Privacy Policy

Last updated: January 2026

1. Introduction

Bot Research Ltd ("Company", "we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and protect your personal data when you use our website at botresearch.ai ("Website") or engage our services.

We are the data controller for the personal data we process. If you have any questions about this policy or our data practices, please contact us.

2. Information We Collect

2.1 Information You Provide

We collect information you voluntarily provide, including:

Contact form submissions: Name, email address, organisation, and message content
Email correspondence: Content of emails you send us
Client information: Contact details, organisational information, and project details for service engagements

2.2 Information Collected Automatically

When you visit our Website, we may automatically collect:

Technical information: IP address, browser type, operating system
Usage information: Pages visited, time spent on pages, referring website

We use minimal analytics to understand how our Website is used. We do not use tracking cookies for advertising purposes.

3. How We Use Your Information

We use your information for the following purposes:

Responding to enquiries: To reply to contact form submissions and emails
Providing services: To deliver our assessment and advisory services
Website improvement: To understand how visitors use our Website and improve user experience
Communications: To send relevant updates if you've engaged our services or requested information
Legal compliance: To comply with legal obligations

4. Legal Basis for Processing

We process your personal data on the following legal bases:

Consent: When you submit a contact form or sign up for communications
Contract: When necessary to perform services you've engaged
Legitimate interests: For Website analytics and improvement, and for protecting our legal rights
Legal obligation: When required by law

5. Data Sharing

We do not sell your personal data. We may share your data with:

Service providers: Third parties who help us operate our Website and services (e.g., hosting providers, email services). These providers are contractually bound to protect your data.
Legal requirements: When required by law, court order, or governmental authority
Professional advisors: Lawyers, accountants, or auditors when necessary

6. Data Retention

We retain your personal data only as long as necessary for the purposes outlined in this policy:

Enquiry data: 2 years from last contact, unless an engagement begins
Client data: Duration of engagement plus 7 years for legal and regulatory compliance
Website analytics: Aggregated data retained; individual session data deleted after 26 months

7. Your Rights

Under UK GDPR, you have the following rights:

Access: Request a copy of the personal data we hold about you
Rectification: Request correction of inaccurate data
Erasure: Request deletion of your data in certain circumstances
Restriction: Request restriction of processing in certain circumstances
Portability: Request transfer of your data to another service provider
Objection: Object to processing based on legitimate interests
Withdraw consent: Withdraw consent at any time where processing is based on consent

To exercise these rights, please contact us. We will respond within one month.

8. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include:

Encryption of data in transit (HTTPS)
Access controls and authentication
Regular security reviews
Staff training on data protection

9. Cookies

Our Website uses minimal cookies:

Essential cookies: Required for Website functionality
Analytics cookies: To understand Website usage (can be declined)

We do not use advertising or tracking cookies. You can control cookies through your browser settings.

10. International Transfers

Your data is primarily processed within the UK and European Economic Area. If we transfer data outside this region, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses.

11. Children's Privacy

Our Website and services are not directed at individuals under 18. We do not knowingly collect personal data from children.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated revision date. For significant changes, we will provide more prominent notice.

13. Contact and Complaints

For questions about this policy or to exercise your rights, please visit our contact page.

Bot Research Ltd
Registered in England and Wales

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data protection rights have been violated. Visit ico.org.uk for more information.