Privacy Policy

1. Who we are

HeyOtis Ltd(“HeyOtis”, “we”, “us”) is the data controller for personal data collected through this website.

HeyOtis Ltd
Company No. 16969753
Registered office: 124-128 City Road, London, England, EC1V 2NX

For any privacy question or to exercise your rights, contact support@heyotis.ai.

Scope. This notice covers this marketing website only. The HeyOtis platform at app.heyotis.ai is governed by its own platform privacy policy, which differs because the product uses only strictly necessary and functional cookies.

2. What we collect

We collect three kinds of data on this site, and no more.

Information you give us

If you book a call or email us, we receive your name, email address, and anything else you choose to tell us — such as your company, your market, or the competitors you want measured. Booking also records your selected time and time zone.

Information collected automatically

With your consent where required, we collect pages viewed, how you arrived (search engine, referring site, or direct), approximate location derived from your IP address at city level, and general device and browser type. We do not collect precise location, and we do not attempt to identify you from this data alone.

Technical data needed to serve the site

Our hosting provider processes your IP address and request metadata in order to deliver pages and protect against abuse. This is necessary to operate the site and is not used to profile you.

We do not knowingly collect data from anyone under 16, and we do not collect special category data (such as health, biometric, or political data) through this website.

3. Why we process it, and our lawful basis

• To respond to you and hold the meeting you booked — necessary to take steps at your request prior to entering a contract, and our legitimate interest in answering enquiries.
• To operate and secure the website — our legitimate interest in a functioning, non-abused service.
• To measure how the site performs, and to understand which content is useful — your consent, where consent is required for the cookies involved.
• To send you information you asked for — your consent, withdrawable at any time.

We do not sell your personal data, and we do not share it with third parties for their own marketing.

4. Cookies and similar technologies

A cookie is a small file stored by your browser. Where the law requires consent, no analytics or advertising cookie is set until you agree — our consent banner starts from a position of refusal, and analytics remain switched off until you choose otherwise. You can change or withdraw your choice at any time through the cookie settings link in the banner.

We also honour Global Privacy Control. If your browser sends that signal, we switch off non-essential cookies automatically, without you needing to interact with the banner.

Our hosting provider also measures page performance and visitor counts without setting any cookie and without storing any identifier that could single you out, so this needs no consent.

5. Who we share data with

We use a small number of established providers, each acting on our instructions under a data processing agreement:

• HubSpot— our CRM, the booking widget, and the cookie consent banner. Data is held in HubSpot’s European Union data centre.
• Google (Analytics) — aggregated website measurement, only where you have consented.
• Vercel — website hosting and cookieless performance measurement.
• Google Workspace — our email, if you contact us.

We may also disclose data where we are legally required to, or to establish or defend legal claims. If our business is sold or reorganised, data may transfer to the acquirer, and we will tell you beforehand.

A current list of our processors is available on request from support@heyotis.ai.

6. International transfers

Some of our providers process data outside the United Kingdom. Where that happens we rely on UK adequacy regulations or on the UK International Data Transfer Agreement (or the EU Standard Contractual Clauses with the UK Addendum), together with appropriate technical safeguards. You can ask us for details of the safeguards applying to a particular transfer.

7. How long we keep it

• Enquiries and booking records — kept in our CRM for up to 24 months after our last contact with you, then deleted or anonymised.
• Analytics data — retained for up to 14 months.
• Consent records — kept for as long as needed to show we obtained consent properly.
• Server and security logs — kept for a short period for security and troubleshooting.

8. Your rights

Under the UK GDPR (and the EU GDPR where it applies to you), you have the right to:

• Access a copy of the personal data we hold about you.
• Correct data that is inaccurate or incomplete.
• Erase your data where we have no overriding lawful basis to keep it.
• Restrict or object to our processing, including profiling.
• Withdraw consent for analytics or advertising cookies at any time, without affecting anything done before you withdrew it.
• Receive your data in a portable, machine-readable format.

Email support@heyotis.ai and we will respond within one month. Exercising these rights is free, and we will not treat you differently for doing so.

If you are unhappy with how we have handled your data you can complain to the Information Commissioner's Office (ICO) at ico.org.uk. We would appreciate the chance to put things right first. If you are in the EEA, you may instead complain to your local supervisory authority.

9. Security

We use appropriate technical and organisational measures to protect personal data, including encryption in transit, strict access controls, and regular review of the providers we rely on. No system is perfectly secure, but we take this seriously and will notify you and the regulator where the law requires it.

10. Changes to this notice

If we change how we use personal data we will update this page and the date above. Where a change is significant we will tell you directly rather than rely on you re-reading this page.

11. Contact

Privacy and data protection: support@heyotis.ai
General enquiries: hello@heyotis.ai
Post: HeyOtis Ltd, 124-128 City Road, London, England, EC1V 2NX

See also our Terms of Use.