Privacy notice
How we handle your information.
What we collect when you use this site, why, who helps us process it, how long we keep it and what you can ask us to do.
Last updated
01
Who we are
The controller of your information is Israel Ibok, trading as Xpectra Systems (“we”, “us”). Business registration is in progress, so there is no registration number to show here.
For anything on this page, write to hello@xpectrasystems.com. A person reads every message.
02
What we collect and why
We only collect what you give us, or what the site needs to work and to keep bots out. For each purpose, the law needs a lawful basis. Here they are.
Enquiries and the chat assistant
- What we collect
- What you type into the chat or send us by email, and any contact details you choose to share.
- Why
- To answer your question and, if you ask us to, to get back to you.
- Lawful basis
- Legitimate interests
Booking a call
- What we collect
- Your name, email address, the time you pick and anything you add to the booking form, plus which part of the site you booked from.
- Why
- To hold the call and prepare for it.
- Lawful basis
- Contract
Keeping out spam and abuse
- What we collect
- Technical signals from your browser, checked by Cloudflare Turnstile, and your IP address, which Cloudflare uses to limit how many requests one visitor can send.
- Why
- To keep the chat and forms free of bots and stop anyone running up costs.
- Lawful basis
- Legitimate interests
We don't sell your information, we don't share it for advertising, and we don't use it to train AI models.
03
Who processes it for us
These providers handle information on our behalf, under contract, and only to run the service described.
- Cloudflare
- Hosts this website, runs the Turnstile bot check and sits in front of our automation server as a proxy that filters and rate-limits traffic.
- DigitalOcean
- Hosts our automation server: a virtual server we control, running n8n. It receives chat messages and enquiries, passes chat messages to the AI model and keeps the conversation log.
- Groq
- The AI model provider that writes the chat assistant's replies. We use it with zero data retention, so Groq does not keep the messages after it has answered.
- Google Workspace and Google Sheets
- Our email, and the spreadsheet where chat conversations and website enquiries are logged.
- Attio
- Our customer records, for people who book a call or ask us to get back to them.
- Cal.com
- The booking calendar on this site.
04
International transfers
Some of these providers store or process information outside the UK and the European Economic Area, mainly in the United States. Where they do, the transfer is covered by standard contractual clauses and the UK Addendum to them, which require the provider to protect your information to the same standard as at home.
You can ask for details of these safeguards at hello@xpectrasystems.com.
05
How long we keep it
| Information | How long |
|---|---|
| Chat conversations with no contact details in them | 30 days, then deleted |
| Website leads: people who book a call, email us or leave contact details in the chat | 24 months after our last contact |
| Our do-not-contact list (email address only) | Indefinitely, so we never email you again |
If you ask us to stop contacting you, or you share your details without agreeing to marketing, your email address goes on our do-not-contact list. It is never added to a marketing or sales email list.
06
Your rights
You can ask us to:
- Give you a copy of the information we hold about you.
- Correct anything that's wrong.
- Delete it.
- Restrict how we use it.
- Stop using it. You can object to any use based on legitimate interests, and to marketing at any time; for marketing, we stop straight away.
- Send it to you, or to another organisation, in a format a computer can read.
Write to hello@xpectrasystems.com. It's free, and we reply within one month.
If you're unhappy with how we've handled your information, you can complain to the Information Commissioner's Office, the UK regulator, at ico.org.uk. If you live in the EU, you can also complain to your local data protection authority. We'd like the chance to put it right first.
08
About the AI
The chat assistant on this site is an AI system, not a person, and it says so in its first message. It answers from what we've told it about our services. It doesn't give prices, and it can get things wrong; anything that matters is confirmed by a person on the call.
No decision with legal or similarly significant effects is made about you by automated means.
09
Changes to this notice
If we change how we handle information, we update this page and the date at the top. If a change affects you directly, we'll tell you by email.