Your information, handled plainly.

The short version

When you send the enquiry form, your message is emailed to Carl and we keep a record of it, with your business’s details, on our own server. Before we reply, we may research your business from its public website and other public pages, so we can prepare for the call.

If you ring our phone assistant, it keeps a written transcript of the call, not an audio recording. We delete transcripts within 90 days of the call, and booking details 90 days after the appointment.

If you use the tools in HQ, what you put in them is kept on our own server. Some of it is sent to the outside AI services that do the work, which are named below, tool by tool.

To see what we hold about you, or to ask us to delete it, email [email protected].

When you send the enquiry form

The form asks for your name and email address and what you would like help with. You can also give a phone number, your business’s name, its website address and the part of Teknetik HQ you would use first.

Your message is emailed to Carl through Cloudflare’s email service. If that service isn’t available, the form opens, or offers to open, a pre-written email in your own email app instead, and you decide whether to send it. You can always email us directly instead.

Once the email has gone, the website also files the enquiry on our own server: a prospect record with your business’s name, your name, email address, phone number and website, which part you would use first, and your message as a dated note. If we already have a record for your business, the note is added to that record instead of starting a new one.

If you give your business’s name or website, we may then research your business from public information: its website, its social media pages, its listing on maps and review sites, and Companies House. Our research assistant runs on our server, searches the web and reads those pages, and uses an outside AI model (at present OpenAI’s) to write a short summary for Carl. It works from your business’s name, website, email address and phone number. Your message is not sent to it.

The summary fills in only blank details on the record, such as the town you work in or the type of business. If you go on to set up your brand with us, it is also the starting point for your brand questions, which you check and change.

Please do not include sensitive personal data, passwords, confidential customer records or other information that is not needed for an initial enquiry.

When you ring the phone assistant

You are speaking to an automated system, not a person. It uses what you say during the call to answer your questions and, if you ask, to book a call with us or record a support request. The assistant tells you this when it answers. If you would rather not speak to an automated assistant, email us instead.

The call is not recorded as audio. We keep a written transcript of the conversation and the number you called from, so we can follow up and improve the service. We delete them 90 days after the call, and any booking or support details 90 days after the appointment or after the support request is closed.

Telnyx connects the call to our assistant. OpenAI processes the conversation as it happens, to run the assistant and produce the transcript.

Bookings

If you book a call through Cal.com, you are using Cal.com’s service, which has its own privacy notice. We receive the booking details you enter there, such as your name, email address and chosen time.

Clients and Teknetik HQ

When we work with you, we keep a record of your business: its name and contact details, the person we deal with, and dated notes about the work we have done together. It is kept on our own server and used only to run that work.

If we give you a login to Teknetik HQ, our client area, we also keep your email address, your name if you gave it, a scrambled copy of your password that cannot be turned back into the password, when you last signed in, and the files we have made for you. Signing in sets one cookie that keeps you signed in for up to 30 days; it is used for nothing else. To stop password guessing, the website counts failed sign-ins from each internet address and email address, in memory, for 15 minutes.

If you choose to sign in with Google, Google tells us your email address, whether Google has confirmed it, and the account number Google uses for your Google account. We keep that number with your login, so that only the same Google account can use it. We do not receive your Google password or anything else from your Google account. While you are away at Google, a cookie remembers the sign-in you started; it is removed when you come back.

The tools in HQ and the outside services they use

The tools run on our own server, and the files you upload and the work they make are kept there. The AI part of the work is done by outside services, which receive what they need for the task in hand, under their own terms. We choose which AI model does each job and may change it; the models come from Anthropic (Claude), OpenAI and Google (Gemini), reached directly or through OpenRouter, a service that passes requests on to them.

• Brand: your answers, your current website, the files you upload and your questions about the draft go to Claude and OpenAI’s models to draft the brand and answer you. TypeSafe sees each question and a short summary of where your brand stands, to decide who should answer it. Pictures are made by OpenAI’s image models. When you remove the background from a picture or animate one, it goes to fal, and animation uses Kling’s video model on fal.
• Website designer: your brand and your requests go to Claude to design and change the draft pages. Photographs are made by OpenAI’s image models and illustrations, at present, by Recraft’s, both through OpenRouter.
• Adverts: your website, brand and photos and your choices at each step go to Claude, which plans the advert. Pictures are made by OpenAI’s image models; fal makes the video clips, with Kling’s model, and sharpens pictures; ElevenLabs makes the music and voice-overs.
• Office: your documents are kept on our server. When you ask the assistant, it sends the document you are working on, your request and your business profile to Claude. The business profile is your record’s details, your brand and the facts from our research; never our private notes.
• Dictation: your recordings are turned into text on our own server; no outside service hears them. If you ask for the text to be tidied into an email, a message or notes, the text goes to an OpenAI model.
• Phone: Telnyx carries the call and OpenAI runs the conversation, as described above. Transcripts are kept for 90 days.
• Social: posts go to the networks you connect (Facebook, Instagram or LinkedIn), under their own terms, once you approve them.
• Customers: replies you approve go out through your own email account.
• Shop: card payments are taken by a payment provider we name to you before your shop goes live.

Your AI allowance

Advert making is costed as it happens and stops at your per-advert and monthly limits; the other tools’ AI use is recorded against your account. We keep a record of what each job cost with your account, so we can show you.

How long we keep things

Phone: transcripts 90 days after the call; booking details 90 days after the appointment.

Dictation: recordings are deleted 30 days after you make them. The text stays until you delete it.

Office: we keep the last 50 saved versions of each document. A document you delete goes to the bin and is removed for good 30 days later.

Enquiries and prospect records: we keep them while they remain useful for the conversation, our business records or a legal obligation, then delete them. Ask, and we delete them sooner.

Client records, logins and files: while you are a client. How long we keep them after we stop working together is agreed in the written scope of our work. We delete your login and files when you ask.

Our reason for using it

We use enquiry information, and the public information we gather about your business, where it is necessary for our legitimate interests in responding to prospective clients and running our consultancy. If a contract is agreed, we use what we need to take steps at your request and deliver that contract.

Website information and cookies

This site does not intentionally set advertising or tracking cookies. Basic technical logs may be created by the hosting provider for security, reliability and error diagnosis. These can include an IP address, browser information and the time a page was requested.

To stop the enquiry form being misused, the website briefly counts messages sent from each internet address. The count is held in memory for about ten minutes and is not written to storage.

Sharing

We do not sell personal information. Besides the AI services named above, information may be handled by the providers we need to operate email, website hosting, bookings and our phone line, under their own security and data-handling arrangements: Cloudflare delivers enquiry form messages, Cal.com handles bookings you make there, and Telnyx connects calls. We may also disclose information where the law requires it.

Your rights and deleting your information

UK data protection law may give you rights over your personal information, including asking for access, correction, deletion, restriction or objection. The right that applies depends on the circumstances.

To see what we hold, to have it corrected or deleted, or to ask a privacy question, email [email protected]. We delete the prospect record and research about your business, and anything you made with the tools in HQ, when you ask. You can also raise a concern with the UK Information Commissioner’s Office at ico.org.uk.

Changes to this notice

We may update this page when the website or the way we work changes. The review date at the top shows when it was last checked.