Privacy policy.

1. Who we are

Automika Ltd. Company number 17020729. Registered in England and Wales.

Automika is a UK digital development studio. We build websites, search infrastructure, web applications and automation for service businesses, and we provide related services such as website reviews, enquiry tracking and, where agreed, managed services such as missed-call capture. When we say "we", "us" or "our" in this policy, we mean Automika Ltd.

If you have any questions about this policy or how we handle your data, contact us at hello@automika.co.uk.

2. What data we collect

We collect different information depending on how you interact with us.

Website usage data

When you visit our website we collect basic analytics data through Google Analytics 4 (GA4): pages visited, time on site, referral source, browser and device type, approximate location (country or city level), and interactions such as clicks on contact links, buttons and forms. This helps us understand how people use the site and where to improve it. Analytics data is aggregated and we do not use it to identify individuals.

Form submissions

Our website has two forms: Start a project and Get a website review. When you submit one, we collect the information you provide. Typically this includes your name, email address, business name, website address, phone number (if given), what you need help with, your approximate budget and timing, and any free-text description. Submissions are stored in a Google Sheet via Google Apps Script, which we use as our enquiry log, and are emailed to us. We also record the page the form was submitted from and the time of submission.

Booking data

If you book a call with us through Cal.com, Cal.com collects the details needed to make the booking (name, email, chosen time, any notes you add) and shares them with us. Cal.com's own privacy policy applies to its processing.

Client project data

If you become a client, we collect what is needed to deliver the project: contact details, business information, content and images for your website, access credentials you choose to share (for example hosting or domain accounts), and, where we build enquiry tracking for you, the analytics and enquiry data generated by your website.

Calls and messages (managed services only)

Where we provide a managed phone-answering or missed-call capture service on behalf of a client, we may collect the caller's phone number, call recordings, call transcripts and the details of the enquiry or booking (such as the type of job, preferred dates, address and contact details). This applies only to clients who have agreed to that service.

Payment and billing data

If you are a paying client, we collect billing details (name, business name, billing address and email). Payment card details are handled by our payment provider. We do not store full card numbers on our systems.

3. How we use your data

• To respond to enquiries, website-review requests and project requests, and to prepare for calls.
• To deliver projects and services you have engaged us for, including building and maintaining websites, tools and tracking.
• To provide managed services (answering calls, qualifying enquiries and making bookings) where a client has agreed to them, and to send related confirmations and notifications.
• To provide customer support.
• To process payments and manage billing.
• To understand how our website is used and improve it.
• To prevent fraud and misuse.

We do not add you to a mailing list when you submit a form, and we do not share or sell your details to third parties for marketing.

4. Lawful bases for processing (UK GDPR)

• Performance of a contract: processing necessary to deliver a project or service you or your business has engaged us for, including steps you ask us to take before entering a contract, such as replying to an enquiry or producing a website review.
• Legitimate interests: processing in our reasonable business interests (or those of our clients), such as improving our website and services, preventing fraud, keeping an enquiry log and understanding how our website is used. We balance these interests against your rights and freedoms.
• Consent: where we ask for your consent first, for example before sending marketing communications. You can withdraw consent at any time by contacting us.

5. Call recording and AI processing (managed services only)

Calls handled by Automika on behalf of a client may be recorded and transcribed so that booking details, caller requests and contact information are captured accurately, and for quality checks. We may use artificial intelligence (AI) technology to answer calls, create transcripts and schedule bookings, which means an AI system may interact with callers directly and call content may be processed by AI to extract the information needed for the booking. If you are a caller and would prefer not to be recorded, say so at the start of the call.

6. Sharing and processors

We do not sell your personal data. We share data with third-party service providers who help us operate, including providers of:

• Analytics (Google Analytics 4) and Google Search Console
• Form storage and spreadsheets (Google Sheets and Google Apps Script)
• Booking (Cal.com)
• Cloud hosting, content delivery and infrastructure (for our website and, where we host them, client websites)
• Email delivery
• Telephony, voice and AI or speech processing (managed services only)
• Payment processing

These providers act as data processors on our behalf and are required to handle your data securely and only for the purposes we specify. Where we act as a processor for a client (for example, handling enquiry data generated by a client's website), the client remains the data controller and we process the data on their instructions.

7. International transfers

Some of our providers process data outside the United Kingdom. Where this happens we ensure appropriate safeguards are in place, such as the UK International Data Transfer Agreement or standard contractual clauses with the UK addendum, so that your data is protected to a standard consistent with UK data protection law.

8. Data retention

We keep data for as long as reasonably necessary for the purposes described in this policy. As a guide:

• Enquiry, website-review and project-request data: up to 24 months after your last interaction with us, unless you ask us to delete it sooner.
• Client project data: for the duration of the client relationship, plus up to 12 months after it ends, unless a longer period is agreed (for example, where we continue to host or maintain the site).
• Booking and appointment data: for the duration of the client relationship, plus up to 12 months.
• Call recordings and transcripts (managed services): up to 12 months, unless a longer period is needed for dispute resolution or quality purposes.
• Billing and payment records: up to 6 years, in line with UK accounting and tax requirements.

When data is no longer needed we securely delete or anonymise it.

9. Your rights

Under UK data protection law you can:

• Access your data: request a copy of the personal data we hold about you.
• Correct your data: ask us to update or correct inaccurate information.
• Delete your data: ask us to erase your personal data where there is no compelling reason for us to keep it.
• Restrict processing: ask us to limit how we use your data in certain circumstances.
• Object to processing: object to our use of your data where we rely on legitimate interests.
• Data portability: request your data in a structured, commonly used format where applicable.

To exercise any of these rights, email hello@automika.co.uk. We will respond within one month.

10. How to complain

If you are unhappy with how we have handled your data, please contact us first at hello@automika.co.uk so we can try to resolve it. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent body set up to uphold information rights: ico.org.uk, helpline 0303 123 1113.

11. Cookies

Our website uses cookies, small text files stored on your device, to help the site work and to understand how visitors use it. We use:

• Essential cookies that are needed for the website to function.
• Analytics cookies set by Google Analytics 4 that help us understand traffic and usage patterns in aggregate.

Most browsers let you control cookies through their settings, usually under "Privacy" or "Cookies". Blocking cookies may affect how parts of the site work.

12. Security

We take reasonable technical and organisational measures to protect the personal data we hold from unauthorised access, loss or misuse, including access controls, encrypted connections and security headers on the sites we build. No system is completely secure, but we work to keep your data safe and review our practices regularly.

13. Updates to this policy

We may update this policy from time to time. If we make significant changes we will note the new date at the top of this page. The current version is always available at automika.co.uk/privacy/.

Last updated 22 August 2026. See also our terms of service.