Privacy Policy

1. Introduction

Solantra Technologies Ltd ("Solantra", "we", "us", or "our") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website solantra.co.uk and use our services.

We are registered in England and Wales under company number 16875371, with our registered office at 26 Mervyn Avenue, London, England, SE9 3PR.

This policy is compliant with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. By using our website and services, you consent to the data practices described in this policy.

2. Data Controller

Solantra Technologies Ltd is the data controller responsible for your personal data. If you have any questions about this Privacy Policy or our data practices, please contact us at:

3. Information We Collect

3.1 Information You Provide Directly

We collect personal data that you voluntarily provide when you:

• Book a consultation through our Cal.com booking system (name, email address, phone number)
• Interact with our AI assistant, Lexa (conversation content, voice recordings if using voice features)
• Contact us via email or other communication channels
• Subscribe to our newsletter or marketing communications

3.2 Information Collected Automatically

When you visit our website, we automatically collect certain information, including:

• Device Information: Browser type, operating system, device type, screen resolution
• Usage Data: Pages visited, time spent on pages, click patterns, scroll depth
• Location Data: Approximate geographic location based on IP address
• Referral Data: How you arrived at our website

3.3 Cookies and Similar Technologies

We use cookies and similar tracking technologies to collect and store information. Please see Section 7 for detailed information about our cookie practices.

4. How We Use Your Information

We use your personal data for the following purposes and legal bases:

5. Third-Party Services

We use the following third-party services that may process your personal data:

6. Data Sharing and Transfers

We do not sell, rent, or trade your personal data to third parties for their marketing purposes. We may share your data with:

• Service Providers: Third-party vendors who assist us in operating our website and providing services (as listed in Section 5)
• Legal Requirements: When required by law, court order, or governmental authority
• Business Transfers: In connection with a merger, acquisition, or sale of assets

Some of our third-party service providers may be located outside the UK. When we transfer data internationally, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the UK Information Commissioner's Office.

7. Cookies

Our website uses cookies to enhance your experience. We categorise cookies as follows:

When you first visit our website, you will be presented with a cookie consent banner. Analytics cookies are only activated if you click "Accept". You can change your cookie preferences at any time by clearing your browser cookies and revisiting our website.

8. Your Rights

Under the UK GDPR, you have the following rights regarding your personal data:

• Right of Access: Request a copy of the personal data we hold about you
• Right to Rectification: Request correction of inaccurate or incomplete data
• Right to Erasure: Request deletion of your personal data (subject to legal exceptions)
• Right to Restrict Processing: Request limitation of how we process your data
• Right to Data Portability: Receive your data in a structured, machine-readable format
• Right to Object: Object to processing based on legitimate interests or direct marketing
• Right to Withdraw Consent: Withdraw consent at any time where processing is based on consent

To exercise any of these rights, please contact us at hello@solantra.co.uk. We will respond to your request within one month.

If you are unsatisfied 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 implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include:

• SSL/TLS encryption for all data transmitted to and from our website
• Secure hosting infrastructure with enterprise-grade security
• Regular security assessments and updates
• Access controls limiting who can access personal data

While we strive to protect your personal data, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

10. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including:

• Contact enquiries: 2 years from last contact
• Consultation bookings: 2 years from booking date
• AI conversation logs: 90 days
• Analytics data: 26 months (Google Analytics default)

After the retention period, data is securely deleted or anonymised.

11. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a child, please contact us immediately at hello@solantra.co.uk, and we will take steps to delete the information.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we make material changes, we will:

• Update the "Last updated" date at the top of this policy
• Notify you via email (if you have provided one) or through a prominent notice on our website

We encourage you to review this policy periodically.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: