Privacy notice

Last updated: 20260709

Who is responsible for your information

EKWIS LTD is the controller of the personal information covered by this notice.

EKWIS LTD, company number 10332285
Registered office: 4 Sovereign Place, Tunbridge Wells, Kent, England, TN4 8FL
Email: team@ekwis.com

What this notice covers

This notice applies when you visit ekwis.com, submit a website form or respond to a website campaign. It does not replace any more specific privacy information we may provide if an enquiry becomes a customer engagement.

Information we collect

Depending on the form or page you use, we may collect:

• your name, work email address and company;
• the information you put in an enquiry, including the service, Salesforce or AI work you want to discuss;
• details such as Salesforce edition, approximate user count, AI focus and team size;
• the page, referral and campaign details connected with a form submission; and
• technical information used to operate and protect the site, such as IP address, browser and device information, timestamps, rate-limit data and anti-spam signals.

If you accept optional analytics, the analytics providers described in our Cookie Policy also receive information about page visits, referrals, device and browser type, approximate location and selected website interactions. We do not include names entered in forms, email addresses or free-text enquiry content in our analytics events.

We normally collect this information directly from you, your browser and the campaign link you followed.

Why we use information and our lawful bases

• To respond to and assess an enquiry. We rely on our legitimate interests in answering business enquiries and, where you are asking about buying our services, taking steps at your request before entering into a contract.
• To route and manage the enquiry. We may create a lead or enquiry record in Salesforce and notify the relevant EKWIS team members through Microsoft 365. We rely on our legitimate interests in running our business and keeping an accurate record of discussions.
• To follow up about closely related EKWIS services. Where you represent an organisation and the law permits, we may contact you about services relevant to your enquiry. We rely on our legitimate interests in developing business relationships. You can object or opt out at any time, and we use consent where the law requires it.
• To protect the website and forms. We use rate limiting, honeypot checks, logging and Cloudflare Turnstile where configured. We rely on our legitimate interests in preventing spam, misuse and security incidents.
• To measure and improve the website. We use optional Google Analytics, Vercel analytics and Cloudflare Web Analytics only after you accept analytics. Our lawful basis is your consent.
• To keep necessary business and legal records. We rely on our legitimate interests in administering and protecting the business, and on legal obligations where a record must be retained by law.

Who receives the information

Access inside EKWIS is limited to people who need the information to respond to an enquiry, operate the website or administer the business. We also use service providers acting on our instructions or under their own applicable terms:

• Vercel for website hosting and platform services;
• Salesforce for lead and enquiry management;
• Microsoft 365 for internal email notification;
• Cloudflare for form protection and, with consent, web analytics; and
• Google Analytics and Vercel analytics, with consent.

We may also disclose information to professional advisers, courts, regulators or public authorities where reasonably necessary or required by law. We do not sell website enquiry data.

International transfers

Some of our providers operate internationally, so personal information may be processed outside the UK. Where this happens, we use the transfer mechanism made available under the provider's data-processing terms, as applicable. This may be a UK adequacy regulation, the UK Addendum to the EU Standard Contractual Clauses or the UK International Data Transfer Agreement. Email team@ekwis.com if you want more information about the safeguards relevant to a particular provider or transfer.

How long we keep information

We keep information only while it is reasonably needed for the purpose for which it was collected. For an enquiry, we consider whether the discussion is still active, whether it has become a customer relationship, and whether the record is needed for business administration, legal claims or a legal obligation. If an enquiry becomes an engagement, relevant information may become part of the customer, contract or project record and follow the retention period for that record.

Security information is kept according to the period needed to investigate abuse and protect the service. Analytics information follows the retention settings and reporting periods of the relevant provider. The consent choice stored in your browser expires after 180 days unless you change it or clear the site's storage sooner. See the Cookie Policy for browser-storage details.

Required form fields

Required fields are marked with an asterisk. You are not under a statutory or contractual obligation to complete a website form, but we need those fields to understand, route and respond to your enquiry. If you do not provide them, the form cannot be submitted.

Automated decisions

We do not use website enquiry or analytics information to make solely automated decisions that produce legal or similarly significant effects. Automated anti-spam checks may ask for verification or prevent a form submission. You can email team@ekwis.com if a legitimate enquiry is blocked.

Your data protection rights

Depending on the information and lawful basis involved, you may have the right to:

• ask for a copy of your personal information;
• ask us to correct inaccurate or incomplete information;
• ask us to delete information or restrict how it is used;
• object to processing based on legitimate interests; and
• receive information you gave us in a portable format, where the right applies.

Your right to object: you can object at any time to processing based on our legitimate interests. We will consider your circumstances and stop unless there is a compelling lawful reason to continue. If information is used for direct marketing, your right to object is absolute and we will stop using it for that purpose.

Where we rely on consent, you can withdraw it at any time without affecting processing that took place before withdrawal. Use Cookie settings in the footer to change analytics consent.

To exercise a right or ask a privacy question, email team@ekwis.com. We may need to confirm your identity before acting on a request.

How to complain

Please contact us first at team@ekwis.com so we can look into your concern. You can also complain to the Information Commissioner's Office:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline: 0303 123 1113
ico.org.uk/make-a-complaint

Changes to this notice

We review this notice when our website, providers or uses of personal information change. The date at the top shows the latest revision.