GDPR & Data Protection

GDPR

GDPR & Data Protection

Last updated: 05/06/2026

ROBINEXIS LTD takes data protection seriously. This page explains how we approach personal data, privacy rights, security, and GDPR compliance when you use our website, contact us, subscribe to our newsletter, or use our software and automation services.

ROBINEXIS LTD is a private limited company registered in England and Wales.

Company name: ROBINEXIS LTD

Company number: 16468366

Registered office: 71-75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ

For data protection questions, please contact:

Email: privacy@robinexis.com

1. Our role under UK GDPR

Depending on the situation, ROBINEXIS LTD may act as either a data controller or a data processor.

We act as a data controller when we decide how and why personal data is used. This includes data collected through our website, newsletter, client enquiries, sales communications, contracts, payments, and business administration.

We may act as a data processor when we process personal data on behalf of a client as part of our software, automation, AI, CRM, messaging, scheduling, or operational management services. In those cases, the client is usually the data controller, and we process personal data only in accordance with their instructions and the relevant agreement.

Where required, our processing services are governed by a Data Processing Agreement.

2. What personal data we may collect

We may collect and process the following types of personal data:

- Name

- Email address

- Phone number

- Business name

- Job title

- Website or company information

- Newsletter preferences

- Contact form messages

- Client enquiry details

- Account and service information

- Billing and payment records

- Technical data such as IP address, browser type, device information, cookies, and analytics data

- Communication data, including emails, messages, scheduling information, support requests, and service-related correspondence

Where our services involve automation, AI workflows, customer communications, call handling, messaging, scheduling, CRM integrations, or other software processes, we may also process personal data contained within those workflows on behalf of our clients.

3. How we collect personal data

We may collect personal data when you:

- Visit our website

- Submit a contact form

- Subscribe to our newsletter

- Book a call or consultation

- Contact us by email, phone, message, or social media

- Become a client or prospective client

- Use our software or automation services

- Interact with systems connected to our services

- Work with us as a contractor, supplier, or partner

4. Why we use personal data

We use personal data for the following purposes:

- To respond to enquiries

- To provide information about our services

- To manage newsletter subscriptions

- To deliver software, automation, AI, consultancy, and management services

- To set up and manage client accounts

- To provide customer support

- To improve our website, services, and internal processes

- To manage contracts, invoices, payments, and business records

- To comply with legal and regulatory obligations

- To protect our systems, business, clients, and users from fraud, misuse, security threats, or unauthorised access

5. Lawful bases for processing

We only process personal data where we have a lawful basis under UK GDPR. Depending on the situation, we may rely on:

- Contract: where processing is necessary to provide services or take steps before entering into a contract.

- Legitimate interests: where processing is necessary for our business operations, service improvement, security, client communication, or marketing to business contacts, provided those interests are not overridden by individual rights.

- Consent: where you have actively agreed to something, such as subscribing to certain marketing communications or accepting optional cookies.

- Legal obligation: where processing is necessary for accounting, tax, regulatory, or legal compliance.

- Legal claims: where processing is necessary to establish, exercise, or defend legal rights.

6. Newsletter and marketing

If you subscribe to our newsletter, we will use your email address to send updates, insights, product information, and relevant communications about ROBINEXIS LTD.

You can unsubscribe at any time by using the unsubscribe link in our emails or by contacting us directly.

We do not sell your personal data to third parties for marketing purposes.

7. Cookies and analytics

Our website may use cookies and similar technologies to make the website work, improve user experience, understand website performance, and measure engagement.

Essential cookies may be used because they are necessary for the website to function.

Optional cookies, such as analytics, functionality, or advertising cookies, should only be used where you have been given a clear choice through a cookie banner or cookie settings tool.

You can manage your cookie preferences through the cookie banner or your browser settings.

For more detail, please see our Cookie Policy.

