Privacy Policy

The short version

• We collect what you give us when you get in touch: through the message form, by email, by booking a call, through our enquiry form, or on a call with Jack, our AI assistant.
• We use it to answer you, to do the work you hire us for, and to keep the records a business has to keep.
• We never sell your data. This site runs no analytics or advertising trackers, and we don't add you to a mailing list.
• You can ask to see, correct or delete your data at any time. Email hello@sharpr.cloud.

Who we are

Sharpr Automations is the trading name of Duy Nguyen, a sole trader based in Cambridge, UK. Duy is the controller of the personal data this notice describes, which means he decides why and how it is used. When this notice says "we" or "us", it means Duy, trading as Sharpr Automations.

The quickest way to reach Duy about your data is hello@sharpr.cloud.

What we collect

What we hold depends on how you reach us.

• The message form on our Contact page: your name, email address, company if you give it, and your message.
• Email: your name, your email address and whatever you write to us.
• Booking a fit call through Cal.com: your name, email address, the time you choose and any notes you add. We only record or transcribe a call if you agree at the start.
• A call with Jack, our AI intake assistant on the Talk to Jack page. Jack tells you at the start that it's an AI and that the call is transcribed. Your speech is turned into text as you talk, and the audio isn't recorded. From the transcript we keep a short summary and the details you give, such as your name, your company and what's slowing you down. If you came from a link in one of our emails, the call is matched to your earlier enquiry.
• Our enquiry form, run on Tally, if we send you a link to it: your name, email address, phone number and company if you give them, your budget, and what you need help with.
• Visiting this website: our server logs the technical details of each request, which are your IP address, your browser type, the page asked for and the time.
• Working with us: the names, roles and work contact details of the people we deal with, what we agree, invoices and payments, and the information you share for the work.

Please don't send us sensitive details, such as information about your health. We don't need them to help you. Our services are for businesses, and we don't knowingly collect data about children.

Why we use it

The law asks us to name a lawful basis for each use of your data.

• Answering your enquiry. That includes fit calls and calls with Jack. Basis: our legitimate interest in replying to people who contact our business. If you're a sole trader asking about work for yourself, it's also a step you've asked us to take before a contract.
• Doing the work you hire us for. Basis: our contract with you. Where the contract is with your employer, our legitimate interest in working with the people your organisation names.
• Invoices, accounts and tax. Basis: our legal obligations.
• Keeping this website and our systems secure and working. Basis: our legitimate interest in running a safe service.
• Contacting businesses we think we can help. Basis: our legitimate interest in telling businesses about our work. More on this below.
• Sharing your results or a testimonial with your name on it. Basis: your consent, which you can withdraw at any time.
• Making or defending a legal claim. Basis: our legitimate interest in protecting the business.

Where we rely on legitimate interests, we have weighed them against your interests and rights, and you can object at any time.

We only use your data for the purposes above. If we ever want to use it for something new, we'll tell you first.

One step is automated. Our enquiry form uses the budget you give to decide which enquiries get an instant reply with a booking link. Every enquiry is still saved for Duy to see, and you can always email us. We never make a decision about you by automated means alone that has a legal or similarly significant effect on you.

How we use AI

• Jack is an AI, and says so at the start of every call.
• When AI helps us draft a reply, a proposal or a plan, Duy reads it before it reaches you.
• AI never makes a decision about you on its own.

Who helps us

We use a small number of providers, each only for the job listed here. You'll meet three of them directly, so we name those:

• Cal.com: fit call bookings and the video call itself.
• ElevenLabs: runs Jack, including turning your speech into text, the AI model that writes Jack's replies, and Jack's voice.
• Tally: our enquiry form.

The rest work behind the scenes:

• Hosting: this website, our email and the server that runs our automations. The server is in the UK.
• Business software: our calendar, our records of enquiries, calls and clients, and our working notes.
• Alerts: messaging apps that tell Duy when an enquiry or a call comes in. An alert can include your name, your company and a short summary.
• AI writing help: an AI assistant that helps us draft replies, proposals and plans.
• Code delivery: on the Talk to Jack page only, a public code service delivers the call widget, so it sees your IP address when that page loads.

Ask us and we'll tell you exactly which providers we use. Fonts and the film are served from our own server, so loading them contacts no one else. Links to Cal.com, Instagram and LinkedIn take you to their sites, where their own privacy notices apply. We also share data when the law requires it, and with our own professional advisers, such as an accountant, who owe us confidentiality.

Data outside the UK

Some of our providers are based outside the UK or store data abroad, mostly in the United States and some in the EU. Our own server is in the UK.

UK adequacy regulations cover transfers to the EU, and to US companies certified under the UK Extension to the EU-US Data Privacy Framework, as most of our US providers are. For any other provider, ask us and we'll explain how the transfer is handled.

How long we keep it

• Enquiries that don't lead to work, including messages, bookings and call summaries: 2 years from our last contact, then deleted.
• Jack call transcripts: 30 days at ElevenLabs, then deleted automatically. The summary stays with your enquiry, as above.
• Client records, including orders, invoices and emails about the work: until 6 years after the end of the tax year in which the work ends, because tax law and the time limits for legal claims need them.
• Website logs and automation run records: only as long as we need them to keep the site and our systems secure and working.
• If you ask us not to contact you again: only your name and email address, on a do-not-contact list, so we can keep to it.

Keeping it safe

Only the people who need your data for the work can get to it. If a breach puts your data at risk, we'll tell you, and the ICO, whenever the law requires it.

Cookies

This site sets no cookies of its own and runs no analytics or advertising tags. Two features load another company's code, and only on the pages that use them:

• The calendar on our Contact page loads Cal.com when you tap to book. Cal.com may then set the cookies its booking needs.
• The Talk to Jack page loads the ElevenLabs call widget, which may store what it needs to run the call in your browser.

Every other Book link opens Cal.com on its own site.

Work for clients

When we build or run a system for a client, we often handle personal data inside the client's own accounts, such as their customers' enquiries. For that data the client is the controller and we are their processor. We act only on the client's instructions, under the Data Processing Schedule in our Terms of Business, and the client's own privacy notice explains how that data is used.

If we contacted you first

We sometimes write to businesses we think we can help. We use work contact details that a business or person has made public, for example on a company website, LinkedIn or Companies House: a name, a role, a work email address and the company. We keep a short note of who we contacted and why. Our basis is legitimate interests.

Every message tells you how to say no. If you do, we stop, and keep only what we need to make sure we don't contact you again.

Your rights

You have the right to:

• get a copy of the personal data we hold about you
• have it corrected if it's wrong or incomplete
• have it deleted
• ask us to limit how we use it
• object to how we use it, and to direct marketing at any time, after which we stop
• get data you gave us in a format you can take elsewhere, where the law gives that right
• withdraw your consent at any time, where we rely on it

Email hello@sharpr.cloud to use any of them. It's free, and we reply within one month. If a request is complex we may need up to two more months, and we'll tell you why within the first month. We may ask you to confirm who you are first. Some of these rights depend on the circumstances, and if one doesn't apply, we'll explain why.

Complaints

If you're unhappy with how we've handled your data, please tell us first at hello@sharpr.cloud. We'll acknowledge your complaint within 30 days and tell you what we're doing about it.

You also have the right to complain to the UK's data protection regulator, the Information Commission's Office (ICO), at ico.org.uk/make-a-complaint or on 0303 123 1113.

Changes and contact

We update this notice when our tools or the way we work change, and the date at the top shows the current version. For any question about it, email hello@sharpr.cloud.