Legal

Privacy policy

Last updated: 28 September 2026

This policy explains how Robominder Ltd(“Robominder”, “we”, “us”) collects and uses personal data when you visit robominder.ai, contact us, or book a conversation with us. We follow the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).

Who we are

Robominder Ltd is the controller of your personal data. We are a private limited company registered in England and Wales under company number 15332373. Our registered office is 18 The Power Station, London, England, SW11 8BZ.

For any privacy question or request, email hello@robominder.ai or write to us at our registered office.

What we collect and why

When you contact us or book a conversation

If you email us or book a call, we receive the details you provide, such as your name, email address, company, job title, and the content of your message. We use this to respond, discuss potential projects, and manage our business relationship with you. Our lawful basis is our legitimate interest in responding to enquiries and, where relevant, taking steps at your request before entering into a contract.

Bookings are made through Google Calendar appointment scheduling. Google processes the booking details you enter on its page under its own terms and privacy policy.

When you apply to work with us

If you send us your CV or details about your work, we use them to assess your application and contact you. Our lawful basis is taking steps at your request before entering into a contract, and our legitimate interest in recruiting.

When you browse this website

Our hosting provider records technical information such as your IP address, browser type, and the pages requested, to deliver the site and keep it secure. We also use Vercel Web Analytics, which counts page views using aggregated data without cookies. Our lawful basis is our legitimate interest in operating a secure, reliable website.

We use PostHog for product analytics. What PostHog collects depends on the choice you make in our cookie banner:

• If you accept analytics cookies, PostHog stores an identifier in your browser and records how you use the site: pages visited, clicks, scrolling, referrer, device and browser details, approximate location derived from your IP address, page performance, and errors. It also records sessions, so we can replay how the page responded, and builds heatmaps. Text you type into form fields is masked and not recorded. Our lawful basis is your consent, which you can withdraw at any time.
• If you reject analytics cookies, nothing is stored in your browser. PostHog counts visits anonymously using a hash of your IP address and browser details, combined with a random value that changes daily. We cannot use this to recognise you across days. There are no session recordings, heatmaps, or surveys. Our lawful basis is our legitimate interest in understanding overall use of our website.

Nothing is captured by PostHog until you make a choice. See our cookie policy for details of the technologies involved and how to change your choice.

Who we share data with

We do not sell your personal data. We share it only with service providers who help us run our business:

• Vercel Inc. for website hosting and cookieless web analytics.
• PostHog Inc. for product analytics, session recording, and error tracking.
• Google LLC for meeting scheduling.
• Our email, productivity, and professional advisers, where needed to run our business.

We may also disclose data where required by law, or to protect our rights, property, or safety or those of others.

International transfers

Some of our providers, including Vercel and PostHog, process data in the United States. Where personal data leaves the UK, we rely on UK adequacy regulations (including the UK Extension to the EU-US Data Privacy Framework, where the provider is certified) or the UK International Data Transfer Addendum to the EU Standard Contractual Clauses.

How long we keep data

• Enquiries and business correspondence: for as long as needed to deal with them and maintain the relationship, and no longer than 3 years after our last contact, unless we need to keep them for legal or accounting reasons.
• Job applications: up to 12 months after the recruitment process ends, unless you agree to us keeping them longer.
• Session recordings: 30 days.
• Other analytics data: no longer than 2 years.

Your rights

Under UK data protection law, you have the right to:

• access the personal data we hold about you;
• have inaccurate data corrected;
• have your data deleted;
• restrict or object to our processing, including processing based on legitimate interests;
• receive your data in a portable format;
• withdraw consent at any time, without affecting processing that took place before withdrawal.

To exercise these rights, email hello@robominder.ai. We will respond within one month. You can change your cookie choice at any time using “Cookie settings” in the footer.

If you are unhappy with how we handle your data, please contact us first. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk or on 0303 123 1113.

Security

We use appropriate technical and organisational measures to protect personal data, including encryption in transit and access controls on the services we use.

Children

Our website and services are intended for businesses and are not directed at children.

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.