Privacy Notice

Empire Automations builds and operates software platforms and this website. Privacy is engineered into what we build. This notice explains what personal data we collect through our website, careers inbox and our own apps, why, and your rights.

1. Who we are

Empire Automation Ltd, registered in England and Wales, company number 16608749, registered office Suite 21 Chessington Business Centre, Cox Lane, Chessington, United Kingdom, KT9 1SD. We are the data controller for the personal data described in this notice. Contact: it@empireautomations.com.

2. What this notice covers and what it doesn't

This notice covers our website, careers inbox, marketing, and data we control in our own apps. It does not cover the business data our clients put through platforms we build and operate for them. For that data our client is the controller and we act as their processor under a data processing agreement, available on request.

3. The personal data we collect

• Enquiry and demo requests: name, work email, company, phone number if given, and your message.
• Careers submissions: whatever you choose to send us. Such as but not limited to: contact details, links, files, voice notes, etc.
• Platform accounts we control: name, work email, role, and security logs such as sign-ins and key actions, which form part of the audit trail.
• App content in apps we control: voice notes and their transcripts, photos such as site and snagging images, and documents such as receipts and invoices.
• Technical data: IP address, browser type and pages visited, held in server logs.
• Cookies: see our Cookie Policy.

We do not seek to collect special category (sensitive) data through this website.

4. Why we use it, and our lawful bases

• Responding to enquiries and arranging demos our legitimate interests, and steps taken prior to entering a contract.
• Providing, securing and supporting our platforms and apps performance of a contract, and our legitimate interests in keeping systems secure and maintaining audit trails.
• Considering careers submissions our legitimate interests, and consent where you volunteer information.
• Marketing only with your consent or where the law otherwise permits; you can opt out at any time.
• Meeting our legal obligations.

5. AI processing

Some of our software uses artificial intelligence for example transcribing a voice note into a task, or extracting details from a document. AI suppliers process this data only on our instructions, as our processors, to provide the service to us. Our website makes no decisions about you by purely automated means that have legal or similarly significant effects. In our platforms, AI actions are confidence-scored, logged and subject to human oversight.

6. Who we share data with

We never sell personal data. We share it only with service providers acting on our instructions, and where the law requires. Our providers fall into these categories: hosting, infrastructure and database providers; AI transcription and language-model providers; email, communications and productivity tools; security and compliance tooling used to run our information-security programme; and professional advisers. We disclose data to authorities where legally required.

7. International transfers

Some of our providers process data outside the UK and EEA, including in the United States. Where this happens we rely on appropriate safeguards: the UK–US Data Bridge where the provider is certified, or the UK International Data Transfer Agreement / EU Standard Contractual Clauses otherwise.

8. How long we keep data

• Enquiries and demo requests: 12 months after our last contact, unless a business relationship begins.
• Careers submissions: 6 months, then deleted sooner if you ask, or longer if you agree we may keep your details for future opportunities.
• Account and contract data: the life of the contract plus 6 years, reflecting legal limitation periods.
• Voice recordings: kept only as long as needed to create and verify the task record; transcripts are kept as part of that record.
• Server and security logs: 12 months.

9. How we protect it

Encryption in transit and at rest, role-based access control, full audit trails on platform actions, and an information-security programme aligned to ISO 27001, for which certification is in progress, run on dedicated compliance tooling with independent consultants.

10. Your rights

You have the right to access your personal data; to have inaccurate data corrected; to deletion; to restrict or object to processing; to data portability; and to withdraw consent at any time where consent is our basis. To exercise any right, email it@empireautomations.com we respond within one month. You also have the right to complain to the Information Commissioner's Office (ico.org.uk, 0303 123 1113). We'd welcome the chance to resolve any concern first.

11. Children

Our website and services are for businesses and are not directed at anyone under 18.

12. Changes

We will post any changes on this page with a revised date, and flag significant changes prominently.