: Request a copy of the personal data we hold about you
• Right to Rectification: Request correction of inaccurate or incomplete information
• Right to Erasure: Request deletion of your personal data in certain circumstances
• Right to Restriction: Request that we restrict processing of your data
• Right to Data Portability: Receive your data in a structured, machine-readable format
• Right to Object: Object to processing based on legitimate interests or for direct marketing
• Right to Withdraw Consent: Withdraw consent at any time where processing is based on consent

To exercise any of these rights, please contact us at help@chatgeniusailtd.co.uk. We will respond within one month. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

10. Cookies

We use cookies to improve your experience on our website. This includes:

• Strictly Necessary Cookies: Required for website functionality and security
• Analytics Cookies: Help us understand how visitors use our site (Google Analytics)
• Functional Cookies: Remember your preferences and settings
• Third-Party Cookies: Set by our booking and chat widget providers (LeadConnector) to enable those features

You can control cookie preferences through our cookie banner or your browser settings. Please note that disabling certain cookies may affect the functionality of our website, including booking and chat features.

11. Marketing Communications

With your consent, we may send you marketing communications about our services, industry insights and special offers. You can opt out at any time by clicking the unsubscribe link in any email, replying STOP to SMS messages, or contacting us directly. We will process your opt-out request within 10 business days.

12. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. We encourage you to review their privacy policies before providing any personal information.

13. Children's Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected data from a child, please contact us immediately.

14. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date. We encourage you to review this policy periodically.

15. Contact Us

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