Website Privacy Notice

Contact Form Information: When you fill out our website contact form (for example, to join a trial or ask a question), we collect the personal data you provide. This typically includes your name, role (e.g. teacher or staff position), school name, and email address. We collect this information only when you voluntarily submit it to us so that we can respond to your enquiry.

No Special Category Data: We do not ask for or intend to collect any sensitive personal data (such as health information or other special categories) through our website. Please refrain from providing such details in the contact form.

Children's Privacy: Our website is not intended for children under 18 years of age, and we do not knowingly collect personal information from anyone under 18. If you are under 18, do not use or submit any information on this site. If we become aware that we have received personal data from a child under 18 without parental consent, we will delete that information. If you believe a child may have provided us with personal data, please contact us immediately so we can take appropriate action.

Website Usage Data: We do not use any tracking cookies or analytics services to monitor your browsing behavior. However, like most websites, our servers may automatically record limited technical information when you visit. This can include your IP address and browser type, which might be captured in server logs for security purposes (e.g. to detect and prevent malicious activity). This information is used only to ensure the website's security and proper functioning and is not used to identify you or for any kind of profiling.

We will only use the personal data collected via the contact form for the purposes explained in this notice:

• Responding to Your Enquiries: We use your name and contact details to respond to your messages or questions, and to provide the information or support you have requested (for example, details about our Robyn Robot trial or educational services). We will contact you via email (or other contact method you provided) only regarding your enquiry or related matters. We will not use your information to send you unrelated marketing communications unless you have explicitly agreed to that. In line with PECR requirements, we will not send you marketing emails without your consent. For example, we won't add you to any mailing list or newsletter unless you opt in to receive such updates.
• Internal Operations: We may use the information for our internal business purposes, such as maintaining records of enquiries, improving our services based on the feedback or questions we receive, and ensuring we follow up appropriately. Any analysis of enquiry data will be on an aggregated or anonymous basis wherever possible.
• Legal or Compliance Uses: If required, we may use or disclose your information to comply with legal obligations or to establish, exercise, or defend legal claims. For instance, if we are required by law enforcement or regulators to retain or provide certain data, we will do so in accordance with data protection law. Other than such rare cases, we do not share your information with any third parties for their own purposes.

Importantly, we do not use the data you provide via the website to make any automated decisions about you, nor do we engage in any profiling of individuals with this data.

Under the UK GDPR, we must have a lawful basis to process your personal data. The personal information you provide through our contact form is processed on one or more of the following bases:

• Consent: By voluntarily submitting your details and explicitly agreeing to this Privacy Notice (for example, by ticking a consent box on the form), you are giving us consent to process your personal data in order to respond to your enquiry. You have the right to withdraw your consent at any time (see Your Rights below), and if you do so we will stop processing your data for the purpose you originally agreed to.
• Legitimate Interests: In some cases, we may process your contact information under our legitimate interest in running our organisation and responding to individuals who contact us. For example, if you represent a school interested in our services, it is in both your interest and ours that we use your provided contact details to communicate with you and potentially establish a working relationship. We have considered the potential impact on your rights and believe that our handling of your data for these purposes is low-risk and does not override your privacy rights. You always have the right to object to processing based on legitimate interests (see Your Rights below).

We do not collect any sensitive data via the website, and we do not carry out any processing that would require a different lawful basis (such as performing a contract or meeting a legal obligation) in the context of the website enquiries. If in future we expand our data collection (for example, user registrations or subscriptions), we will update this notice accordingly with the relevant lawful basis.

For transparency and compliance with privacy laws (including PECR), we inform you about the cookies and tracking technologies used on our website.

Analytics Cookies

We use Google Analytics 4 to help us understand how visitors use our website. This service uses cookies to collect information about your visit, including pages viewed, time spent on the site, and how you arrived at our website. This information helps us improve our website and services.

Google Analytics sets the following cookies:

• _ga: Used to distinguish unique users. Expires after 2 years.
• _ga_[container-id]: Used to persist session state. Expires after 2 years.

These cookies are only set after you have given your consent via our cookie banner.

Cookie Consent

We use Cookiebot to manage your cookie preferences. When you first visit our website, you will see a cookie consent banner allowing you to accept or decline non-essential cookies. Cookiebot sets a cookie to remember your preference:

• CookieConsent: Stores your cookie consent state. Expires after 12 months.

Managing Your Preferences

You can change your cookie preferences at any time by clicking the cookie icon or link in the footer of our website. You can also control cookies through your browser settings, though this may affect your experience of our website.

Our site does not serve targeted advertisements and does not profile users for marketing purposes.

