Privacy Policy

1. Data Controller

Atchai Ltd is the data controller responsible for your personal data. If you have any questions about this policy or our data practices, you can contact us at:

• Email: enquiries@atchai.com
• Phone: +44 (0)20 3137 2845
• Address: 85 Great Portland Street, London

2. What Data We Collect

We collect the following categories of personal data:

2.1 Information you provide directly

• Name, email address, company name, and message content submitted through our contact form.
• Any information you provide when booking a meeting via our integrated Calendly scheduling tool.

2.2 Information collected automatically

• Usage and analytics data collected via PostHog, including pages visited, session duration, referral source, browser type, device type, and approximate geographic location derived from IP address.
• Technical data such as IP address, browser user-agent string, and operating system.

2.3 Cookies and similar technologies

We use cookies and similar tracking technologies as described in Section 9 (Cookie Policy) below.

3. How We Use Your Data

We use the personal data we collect for the following purposes:

• To respond to enquiries submitted through our contact form or via email.
• To schedule meetings through Calendly.
• To analyse how visitors use the Site so we can improve its content, performance, and user experience.
• To maintain the security and proper functioning of the Site.
• To comply with legal obligations.

4. Legal Basis for Processing (GDPR)

We process your personal data on the following legal bases under the UK General Data Protection Regulation (UK GDPR):

• Legitimate interest: We process usage and analytics data to understand how visitors interact with the Site and to improve our services. We have assessed that this processing does not override your rights and freedoms.
• Consent: Where we use non-essential cookies or tracking technologies, we obtain your consent before placing them. You may withdraw consent at any time.
• Contractual necessity: Where you submit an enquiry or request a meeting, we process your data to take steps at your request prior to entering into a contract.
• Legal obligation: We may process data where required to comply with applicable laws.

5. Data Retention

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

• Contact form submissions: Retained for up to 24 months from the date of submission, unless an ongoing business relationship is established.
• Analytics data: Retained in PostHog for up to 12 months. Data is aggregated and anonymised after this period.
• Cookies: See Section 9 for specific cookie retention periods.

6. Third-Party Processors

We share personal data with the following third-party service providers, who process data on our behalf and in accordance with our instructions:

• PostHog: Website analytics and product analytics platform. PostHog processes usage data to help us understand how visitors interact with the Site.
• Calendly: Meeting scheduling platform. When you book a meeting, Calendly processes your name, email address, and any additional information you provide.
• Amazon Web Services (AWS) / CloudFront: The Site is hosted on AWS infrastructure, with content delivered via CloudFront CDN. AWS processes technical data including IP addresses as part of hosting and content delivery.

Each of these providers is bound by data processing agreements and is required to process personal data in accordance with applicable data protection laws.

7. International Data Transfers

Some of our third-party processors may transfer personal data outside the United Kingdom and the European Economic Area. Where such transfers occur, we ensure appropriate safeguards are in place, including Standard Contractual Clauses (SCCs) approved by the UK Information Commissioner's Office, or reliance on an adequacy decision where applicable. You may contact us to request further details about specific transfer mechanisms in use.

8. Your Rights

Under the UK GDPR, you have the following rights in relation to 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 personal 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 restrict the processing of your personal data in certain circumstances.
• Right to data portability: You may request that we provide your personal data in a structured, commonly used, and machine-readable format.
• Right to object: You may object to our processing of your personal data where we rely on legitimate interest as the legal basis.
• Right to withdraw consent: Where processing is based on consent, you may withdraw that consent at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, please contact us at enquiries@atchai.com. We will respond to your request within one month, as required by law.

9. Cookie Policy

Cookies are small text files placed on your device when you visit the Site. We use the following types of cookies:

9.1 Strictly necessary cookies

These cookies are essential for the Site to function and cannot be switched off. They are typically set in response to actions you take, such as setting your privacy preferences.

9.2 Analytics cookies

We use PostHog to collect analytics data. PostHog may set cookies to distinguish unique users and sessions. These cookies help us understand how visitors use the Site so we can improve it. Analytics cookies are only placed with your consent.

9.3 Third-party cookies

When you interact with embedded third-party services (such as Calendly), those services may set their own cookies. We recommend reviewing the privacy policies of these third-party providers for further information.

9.4 Managing cookies

You can control and delete cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of the Site. Most browsers allow you to refuse or delete cookies — consult your browser's help documentation for instructions.

10. Complaints

If you are not satisfied with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's supervisory authority for data protection. You can contact the ICO at ico.org.uk or by calling 0303 123 1113. We would, however, appreciate the opportunity to address your concerns before you contact the ICO, so please reach out to us first at enquiries@atchai.com.

11. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices or applicable law. Any changes will be posted on this page with an updated effective date. We encourage you to review this policy periodically.