Version 2 (draft), 19 October 2026.
DRAFT. Not legal advice. A solicitor should review this notice before launch. Words in [square brackets] are for Alex to confirm before use. Retention periods confirmed by Alex on 19 October 2026.
This notice explains how we use your personal details when you visit our page, ask about, buy or use our AI assistant setup (the DIY Kit, setups, help sessions and care plans).
Gotts Consultancy Limited is the controller of your details. Registered in England and Wales, company number 15887398. Contact: Alex Gotts, alex@gottsconsultancy.com, 07368 870437. ICO registration number: [ICO registration number: to be added].
| What | Why | Our legal reason (UK GDPR) |
|---|---|---|
| Name, email, phone, business name | To answer you and deliver what you buy | Contract, or steps before a contract |
| Order and payment records | To keep accounts and pay tax | Legal obligation |
| Sales log (your email, what you bought, the amount, kit sent) | To send your kit and check it arrived | Contract |
| Booking and session notes (setup steps, not your customers' data) | To give you help and keep our promises | Contract |
| Your prep answers (about your business, not your customers) | To write your assistant's Genius Prompt | Contract |
| Check-in emails and offers about similar services | To help you finish and tell you about our help | Legitimate interests. You can say "stop" at any time |
| Testimonials | To show what customers say | Your consent. You can withdraw it |
During setups we may see your customers' details on your screen. For that data you are the controller and we act for you (see Schedule A of our Terms of Sale). We do not copy or download it.
Card details: payments are handled by Stripe. We do not see or store your full card number.
Our own AI assistant: we use an AI assistant (Grok Bot) to help run our own email, diary and to-do list, so it may read emails you send us. It drafts. Alex checks and approves anything that is sent. It never makes decisions about you on its own.
We only share what is needed, with these companies. We never sell your details.
| Company | What they do for us | Where |
|---|---|---|
| Stripe | Takes payments. Also runs its own fraud and anti-money-laundering checks | UK and US |
| Make (Celonis) | Runs the automation that sends your kit and keeps our sales log | May be outside the UK |
| Brevo | Sends our kit, waiting-list and check-in emails | EU (France, Germany, Belgium) |
| Cal.com | Our booking calendar for free calls (loads only when you tap to book) | US |
| Netlify | Hosts our website | US |
| Microsoft (Microsoft 365 and Microsoft Teams) | Our email and calendar, and Teams for calls and screen sharing | May be outside the UK |
| Cursor (Anysphere Inc.), which runs Grok Bot | The AI assistant we use for our own email, diary and to-dos | US |
| xAI | Makes the Grok AI models that Grok Bot uses | US |
| Our accountant | Our accounts and tax | UK |
Data sent outside the UK: some of these companies are in the US or process data there. Where a company offers the safeguards UK law recognises (such as the UK–US "data bridge" or the UK International Data Transfer Addendum in its contract), we rely on them. Cursor and xAI process data in the US under their own published terms. [Solicitor to confirm the transfer safeguard for each provider.] Ask us if you want more detail.
| What | How long |
|---|---|
| Accounts, order and payment records | 6 years from the end of the financial year they relate to (gov.uk rule for companies) |
| Sales log (in Make) | 12 months, then deleted. Stripe and our accounts keep the 6-year records |
| Booking and session notes | 12 months after your last session or plan ends |
| Your prep answers | deleted 30 days after your setup |
| Enquiries that do not lead to a sale | 12 months |
| General emails with us | 2 years after our last contact |
| Check-in and offer emails (Brevo list) | Until you say stop. We then keep just your email on a "do not email" list, so we never email you again |
| Testimonials | Until you withdraw consent |
| Website server logs | As set by Netlify |
You can ask us to: see your details, correct them, delete them, limit how we use them, or move them. You can object at any time, and we will always stop marketing emails if you ask. You can withdraw consent at any time. We do not make decisions about you by computer alone.
To ask, email alex@gottsconsultancy.com. We reply within 1 month.
We will update this notice if things change, and show the date at the top.