We treat your personal information with care and confidentiality. We do not sell, rent, or trade your personal data to any third parties. In fact, we do not share your personal data with anyone outside of Robots For Schools Ltd, except in a few specific circumstances necessary to operate our business or comply with the law:

• Service Providers (Processors): We may use trusted third-party service providers to help operate our website or business (for example, an email service to send or receive messages, or website hosting providers). If these providers process personal data on our behalf, they do so only under our instruction and in compliance with data protection law. They are not permitted to use your data for their own purposes. We ensure any such partners have appropriate data protection agreements in place. (As of now, our site does not use any extensive third-party integrations, so any third-party involvement is minimal to essential infrastructure.)
• Legal Requirements: We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., for law enforcement or regulatory purposes). In any such case, we would only provide the minimum data necessary and ensure we have a lawful basis for the disclosure.

Your personal data is stored and processed in the United Kingdom and/or within the European Economic Area (EEA). We do not transfer your personal data outside the UK or EEA. This means that the information you provide via our website contact form is kept on servers located in the UK or EEA, or in systems operated by our service providers who are also based in the UK/EEA.

If in the future we or our processors need to transfer your data to a country outside the UK/EEA, we will do so only after ensuring appropriate safeguards are in place to protect your information in accordance with UK data protection law (for example, by using contracts approved by the UK Information Commissioner's Office, or transferring to a country deemed adequate for data protection). However, at this time, no international transfers of contact form data occur.

We will keep your personal data only for as long as necessary to fulfill the purposes for which it was collected. This means we retain the contact form information you provide for as long as is required to respond to your enquiry and carry out any follow-up actions or ongoing relationship that results from your enquiry. For example, if you join our trial program, we will retain your details throughout the trial (and for a reasonable period thereafter to administer feedback or next steps). If you simply contact us for information and do not engage in our services, we may delete your contact details once your query has been fully answered and there is no further legitimate need to keep your information.

In general, we periodically review the personal data we hold from website enquiries and delete or anonymise data that is no longer needed. We typically will not keep contact form submissions for more than 12 months if they do not lead to an ongoing business relationship or further communication. However, we may retain information longer if required for legal reasons (such as records of communications for compliance or dispute resolution) or if you have given consent to keep you updated in the future.

When we no longer need your personal data, we will ensure it is securely erased or destroyed. If at any point you wish us to delete the information you provided, you have the right to request erasure (see Your Rights below), and we will honour such requests in line with our legal obligations.

Under UK data protection law, you have various rights regarding the personal data we hold about you. We are committed to upholding these rights, and we outline them here for your reference:

• Right of Access: You have the right to request confirmation of whether we are processing your personal data, and if so, to access that data. You can ask for a copy of the personal information we hold about you, and to obtain information about how it is used, who it is shared with, how long we keep it, and the safeguards for any data transfers.
• Right to Rectification: If any of your personal data we have is incorrect or incomplete, you have the right to request that we correct or update it so that it is accurate. We encourage you to contact us if you realize your details have changed or were entered incorrectly.
• Right to Erasure: This is also known as the "right to be forgotten." You can ask us to delete your personal data in certain circumstances – for example, if the data is no longer necessary for the purpose it was collected, or if you withdraw consent and we have no other legal basis to continue processing. We will assess such requests and, if no exception applies, will erase your data.
• Right to Restrict Processing: You have the right to request that we limit the processing of your personal data in certain situations. This could apply if you contest the accuracy of the data or have objected to our processing (pending a resolution), or if you need us to preserve data for a legal claim while we would otherwise delete it.
• Right to Data Portability: Where you have provided data to us and the processing is based on your consent or the performance of a contract, you have the right to request a portable copy of the data in a common machine-readable format, and/or for us to transmit it to another data controller when feasible.
• Right to Object: You have the right to object to our processing of your personal data when we are relying on legitimate interests as our lawful basis. If you object, we must stop processing your data unless we have a compelling overriding reason to continue (or if the processing is necessary for legal claims). You also have an absolute right to object if we were to use your data for direct marketing, but as noted, we do not send unsolicited marketing communications without consent.
• Right to Withdraw Consent: If we are processing your personal data based on your consent, you have the right to withdraw that consent at any time. Withdrawing consent will not affect the lawfulness of any processing we carried out before your withdrawal. If you withdraw consent (for example, decide you no longer wish to be contacted), we will stop the related processing and, if no other lawful basis applies, we will delete your data.

To exercise any of your rights, please contact us using the details in the "Contact Us" section. We will respond to your requests as soon as possible, and in any event within one month, as required by law. There is no fee for exercising your rights. However, if a request is manifestly unfounded or excessive, we may charge a reasonable fee or refuse to act on it (we will explain our reasons in such cases). We may need to verify your identity before fulfilling certain requests, to ensure we do not disclose data to the wrong person – this is for your security.

For more detailed information on your rights under data protection law, you can visit the ICO's website, which provides guidance on each of these rights.

Right to Complain: In addition to the above rights, if you believe we have not handled your personal data properly or have infringed your rights, you have the right to lodge a complaint with the UK's supervisory authority for data protection, the Information Commissioner's Office (ICO) at ico.org.uk.