Privacy notice
Who we are
Exmoor AI Labs Ltd is the data controller for personal data described in this notice. Company number 17177556, registered in England and Wales; registered office 71–75 Shelton Street, Covent Garden, London WC2H 9JQ. We are registered with the UK Information Commissioner’s Office (ICO), registration reference ZC133034. Contact for anything in this notice: ian@exmoorlabs.com.
What we collect, and why
- Visiting this website: the site sets no cookies and uses no analytics or advertising trackers. Our hosting and security provider, Cloudflare, processes your IP address and browser request details to deliver the site and protect it from abuse.
- Email and phone enquiries: if you email ian@exmoorlabs.com or phone us, we use your name, contact details and what you tell us to reply and to discuss any work you ask about.
- Website chat: your messages; and your name, email address and phone number only if you choose to type them or to use the “Leave your details” form, which also asks for a short message and your preferred contact method. Replies are written by an AI assistant (Anthropic’s Claude) and you can ask for a person at any time; our team can read and reply to the conversation. The assistant may note that you seem interested in our services so that we can follow up; this never leads to any decision with a legal or similarly significant effect on you. We also use your IP address for rate limiting and abuse prevention.
Lawful basis
We process enquiries, by email, phone or chat, under legitimate interests in answering people who contact us and in discussing any work they ask us about.
Who we share your data with
Your data is never sold. It is shared only with the service providers needed to run these services:
- Cloudflare (website hosting, security, DNS and content delivery, and routing of email sent to @exmoorlabs.com addresses): IP addresses, request details and website and chat traffic; email in transit.
- Amazon Web Services: hosting of the website chat service (chat.exmoorlabs.com, operated by Exmoor AI Labs Ltd), including its encrypted backups.
- Anthropic: the messages you type in the website chat are sent to Anthropic so the assistant can reply, using a separate Anthropic workspace used only for website chat. Under that workspace’s current setting Anthropic keeps them for up to 30 days and then deletes them, and under Anthropic’s commercial (API) terms they are not used to train its models by default. Details you enter in the “Leave your details” form are not sent to Anthropic.
International transfers
Cloudflare and Anthropic may process personal data outside the UK. Where required, these transfers are protected by appropriate safeguards, including the UK Addendum to the EU Standard Contractual Clauses and, where applicable, the EU-U.S. Data Privacy Framework.
How long we keep your data
- Email and phone enquiries: 12 months after the last contact.
- Website chat conversations: 12 months after the last message, or 24 months if the assistant noted interest for follow-up, then deleted automatically; contact details given in the chat are deleted once nothing refers to them.
- Records of actions taken on chats (no message content): 24 months.
- Chat server access logs: 14 days.
- Encrypted backups of chat data: up to 30 days.
- Website chat session identifier: a random identifier kept in your browser for the current tab only, once you open the chat, and cleared when you close the tab. It is strictly necessary to keep the conversation together and is not used for analytics or advertising. The chat sets no cookies.
Your rights
Under UK data protection law you may ask for access to, correction or deletion of your personal data, ask us to restrict or object to its use, and ask for a copy to take elsewhere. Email ian@exmoorlabs.com. If you believe we have mishandled your data, you can complain to the Information Commissioner’s Office (ICO): ico.org.uk, 0303 123 1113.
Our trading brands
Exmoor AI Labs Ltd also trades as CommandGridTools and Famhisto, which have their own privacy notices on their websites. Chats on each website are kept separate.