Last updated: 20 July 2026
1. Who is responsible for your information
OxTech Automation is the data controller for personal information collected through this website and direct business enquiries.
For privacy questions or requests, email privacy@oxtechautomation.com.
2. Information collected
Depending on how you contact or work with OxTech Automation, information may include:
- your name, job title and organisation
- business contact details
- information submitted through an enquiry form or email
- notes from calls and project discussions
- contract, invoice and payment records
- technical information such as IP address, browser details, server logs and security events
- information needed to provide an agreed service
Please do not send confidential customer, employee or special-category personal information through the general enquiry form.
3. How and why information is used
| Purpose | Typical information | Legal basis |
|---|---|---|
| Respond to enquiries | Contact details and enquiry content | Legitimate interests in responding to business enquiries |
| Assess and deliver services | Business information, project records and communications | Contract or steps taken before entering a contract |
| Manage client work | Contact details, agreed records and communications | Contract and legitimate interests in managing client work |
| Protect the website and investigate misuse | Server logs, IP address and security events | Legitimate interests in security, fraud prevention and service reliability |
| Meet accounting, tax or legal obligations | Transaction and business records | Legal obligation |
| Send marketing messages where permitted | Business contact details and preferences | Consent or legitimate interests, depending on the circumstances |
Information submitted through the general enquiry form is not automatically added to a marketing list.
Marketing messages will only be sent where there is an appropriate lawful basis and a clear way to opt out.
4. Who information may be shared with
Information may be shared with trusted suppliers where needed to run the business or provide an agreed service.
These may include:
- website and hosting providers
- email, calendar and cloud-storage providers
- CRM, accounting and payment providers
- professional advisers
- specialist delivery partners agreed for a project
- public authorities where disclosure is legally required
Suppliers should only receive the information they need and must handle it under appropriate contractual and security terms.
OxTech Automation does not sell personal information.
5. International transfers
Some service providers may process information outside the United Kingdom.
Where this happens, appropriate safeguards should be used, such as UK adequacy regulations, the UK International Data Transfer Agreement or an approved addendum to standard contractual clauses.
6. How long information is kept
Information is kept only for as long as it is reasonably needed.
Typical periods may include:
- unsuccessful enquiries: up to 24 months
- client contracts, invoices and accounting records: normally 6 years after the relevant financial period
- project and support records: for the contract period and a reasonable time afterwards
- server and security logs: according to the hosting and security retention settings
- marketing records: until consent is withdrawn, an objection is made or the information is no longer needed
A longer period may apply where required by law or needed to establish, exercise or defend legal claims.
7. Cookies and website measurement
The website should use only cookies and similar technologies that are necessary for operation unless optional tools are clearly disclosed and, where required, consent has been obtained.
Any analytics, embedded services, booking tools or marketing technology added later should be reflected in this notice and the website's cookie controls.
8. Security
Reasonable technical and organisational measures are used to protect personal information.
No online service can guarantee complete security. Please avoid sending sensitive information through the general contact form.
9. Your rights
Under UK data-protection law, you may have rights to:
- access your personal information
- correct inaccurate information
- ask for information to be deleted
- restrict or object to certain uses
- receive information in a portable format
- withdraw consent where consent is the legal basis
- complain to the Information Commissioner's Office
Rights depend on the circumstances and may be limited by legal obligations or exemptions.
To make a request, email privacy@oxtechautomation.com.
You can also complain to the Information Commissioner's Office through its official website.
10. Other websites
This website may link to third-party websites.
OxTech Automation is not responsible for their content, security or privacy practices. Review the relevant notice before submitting personal information.
11. Changes to this notice
This notice may be updated when the website, services or legal requirements change.
The latest version will be published on this page with a revised date.