1. Who I am
I'm Alexander Hill, a sole trader trading as AH Automation, and I help businesses save time with automation and AI. I'm the data controller for the personal information described in this notice, which means I decide how it's used and I'm responsible for protecting it.
When I handle your customers' or staff's data inside your systems as part of my work, I do that on your behalf, as your processor, under section 21 of my terms of service.
Contact: alexanderhill4131@gmail.com
2. What I collect
- Contact details: your name, business name, job title, email address and phone number.
- Calculator answers and results: your industry, team size, the hours you estimate for each task, the tasks you'd like automated, the software you use, and the results I calculate.
- Enquiries and messages: emails, WhatsApp or LinkedIn messages you send me, and notes from calls.
- Project information: how your business works, audit notes and reports, and details of the systems I work on. I don't keep your passwords.
- Agreement and billing records: your acceptance of my quote and terms, invoices and payment records. I don't see or store full card details.
I collect this information from you directly. Occasionally I look at publicly available business information, such as your website or LinkedIn profile, when preparing for a call or a quote you've asked for.
3. How I use it, and my lawful basis
| What I use it for | Lawful basis under UK GDPR |
|---|---|
| Sending you the calculator results you ask for | My legitimate interests in responding to your request |
| Following up personally about your results or enquiry | My legitimate interests in responding to people interested in my services. You can ask me to stop at any time |
| Preparing an audit, quote or proposal you've asked for | Taking steps at your request before entering into a contract |
| Delivering audits, builds, support and advice | Performing my contract with you |
| Invoicing, accounting and tax records | Complying with my legal obligations |
| Naming your business, or using a quote from you, in my marketing | Your consent |
| Marketing emails, including the follow-ups you get after using the calculator | Your consent, given when you request your results, or, for existing clients, the "soft opt-in" for similar services. You can unsubscribe at any time |
| Keeping records in case of a dispute | My legitimate interests in establishing or defending legal claims |
When you get your results from the calculator, I also add you to my marketing emails, as the form says before you send it. Every marketing email has an unsubscribe link, and you can unsubscribe at any time.
I don't use your information for automated decisions that have legal or similarly significant effects on you, and I don't sell it.
4. Who I share it with
I share personal information only with service providers who help me run my business, and only as much as they need:
- Google: Gmail, Google Sheets and Google Apps Script store calculator submissions and send your results. Google Workspace for email, calendar and files.
- Netlify: hosts my website and calculator.
- Google Fonts: supplies the fonts on my website, so your browser connects to Google's servers.
- WhatsApp (Meta): if you message me on WhatsApp.
- Booking: Google Calendar appointment booking, if you book a call online.
- Video calls: Google Meet.
- AI and automation platforms: OpenAI (ChatGPT), Anthropic (Claude) and any automation platforms agreed for your project, when I use them to build, test or support your automations. They receive only the project information needed.
- Payments and banking: my bank, for payments by bank transfer.
- Professional advisers: my accountant, and legal advisers if needed.
I may also share information where the law requires it.
5. International transfers
Some of my service providers, including Google, Netlify and some automation and AI platforms, may process data outside the UK, for example in the United States. Where they do, I rely on the protections UK law requires, such as UK adequacy regulations (including the UK–US data bridge for certified organisations) or the UK International Data Transfer Agreement or Addendum.
6. How long I keep it
| Information | How long I keep it |
|---|---|
| Calculator submissions and enquiries that don't go ahead | 12 months from our last contact |
| Client records (agreements, invoices, key emails) | Six years after our work together ends, for tax and legal reasons |
| Project information and audit notes | While we're working together, then deleted within 90 days, apart from what I keep as client records |
| Marketing | Until you unsubscribe or withdraw consent |
| Details saved by the calculator in your browser | Until you clear them (see section 11) |
7. How I protect it
I use reputable service providers, two-factor authentication on my accounts, a password manager and encrypted devices. I only access your systems with your permission, using the minimum access needed, and I don't keep your passwords.
8. Your rights
You have the right to:
- access a copy of your personal information
- have inaccurate information corrected
- have your information deleted, where I don't need to keep it
- restrict or object to how I use it, including stopping follow-ups and marketing at any time
- receive your information in a portable format
- withdraw consent, where I rely on it
To use any of these rights, email alexanderhill4131@gmail.com. I'll respond within one month.
9. Complaints
If you're unhappy with how I've handled your information, please contact me first so I can put it right. You can also complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.
10. Changes to this notice
I may update this notice from time to time. The latest version will always be on this page, with the date it was last updated.
11. My website and calculator
My website doesn't use cookies or analytics.
When you use the calculator:
- Your answers are worked out in your browser. They're only sent to me if you enter your name and email to get your full results, which also adds you to my marketing emails.
- Your browser saves your name and email, and when your results were last sent, so you don't have to retype them and results aren't sent twice by mistake. This stays on your device. You can remove it by clearing this site's data in your browser settings.
- My hosting provider, Netlify, and Google Fonts receive standard technical information, such as your IP address, when your browser loads the page.