PRIVACY POLICY

How we collect, use and protect your personal information
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Last updated: 4 October 2026

This policy explains how Little Owl AI collects, uses and protects your personal information when you visit this website, contact us or use our services. We handle your information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Little Owl AI is the data controller for the personal information described in this policy. You can contact us about anything in it at:

Little Owl AI
Robinsgate Barns, Botley, Southampton, SO30 2EY
Email: info@littleowlai.co.uk

2. The information we collect

  • Information you give us. Your name, email address, phone number (if you choose to provide it) and the content of your message when you use our contact form or email us.
  • Client information. If you become a client, the business contact details and other information you share with us so that we can deliver our services, along with records of our work and invoices.
  • Technical information. Your IP address, browser type and the pages you visit, which our hosting provider records in server logs to keep the website secure and running properly.

We do not knowingly collect special category data, such as health information, and ask that you do not send it to us through the website.

3. How we use your information and our lawful basis

  • To reply to your enquiry and discuss our services with you. Lawful basis: our legitimate interests, or taking steps at your request before entering into a contract.
  • To provide our services and manage our relationship with you as a client. Lawful basis: performance of a contract.
  • To keep business, accounting and tax records. Lawful basis: legal obligation.
  • To keep our website secure and to improve it. Lawful basis: our legitimate interests.
  • To send you updates or marketing, only where you have asked for them or the law allows it. You can opt out at any time. Lawful basis: consent or our legitimate interests.

We do not use your information for automated decision-making or profiling that has a legal or similarly significant effect on you.

4. Who we share your information with

We do not sell your personal information. We share it only with:

  • service providers who help us run our business, such as our website host and email provider, who act on our instructions;
  • professional advisers, such as accountants, insurers and legal advisers, where needed;
  • regulators, courts or law enforcement, where we are legally required to do so.

5. International transfers

Some of our service providers may store or process information outside the UK. Where this happens, we make sure appropriate safeguards are in place, such as UK adequacy regulations or the International Data Transfer Agreement approved by the Information Commissioner.

6. How long we keep your information

  • Enquiries that do not lead to work: up to 12 months after our last contact.
  • Client records: six years after the end of our work together, to meet tax and legal requirements.
  • Server logs: for a short period set by our hosting provider.

7. Keeping your information secure

We use appropriate technical and organisational measures to protect your information against loss, misuse and unauthorised access. No method of sending information over the internet is completely secure, but we work to protect your information and will tell you and the regulator about a breach where the law requires it.

8. Your rights

Under UK data protection law you have the right to:

  • ask for a copy of the personal information we hold about you;
  • ask us to correct information that is inaccurate or incomplete;
  • ask us to delete your information in certain circumstances;
  • ask us to restrict how we use your information, or object to our use of it;
  • ask us to transfer your information to you or to another organisation;
  • withdraw your consent at any time, where we rely on consent.

To use any of these rights, email info@littleowlai.co.uk. We will respond within one month. There is normally no charge.

9. Complaints

If you are unhappy with how we have handled your information, please contact us first so we can try to put things right. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk or by calling 0303 123 1113.

10. Cookies

For details of how this website uses cookies, please see our Cookie Policy.

11. Links to other websites

Our website may contain links to other websites. We are not responsible for their content or privacy practices, so please read their policies before sharing your information.

12. Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated shown at the top.