8. Sharing personal data

We may share personal data with trusted third parties where necessary, including:

- Hosting providers

- Website providers

- Email and newsletter providers

- CRM and automation tools

- Analytics providers

- Payment processors

- Cloud storage providers

- Professional advisers

- Legal, tax, accounting, or regulatory bodies

- Software and AI service providers used to deliver our services

Where third parties process personal data on our behalf, we expect them to apply appropriate security and confidentiality measures and to process personal data only as instructed.

9. International transfers

Some of the tools and service providers we use may process or store personal data outside the United Kingdom.

Where personal data is transferred internationally, we will take steps designed to ensure that appropriate safeguards are in place. These may include adequacy regulations, international data transfer agreements, standard contractual clauses, UK addendums, or other lawful transfer mechanisms.

10. Data retention

We keep personal data only for as long as reasonably necessary for the purposes for which it was collected.

Retention periods may vary depending on the type of data, the nature of the relationship, legal obligations, contractual requirements, accounting rules, security needs, and whether the data may be required for legal claims.

As a general approach:

- Newsletter data is kept until you unsubscribe or ask us to delete it.

- Enquiry data is normally kept for a reasonable period after the enquiry has been resolved.

- Client and contract records may be kept for longer where required for accounting, legal, tax, or business purposes.

- Technical, analytics, and security data is kept only for as long as necessary for website, security, or operational purposes.

- Data processed on behalf of clients is handled in accordance with the relevant client agreement or data processing agreement.

When data is no longer required, we will delete, anonymise, or securely dispose of it where appropriate.

11. Security

We use appropriate technical and organisational measures to protect personal data.

These may include:

- Access controls

- Password protection

- Two-factor authentication where appropriate

- Secure cloud systems

- Restricted access to client and user data

- Encryption where appropriate

- Backups

- Staff and contractor confidentiality controls

- Supplier review and due diligence

- Incident response procedures

No system is completely risk-free, but we aim to maintain proportionate safeguards for the nature of the personal data we process.

12. Your data protection rights

Under UK data protection law, you may have the right to:

- Be informed about how your personal data is used

- Access a copy of your personal data

- Ask us to correct inaccurate or incomplete data

- Ask us to delete your data in certain circumstances

- Ask us to restrict processing in certain circumstances

- Object to processing in certain circumstances

- Request data portability in certain circumstances

- Withdraw consent where we rely on consent

- Object to direct marketing

- Complain to the Information Commissioner’s Office

To exercise your rights, contact us at:

privacy@robinexis.com

We may need to verify your identity before responding to a request.

13. Subject access requests

You have the right to ask for a copy of personal data we hold about you.

We will usually respond to valid subject access requests within one month. If a request is complex or we receive multiple requests, the response period may be extended where permitted by law.

If your request relates to data we process on behalf of one of our clients, we may need to refer the request to that client because they may be the data controller.

14. AI and automation

ROBINEXIS LTD provides smarter management software and may use automation, AI tools, integrations, workflows, and third-party systems to support business operations.

Where AI or automation is used, we aim to apply data protection by design and default. This means we seek to limit personal data to what is necessary, protect it appropriately, and use it only for clear business purposes.

We do not intend to use personal data for solely automated decisions that produce legal or similarly significant effects on individuals unless appropriate safeguards are in place and the use is lawful.

15. Client data processing

Where ROBINEXIS LTD processes personal data on behalf of a client, we will process that data according to the client’s documented instructions and the applicable agreement.

Clients are responsible for ensuring they have a lawful basis for the personal data they provide to us or connect to our services.

Where required, we will enter into a Data Processing Agreement with clients setting out the processing instructions, security measures, subprocessors, confidentiality obligations, assistance with data subject rights, and arrangements for deletion or return of data.

16. Complaints

If you have concerns about how we handle personal data, please contact us first so we can try to resolve the issue.

You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection.

17. Updates to this page

We may update this GDPR & Data Protection page from time to time to reflect changes in our services, systems, suppliers, legal obligations, or data protection practices.