Privacy policy

Who we are

DotSeek is an AI business automation company based in Swansea, United Kingdom. We are the data controller for the personal information described in this policy.

For any privacy question or request, email seekingsupport@dotseek.co.uk.

Information we collect

We only collect personal information you choose to give us, plus limited technical data needed to run the website securely.

• Contact details you send us by email, phone or the enquiry in the DotSeek Assistant, such as your name, email address, phone number, company and job title.
• The content of your enquiry and any documents you share with us.
• Business contact and project information if you become a client.
• Technical data recorded automatically by our hosting provider, such as IP address, browser type and the date and time of requests, kept in server logs for security and reliability.
• Anonymous visit records: pages viewed, time of visit, country, device and browser type, the referring website and how far the visit went in the DotSeek Assistant (including estimate amounts). They contain no names, contact details or IP addresses (see our Cookie policy for how this works).

What we don't collect

This website does not use third party analytics or advertising tools and does not set tracking cookies. Visits are counted anonymously on our own server. Our fonts are served from our own website, so your visit is not shared with font providers. See our Cookie policy for details.

We do not keep a record of conversations with the DotSeek Assistant (see below).

How and why we use your information

• To reply to your enquiry and discuss a potential project (legitimate interests, or steps taken at your request before entering a contract).
• To deliver and support services we have agreed with you (performance of a contract).
• To keep business, accounting and tax records (legal obligation).
• To protect the security and integrity of our website and systems (legitimate interests).
• To answer questions you ask the DotSeek Assistant (legitimate interests).
• To understand how the website is used and how many visitors request quotes, from anonymous totals only (legitimate interests).

DotSeek Assistant (AI chat)

The DotSeek Assistant is an AI chat built and run by DotSeek. When you send a message, the conversation so far is sent from our server to our AI service provider to generate a reply. We don't save general chat conversations on our servers. Your browser keeps the conversation for the open tab, so a page refresh doesn't lose it, and it is deleted when you close the tab.

Our AI service provider processes these messages on our behalf under its commercial terms and does not use them to train its models. Like any web service, our hosting provider may record technical request data, such as your IP address, for security and to prevent misuse.

If you start an enquiry in the chat, your project answers are sent to our AI service provider so the assistant can suggest a suitable solution and prepare a project brief for you to review. You can edit any answer before sending.

When you send an enquiry, your answers, the project brief and, if you tick the box, a copy of the chat are saved securely in our enquiry system and emailed to our team. We email you a private link where you can follow the conversation with our team and reply. Anyone with that link can view the enquiry, so please keep it private.

Please don't share sensitive personal information, passwords or confidential business documents in the chat. AI answers can contain mistakes, so confirm anything important with our team.

Sharing your information

We never sell your personal information. We share it only with trusted providers who help us run our business, such as email, hosting, database and IT service providers, and our AI service provider for the DotSeek Assistant, and with professional advisers or authorities where the law requires it. These providers may only use your information on our instructions.

If information is transferred outside the UK, we make sure appropriate safeguards are in place, such as UK adequacy regulations or the International Data Transfer Agreement.

How long we keep it

• Enquiries that don't lead to a project: up to 24 months after our last contact.
• Client and contract records: up to 6 years after the engagement ends, to meet legal and accounting requirements.
• Server logs: kept by our hosting provider for a short period for security purposes.

Your rights

You have the right to:

• Access the personal information we hold about you.
• Ask us to correct information that is inaccurate or incomplete.
• Ask us to delete your information.
• Ask us to restrict or object to how we use your information.
• Receive your information in a portable format.
• Withdraw consent at any time, where we rely on consent.

Making a request or complaint

To use any of these rights, email seekingsupport@dotseek.co.uk. We will respond within one month.

If you are unhappy with how we have handled your information, you can complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113. We would appreciate the chance to resolve your concern first.

Security

We use appropriate technical and organisational measures to protect personal information, including encrypted connections, access controls and minimal access rights to client systems.

Changes to this policy

We may update this policy from time to time. The date at the top of this page shows when it was last changed.