Privacy Policy

AlphaFirst Ltd is committed to protecting your privacy and handling your personal information properly.

This policy explains what information we collect through our website, how we use it, who we may share it with, and what rights you have.

AlphaFirst Ltd is registered in England and Wales under company number 4012380. Our registered office is:

37a High Street
Hoddesdon
Herts
EN11 8TA

You can contact us through the contact details shown on this website.

Information we collect

We may collect personal information when you:

• contact us through the website
• book a call or appointment
• email us
• use our website
• subscribe to updates, if a subscription option is available
• use an AI chatbot on the website
• interact with forms, booking tools or other website features

The information may include:

• your name
• your email address
• your phone number
• your company name
• the message or enquiry you send us
• booking details, including appointment date and time
• chatbot messages, if you use the chatbot
• technical information such as your IP address, browser, device type and website usage data
• cookie preferences

We do not ask for more information than we need for the relevant purpose.

Contact forms and enquiries

If you send us an enquiry, we use the information you provide to respond to you and deal with your request.

This may include your name, email address, phone number, company details and anything you include in the message.

Our email is hosted using Microsoft 365, so enquiry emails and replies may be processed through Microsoft’s systems.

Our lawful basis for using this information is usually legitimate interests, because we need to respond to enquiries about our services. If your enquiry relates to a possible contract or service, we may also use the information because it is necessary before entering into a contract.

Booking calls and appointments

We use Amelia to handle bookings made through the website.

When you book a call or appointment, we may collect your name, email address, phone number, company details, appointment date and time, and any notes you provide.

Booking a call may also create meeting details in Zoom and/or Microsoft Teams, depending on the appointment type. Booking confirmation and reminder emails may be sent to you and to AlphaFirst.

We use this information to arrange, manage and attend the appointment.

Our lawful basis is usually legitimate interests or taking steps before entering into a contract.

AI chatbot

Our website may include an AI chatbot powered by Meow Apps AI Engine.

If you use the chatbot, we may process the information you type into it so the chatbot can respond. You should avoid entering sensitive personal information, confidential business information, passwords, payment details or anything you would not want processed by an AI service.

Depending on how the chatbot is configured, messages may be processed by an external AI provider. We use this feature to help answer website questions and make the site easier to use.

Our lawful basis is usually legitimate interests, because we want to help visitors find useful information and contact us more easily.

Email updates and mailing lists

Submitting an enquiry or booking a call does not automatically add you to a marketing mailing list.

If we offer an email subscription option and you choose to sign up, we will use your email address to send the updates you requested. You can unsubscribe from those emails.

Our lawful basis for email subscriptions is usually consent.

Cookies and analytics

Our website uses cookies and similar technologies.

Some cookies are needed for the website to work properly. Others help us understand how people use the website, improve pages, measure performance, or support marketing and analytics.

We use CookieYes | GDPR Cookie Consent and WP Consent API to manage cookie choices. Non-essential cookies are blocked until you give consent.

The site may use tools such as:

• Google tools, including Site Kit and Google Tag Manager
• Hotjar
• website security and anti-spam tools
• embedded or connected services where needed to run the website

You can manage your cookie choices through the cookie banner or settings shown on the website.

More detail about cookies is provided in our Cookie Policy.

Security and anti-spam

We use security and anti-spam tools to help protect the website and reduce unwanted submissions.

These may include tools such as Wordfence Security and Antispam Bee.

These tools may process technical information such as IP addresses, browser details, request data and form submission data where needed to protect the site, detect suspicious activity or reduce spam.

Our lawful basis is legitimate interests, because we need to keep the website secure and usable.

Website hosting and service providers

Our website is hosted by 20i.

We also use trusted service providers to run the website, manage email, take bookings, provide analytics, protect the site, deliver online meetings, and provide the AI chatbot where available.

These providers only receive the information needed to provide their service. They may include:

• website hosting providers
• email providers
• booking and appointment systems
• video meeting providers
• AI chatbot and AI service providers
• analytics and cookie consent providers
• security and anti-spam providers

Where appropriate, these providers act as processors on our behalf.

How long we keep information

We only keep personal information for as long as we need it.

In general:

• enquiries are kept for as long as needed to respond and manage any follow-up
• customer and project records are kept for as long as needed for business, accounting and legal purposes
• booking records are kept for as long as needed to manage the appointment and any follow-up
• email subscription records are kept until you unsubscribe or ask us to remove them
• security logs and technical records are kept for a limited period unless needed to investigate a security issue
• cookie consent records may be kept to remember your choices
• AI chatbot messages may be kept for a limited period depending on the chatbot configuration and any connected AI service provider

We may keep some records longer where required for legal, tax, accounting, contract or dispute purposes.

Who we share information with

We do not sell your personal information.

We may share information with service providers who help us run the website and respond to enquiries. This may include 20i, Microsoft 365, Amelia, Zoom, Microsoft Teams, Google, Hotjar, CookieYes, AI chatbot or AI service providers, and security or anti-spam providers.

We may also share information where required by law, regulation, legal process, or to protect our legal rights.

International transfers

Some service providers may process information outside the UK.

Where this happens, we rely on appropriate safeguards where required, such as adequacy arrangements or standard contractual clauses.

Your rights

You have rights over your personal information.

Depending on the situation, these may include the right to:

• ask for a copy of your personal information
• ask us to correct inaccurate information
• ask us to delete information
• ask us to restrict how we use information
• object to certain uses of information
• withdraw consent where we rely on consent
• ask for information to be transferred to another provider, where applicable

To exercise your rights, contact us using the details on this website.

We may need to confirm your identity before dealing with a request.

Complaints

If you are unhappy with how we handle your personal information, please contact us first so we can try to resolve it.

You also have the right to complain to the Information Commissioner’s Office.

The ICO website is: https://ico.org.uk/

Changes to this policy

We may update this policy from time to time.

The latest version will be published on this page.