Privacy Policy
Last updated: May 2026
1. Who we are
Q-Bot Limited (“we”, “us”, “our”) is the data controller responsible for the personal data collected through this website at q-bot.co.
Windsor House, Bayshill Road, Cheltenham, Gloucestershire, GL50 3AT
Tel: 020 4579 7361
We are registered with the Information Commissioner’s Office (ICO). Our ICO registration number is ZA107999.
2. What this policy covers
This Privacy Policy explains what personal data we collect, why we collect it, how we use and protect it, and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to all personal data collected through our website, including via our service enquiry form and website analytics. Please also read our Cookie Policy for details on the cookies we use.
3. What personal data we collect and why
We collect personal data through two main channels on this website:
When you submit an enquiry through our website, we collect the following personal data:
| Data | Purpose | Legal basis (UK GDPR) |
|---|---|---|
| Full name | To address you and process your enquiry | Art. 6(1)(b) — pre-contractual steps; Art. 6(1)(f) — legitimate interests |
| Email address and phone number | To respond to your enquiry and send service communications | Art. 6(1)(b); Art. 6(1)(f) |
| Postal / service address | To assess service availability and prepare a quote | Art. 6(1)(b); Art. 6(1)(f) |
We do not use your enquiry data for unsolicited marketing. If we wish to contact you for marketing purposes in the future, we will seek your separate consent at that time.
With your consent, we use Google Analytics 4 (GA4) to collect anonymised data about how visitors use our Site. This includes:
- Pages visited and time spent on each page
- Approximate geographic location (country / region) derived from anonymised IP address
- Device type, browser, and operating system
- Referral source (how you found our Site)
- User interactions such as button clicks and form completions (aggregated)
IP addresses are anonymised before storage. GA4 analytics cookies are only placed with your explicit consent via our cookie banner. Legal basis: Art. 6(1)(a) — consent.
4. How we use your personal data
We use the personal data collected through our enquiry form solely to:
- Respond to your service enquiry and answer questions you have raised
- Assess whether we are able to provide services at your address
- Prepare and send a service quotation where requested
- Fulfil a contract with you, or take steps at your request before entering into one
- Comply with our legal and regulatory obligations
We do not use your data for automated decision-making or profiling.
5. Who we share your data with
We do not sell, rent, or trade your personal data. We may share it only with the following parties, each bound by appropriate contractual and legal safeguards:
6. International data transfers
Google LLC, our analytics provider, may process data on servers located outside the UK and European Economic Area (EEA), including in the United States. Such transfers are safeguarded by Standard Contractual Clauses (SCCs) approved by the ICO, and Google operates under its own EU/UK adequacy and transfer framework commitments.
We do not otherwise transfer your personal data outside the UK.
7. How long we keep your data
| Data type | Retention period | Reason |
|---|---|---|
| Enquiry form data (no contract) | 5 years from submission | Legitimate interest in following up |
| Enquiry form data (contract entered) | 5 years from contract end | Legal / contractual obligation |
| GA4 analytics data | 14 months (Google default) | Analytics and site improvement |
| Cookie consent records | 1 year from consent date | Compliance with PECR / UK GDPR |
After the applicable retention period, data is securely deleted or anonymised so that it can no longer be associated with you.
8. How we protect your data
We take appropriate technical and organisational measures to protect your personal data against accidental loss, unauthorised access, disclosure, or destruction. These include:
- SSL/TLS encryption on all data transmitted between your browser and our Site (HTTPS)
- Access to form submission data restricted to authorised personnel only
- Regular WordPress core, plugin, and theme updates to address security vulnerabilities
- Strong administrator password policies and two-factor authentication where possible
- Regular backups stored securely and separately from the live site
9. Your rights under UK GDPR
You have the following rights in relation to personal data we hold about you. To exercise any of these rights, contact us at privacy@q-bot.co.
Access
Request a copy of the data we hold about you (subject access request).
Rectification
Ask us to correct inaccurate or incomplete data.
Erasure
Request deletion of your data where there is no lawful reason to keep it.
Restriction
Ask us to limit processing while a complaint or dispute is resolved.
Portability
Receive your data in a structured, machine-readable format where technically feasible.
Object
Object to processing based on legitimate interests. We will comply unless we have compelling grounds.
Withdraw consent
Where processing is based on consent (e.g. analytics cookies), withdraw it at any time via our cookie banner.
10. Children’s privacy
Our services and website are not directed at children under the age of 13. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a child, please contact us immediately and we will delete it promptly.
11. Links to other websites
Our Site may contain links to third-party websites. We are not responsible for the privacy practices of those sites and encourage you to review their own privacy policies before providing any personal data.
12. Changes to this policy
We may update this Privacy Policy from time to time. Any changes will be published on this page with a revised “Last updated” date. Where changes are material, we will take reasonable steps to notify you. We encourage you to review this page periodically to stay informed about how we protect your data.
13. Contact and complaints
If you have any questions, concerns, or complaints about this Privacy Policy or how we handle your personal data, please contact us in the first instance:
Windsor House, Bayshill Road, Cheltenham, Gloucestershire, GL50 3ATEmail: privacy@q-bot.co