Privacy Policy

This policy explains what personal data Scorpion AI Tooling Ltd collects through this website, the Client Portal and the Legal Documents area, why we collect it, and what rights you have over it. See also our Terms & Conditions.

1. Who we are

Scorpion AI Tooling Ltd ("Scorpion", "we", "us", "our") is the data controller for the personal data described in this policy. We are a company registered in England and Wales under company number 17336409, with our registered office at 15 Snowgoose Way, Newcastle-under-Lyme, Staffordshire, ST5 2GA, United Kingdom. You can contact us at hello@scorpionaitooling.uk.

2. What we collect, and why

Enquiries. Our Contact page doesn't use a form. You reach us by email or phone. We hold whatever you choose to tell us for as long as it takes to deal with your enquiry.

Client login. If you're a client, signing in to the Client Portal or Legal Documents area uses our identity provider and stores your email address to authenticate you and control access to your own project data only.

Client Portal & Legal Documents. Once signed in, any progress note, project name, or file you upload is stored against your account so we can manage your project. Only you and Scorpion AI Tooling can see it — it isn't publicly accessible or indexed by search engines.

Business contact details we look up ourselves. Before approaching a business that has not contacted us first, we sometimes take publicly available business contact details from that company's own website or from a public register such as Companies House. What we hold is limited to business contact information: the company name, a business email address or telephone number, a website address, and where it is published, the name and role of a named contact. We rely on legitimate interests for this, so that we can introduce our services to businesses likely to have a use for them. You can object at any time and we will stop and delete what we hold, either by emailing hello@scorpionaitooling.uk or by replying OUT to any email we send you.

Marketing preferences. When you set a preference on our Marketing Preferences page, we store the email address you entered, whether you opted in or out, the date and time, and the wording you were shown at the time. We keep the wording because data protection law requires us to be able to show how a preference was given, not just what it was. Opting out is recorded rather than deleted, so that the instruction to stop emailing you is not lost.

3. Our legal basis for processing

We rely on legitimate interest to respond to enquiries you send us by email or phone, and on the performance of a contract (or steps to enter one) once you become a client and use the Client Portal or Legal Documents area.

For marketing email, we rely on your consent, and on our legal obligation to honour and evidence a request to stop. Consent is never assumed — nothing on the Marketing Preferences page is pre-selected, and you have to choose. Marketing email is separate from the email an active project needs (quotes, contracts, invoices, project updates and replies to you), which we send on the basis of our contract with you and which opting out does not stop.

4. Who we share data with

We use a small number of service providers to run this website and our client tools. Netlify provides our hosting and content delivery, the sign-in system for the Client Portal and Legal Documents area, the storage behind any file or note you upload, and the record of your marketing preference. Our email provider hosts the mailbox we use for business correspondence, so anything you send us by email is stored there.

These providers act on our behalf under written terms that limit them to our instructions. Some of them process data on infrastructure located outside the UK. Where that happens, the transfer is made under the UK International Data Transfer Agreement, or the UK Addendum to the EU Standard Contractual Clauses, which are the safeguards UK data protection law recognises for this purpose. You can ask us for details of the safeguard applying to a particular provider.

We don't sell personal data, and we don't share it with anyone for marketing purposes.

5. How long we keep it

Enquiries you send by email or phone are kept for as long as needed to deal with them and for a reasonable period afterward in case you get back in touch, then deleted. Client Portal and Legal Documents data is kept for the duration of your engagement with us and for a reasonable period afterward for our own record-keeping, after which it can be deleted on request. Marketing preference records are kept for as long as we carry out marketing, and for a period afterward, since a record of an opt-out is what stops an address being added back by mistake.

6. Cookies and local storage

We don't run any analytics or advertising cookies on this website. Your browser's local storage is used for two things: the sign-in system uses it to keep you logged in, and we record whether you chose the light or dark version of the site so it looks the same when you come back. Neither is used to track you across other websites. Neither asks for your consent, because both exist only to provide something you have actively asked for, which is the exemption UK cookie rules allow for storage that is strictly necessary.

7. Your rights

Under UK data protection law, you can ask us to: confirm what personal data we hold about you; correct it if it's inaccurate; delete it; restrict or object to how we use it; or provide it to you in a portable format. You can also withdraw consent for marketing email at any time, either on the Marketing Preferences page or by replying to any marketing email we send; withdrawing it doesn't affect anything we sent beforehand. To exercise any of these, email hello@scorpionaitooling.uk. You also have the right to complain to the UK's data protection regulator, the Information Commissioner's Office (ICO), though we'd appreciate the chance to put things right directly first.

8. Children's data

This website and our services are aimed at businesses, not children. We don't knowingly collect personal data from children.

9. Security

We use reasonable technical and organisational measures to protect the data described in this policy, including restricting Client Portal and Legal Documents access to signed-in account holders.

10. Changes to this policy

We may update this policy from time to time as our tools or providers change. The version published on this page is the one that applies.

11. Contact

Questions about this policy, or requests relating to your personal data, can be sent to hello@scorpionaitooling.uk or by post to Scorpion AI Tooling Ltd, 15 Snowgoose Way, Newcastle-under-Lyme, Staffordshire, ST5 2GA, United Kingdom.