Privacy policy

Who we are

Operant Labs Limited (“Operant Labs”, “we”) is the controller of the personal data described here. We’re registered in England and Wales under company number 14187689, and our registered office is 10 Victoria Road South, Southsea, England, PO5 2DA.

For anything about your data, email hello@operantlabs.ai.

What we collect

When you send an enquiry

Your name, work email, company, and anything you choose to add: your role, how invoices are handled today, the systems you use, roughly how many invoices you receive, and the inbox situations you picked on the homepage.

When you book a call

The booking calendar is run by Calendly. It collects your name, email, the time you choose and anything you type into the booking form, and passes those details to us.

When you email us

Your email address, your message and anything attached to it.

When you visit the site

Our hosting provider records technical details such as your IP address, browser type and the pages requested, so the site can be delivered and kept secure.

Please don’t send bank details, login details or invoice documents through the website. If documents are needed later, we’ll agree a secure way to share them.

Why we use it

To reply to you and arrange a call

Our lawful basis is our legitimate interest in responding to business enquiries, or taking steps you’ve asked for before entering into a contract.

To prepare a proposal

If you ask for one, we use what you’ve told us about your invoice process to scope and price the work.

To keep the site working and secure

Our legitimate interest in running a reliable, secure website.

We don’t sell your data, use it for advertising, or add you to a mailing list.

Who handles it for us

These providers process data on our behalf under their own data protection terms:

Formspree

Delivers enquiries from our website forms to our inbox and keeps a copy of each submission.

Calendly

Runs the booking calendar.

Vercel

Hosts the website.

Our email provider

Stores the emails we send and receive.

Some of these providers are based in, or process data in, the United States. Where data leaves the UK, it’s protected by safeguards recognised under UK data protection law, such as the UK Extension to the EU–US Data Privacy Framework or the UK International Data Transfer Agreement.

Cookies and storage

Our own pages don’t set cookies and don’t use analytics or advertising trackers.

The site keeps two small notes in your browser’s session storage: whether you’ve already seen the homepage introduction, and which inbox situations you picked on the homepage, so they can carry over to the contact form. Both are deleted when you close the tab and are never sent to us unless you submit the form.

The booking calendar is loaded from Calendly when you scroll near it, and Calendly may set its own cookies for security and to run the booking. Calendly’s cookie policy explains these.

How long we keep it

Enquiries and the emails that follow are kept for up to 24 months after our last contact if no work goes ahead, then deleted.

If you become a client, we keep records of our work together for the length of the contract and six years after it ends, as UK law requires for business records.

When we build a workflow for a client, any supplier documents we handle are covered by a separate written agreement with that client, not by this policy.

Your rights

You can ask us to:

• give you a copy of the personal data we hold about you
• correct anything that’s wrong
• delete your data
• restrict or object to how we use it
• send your data to you or another organisation in a portable format

Email hello@operantlabs.ai and we’ll respond within one month, as the law requires.

If you’re unhappy with how we’ve handled your data, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We’d appreciate the chance to put it right first.

Changes to this policy

If we change how we handle data, we’ll update this page and the date at the top.