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Legal
This policy explains how Collinalitics Ltd collects, uses, and protects your personal data when you visit our website or contact us. We aim to keep this clear and honest.
Details
Collinalitics Ltd (company number SC874504) is a data and AI consultancy registered in Scotland. We build dashboards, clean and automate business reporting, and run data training for UK small and medium-sized businesses.
We are the data controller for the personal data described here. Contact: info@collinalitics.co.uk
Enquiries: your name, email address, business name, phone number and message when you use the contact form or email us
Data Health Check: if you ask for your full results by email, your name, email address, optional company name, and your check's scores and findings (never the file itself)
Data Health Monitor: if you create a free account, your email address, your reminder setting, and the scores and findings of each check you save (never the file itself)
Bookings: your name, email address and chosen time when you book a call through Calendly
Payments: when you buy the expert report, your name, email address, the amount paid and the details you type into the order form. Card payments are handled by Stripe; we never see or store your card number
Assistant chats: the messages you type into the Collinalitics Assistant
Website usage: pages viewed, time on site and where you came from, only if you accept analytics cookies
Clients: contact details, project emails and invoices for businesses we work with
We do not knowingly collect data from children, and we ask you not to send us sensitive personal data such as health information.
To reply to enquiries and arrange calls: legitimate interests, or steps before a contract at your request
To deliver services and the expert report, and to invoice: contract
To send Health Check follow-up emails: consent, which you can withdraw with the link in every email
To run your Data Health Monitor account, including sign-in emails and monthly reminders: contract (the free service you asked for). You can turn reminders off at any time
Website analytics: consent, through the cookie banner
To introduce our services to businesses: legitimate interests (see below)
To keep accounts and tax records: legal obligation
To keep the website secure and prevent misuse: legitimate interests
We do not use your data for automated decision-making that has legal or similar effects on you.
Your Assistant messages are sent through our website to OpenAI, which generates the replies. We do not save the conversation on our servers. The conversation is kept in your own browser (local storage) so it survives a page refresh, and you can clear it with the reset button in the Assistant.
OpenAI processes the messages under its API terms, which do not use API data to train its models by default. Please do not type personal data about other people, passwords, financial account details or confidential business information into the Assistant.
The Data Health Check analyses your spreadsheet entirely within your web browser. Your file is never uploaded to our servers and we cannot see its contents.
If you ask for your full findings by email, we store your name, email, optional company name and the check's scores and findings (for example, column names and the types of issues found) in our customer records. If you tick the consent box, we also book two follow-up emails (two days and seven days later) through our email provider, Resend. Every email has a link to stop them, which cancels any not yet sent. You are not added to a mailing list.
The Data Health Monitor lets you save Health Check results and track them each month. Your file is still checked in your browser and is never uploaded. When you save a check, we store the name you give the file, the sheet name, row and column counts, the scores, and the list of findings with their suggested fixes. We do not store any values from your file.
You sign in with a link we email to you. We store your email address, a scrambled (hashed) copy of each sign-in link and session, and whether you want a monthly reminder. A cookie called cm_session keeps you signed in for up to 30 days. The data is stored in a database on our server at Hetzner in Germany, and emails are sent through Resend.
You can turn reminders off in Settings or with the link in every reminder. You can delete your account and every saved check at any time in Settings; this happens straight away. If you do not sign in or save a check for 24 months, we may delete your account.
We sometimes email or phone businesses in Scotland to introduce our services. We only use contact details that the business publishes itself, such as a general enquiries address on its website, and we rely on our legitimate interest in telling relevant businesses about what we offer. Every email says who we are and how to stop further contact. If you ask us not to contact you again, we add you to our do-not-contact list straight away.
When a client shares business data with us for a project, the client is the controller and we act as their processor. We use that data only for the agreed work, keep it secure, and delete or return it within 30 days of the project ending unless the client asks us to keep it for ongoing support.
We do not sell, rent or trade personal data. We use these providers to run the business, each only for the purpose listed:
Hetzner (Germany): hosts our website, our customer records system (Dolibarr) and our Matomo analytics
Vercel: backup website hosting
Microsoft 365: business email and file storage
Resend: sends website emails such as Health Check results, follow-ups, and Data Health Monitor sign-in links and reminders
Stripe: takes card payments for the expert report
Calendly: manages call bookings
OpenAI: generates the Assistant's replies
Some of these providers process data outside the UK, including in the United States. Where they do, the transfer is covered by UK adequacy regulations (such as the UK-US data bridge) or by the UK International Data Transfer Agreement or Addendum.
We may also share data where the law requires it, for example with HMRC.
Enquiries and Health Check requests that do not become a project: up to 12 months after our last contact
Client records, proposals and invoices: 6 years after the end of the financial year, as required for tax and company records
Data Health Monitor: until you delete your account, or 24 months after your last sign-in or saved check. Sign-in links are deleted after a day
Analytics: 13 months in Matomo
Do-not-contact list: for as long as we contact businesses, so we can respect your choice
Assistant chats: only in your browser, until you clear them
You have the right to:
ask for a copy of the personal data we hold about you
ask us to correct data that is wrong or incomplete
ask us to delete your data, unless we must keep it by law
ask us to limit how we use your data
receive your data in a machine-readable format
object to processing based on legitimate interests, including any marketing
withdraw consent at any time, where we rely on consent
Email info@collinalitics.co.uk and we will reply within one month. If you are unhappy with how we handle your data, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
We use a small number of cookies to make the site work and, if you agree, to understand how it is used. See our Cookie Policy for details.
The website uses HTTPS, our accounts use two-factor sign-in, and our devices are encrypted. Only Collins Ayidan, the founder, has access to customer records. No system is completely secure; if you think your data has been affected, email info@collinalitics.co.uk straight away.
We will update this page when our services or providers change. Last updated: October 2026.