Privacy Policy

1. Who we are

VanHoof AI (“we”, “us”, “our”) is an AI consultancy for UK engineering firms, based in Manchester, United Kingdom. We are the data controller for personal data collected through this website. You can contact us at dylan@vanhoof.ai.

2. What data we collect

We collect personal data only when you voluntarily provide it through our website:

• Contact form: your name, email address, company name, phone number (optional), and message content.
• Calendly booking: when you schedule a discovery call through our embedded Calendly widget, Calendly collects your name, email, and any information you provide during scheduling. This data is processed by Calendly Inc. under their own privacy policy.

We do not use analytics, tracking cookies, or advertising pixels on this website. We do not collect data about your browsing behaviour.

3. How we use your data

We use the personal data you provide to:

• Respond to your enquiry or message
• Schedule and conduct discovery calls
• Follow up on potential consulting engagements
• Send relevant information you have requested

We will never sell your personal data to third parties. We will not send you unsolicited marketing communications unless you have explicitly opted in.

4. Legal basis for processing

Under the UK General Data Protection Regulation (UK GDPR), we process your personal data on the following legal bases:

• Consent: you provide your data voluntarily when completing our contact form or booking a call.
• Legitimate interest: we may follow up on genuine business enquiries where there is a clear mutual interest in discussing our services.

5. Third-party services

We use a limited number of third-party services:

• Calendly: for scheduling discovery calls. Calendly processes data under its own privacy policy, available at calendly.com/privacy.
• Vercel: our website is hosted on Vercel. Vercel may process certain technical data (such as IP addresses) as part of delivering the site. See Vercel's privacy policy.
• Bigin by Zoho CRM: enquiries submitted through our contact form may be stored in our CRM system. Zoho processes data under its own privacy policy, available at zoho.com/privacy.

6. Cookies

This website does not set any first-party cookies. The embedded Calendly widget may set strictly necessary cookies required for the booking functionality to operate. These cookies are exempt from consent requirements under the Privacy and Electronic Communications Regulations (PECR) as they are essential for a service you have explicitly requested.

7. Data retention

We retain personal data submitted through the contact form for as long as necessary to respond to your enquiry and for a reasonable period afterwards in case of follow-up. If we enter into a consulting engagement, your data will be retained in accordance with our contractual obligations. You may request deletion of your data at any time by contacting us.

8. Your rights

Under the UK GDPR, you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Object to processing of your data
• Request restriction of processing
• Data portability

To exercise any of these rights, please email us at dylan@vanhoof.ai. We will respond within 30 days.

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

9. Data security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. Our website is served over HTTPS to ensure data transmitted between your browser and our servers is encrypted.

10. Changes to this policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.

11. Contact

If you have any questions about this privacy policy or how we handle your data, please contact us at dylan@vanhoof.ai.