Privacy Policy

Wilvo AI (“we”, “us”, “our”) provides AI transformation and diagnostic services to organisations. This policy explains how we handle personal information collected through this website, through the AI Agents & Automation Diagnostic intake form, and when you correspond with us or book a call.

This policy does not cover the internal systems of our clients, which we access only under a separate written agreement, nor third-party websites we link to.

Information you give us directly

When you submit the diagnostic intake form, we collect: your name, job title, email address, phone number, company name, company website, industry or vertical, approximate number of departments, a description of your products and services, the types of clients you serve, approximate employee count, and approximate annual revenue band.

We also collect whatever you choose to include when you email us, reply to our emails, or book a call with us. If you book a call, the booking is handled through Google Calendar appointment scheduling, which collects the details you enter on that booking page.

Information collected automatically

If website analytics are enabled, we use Google Analytics to understand how visitors use the site. This records information such as pages viewed, approximate location derived from IP address, device and browser type, referring website, and a small number of interaction events: clicks on our primary call to action, starting the diagnostic form, and submitting it. Our hosting provider also keeps standard server logs, which may include IP addresses, for security and reliability purposes.

We do not collect special category data (such as health, biometric, or political data), and we ask that you do not include it in free-text fields.

We use the information described above to:

• Prepare and deliver the diagnostic you asked for, including analysing the operational information you submit.
• Contact you about your submission, respond to your enquiry, and arrange a call.
• Send you the confirmation and follow-up emails relating to your submission.
• Maintain records of our engagements and enquiries, and establish or defend legal claims where necessary.
• Understand how the website is used so we can improve it.
• Meet our legal, tax, and accounting obligations.

Where data protection law such as the UK or EU GDPR applies to you, we rely on these legal bases: performance of a contract or taking steps at your request before entering one (delivering the diagnostic and responding to you); our legitimate interests in operating and improving our business, provided those interests are not overridden by your rights (record-keeping, site analytics, security); your consent where we ask for it; and compliance with a legal obligation.

We do not sell your personal information, and we do not share it with third parties for their own marketing purposes.

We are an AI consultancy, so we want to be specific about this. The diagnostic is a human-led analysis. We may use AI tools to help us organise, summarise, or analyse the information you submit, but conclusions and recommendations are reviewed and decided by people.

We do not make decisions producing legal or similarly significant effects about you based solely on automated processing, and we do not carry out profiling of that kind through this website.

We do not use the information you submit to train publicly available AI models, and we do not contribute it to any third-party model training. Where we use AI tools internally, we do so under terms that prohibit the provider from using our inputs to train their general-purpose models.

Where analytics is enabled, Google Analytics sets cookies in your browser to measure site usage as described above. These are not required for the website to function.

You can block or delete cookies through your browser settings, and you can opt out of Google Analytics specifically using Google’s browser add-on. Blocking analytics cookies does not affect your ability to use the site or submit the diagnostic.

We share personal information only with service providers who process it on our behalf, and only as needed to run our business:

• Google (Workspace, Sheets, Apps Script, Gmail, Calendar, Analytics) — diagnostic submissions are recorded in a Google Sheet, notification and confirmation emails are sent through Gmail, calls are booked through Google Calendar, and site analytics are processed by Google Analytics.
• Our website hosting provider — hosts this site and processes the form submission on its way to us.
• Professional advisers — such as accountants or lawyers, where we are required or reasonably need to involve them.

We may also disclose information where we are legally required to do so, or in connection with a sale or restructuring of our business, in which case we will tell you if it changes how your information is handled.

Our service providers, including Google, operate globally, so your information may be stored or processed in countries other than your own, including the United States. Where personal information protected by UK or EU law is transferred outside those areas, we rely on the safeguards our providers put in place, such as the European Commission’s standard contractual clauses or an applicable adequacy decision.

We keep diagnostic submissions and enquiry correspondence for up to 24 months from your last interaction with us, after which we delete or anonymise it, unless you have become a client or we need to keep it longer to meet a legal, tax, or accounting obligation, or to establish or defend a legal claim.

You can ask us to delete your information sooner at any time using the contact details below.

The form submission is validated and forwarded server-side, so our submission endpoint is never exposed in your browser. Information we hold sits in access-controlled Google Workspace accounts protected by strong authentication, and access is limited to people who need it to do their work.

No method of transmission or storage is completely secure. If we become aware of a breach affecting your personal information, we will act promptly and notify you and any relevant regulator where the law requires it.

Depending on where you live, you may have the right to: request a copy of the personal information we hold about you; ask us to correct it if it is wrong; ask us to delete it; object to or restrict how we use it; ask us to transfer it to another provider; and withdraw consent where we relied on it, without affecting processing already carried out.

To exercise any of these, email us at brian.kaguru@wilvoai.net. We will respond within the time limit set by the law that applies to you, and within one month where the UK or EU GDPR applies. We will not charge you for a routine request or treat you differently for making one.

You can unsubscribe from our emails at any time by replying and asking us to stop. If you are unhappy with how we have handled your information, you can complain to the data protection authority in your country.

This website and our services are intended for businesses and the people who work in them. They are not directed at children, and we do not knowingly collect information from anyone under 16. If you believe a child has given us personal information, contact us and we will delete it.

Our site and emails may link to other websites, including our booking page. We are not responsible for the privacy practices of those sites, and we encourage you to read their policies.

We may update this policy as our services or the law change. The date at the top of this page shows when it was last revised. If a change materially affects how we use information you have already given us, we will contact you directly where we can.

For any question about this policy or about how we handle your information, email brian.kaguru@wilvoai.net. Our registered address is available on request.