Privacy policy

Privacy Policy

Last updated: 05/06/2026

ROBINEXIS LTD takes your privacy seriously. This Privacy Policy explains how we collect, use, store and protect personal data when you visit our website, contact us, subscribe to our newsletter, use our services, or interact with us.

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 privacy or data protection questions, please contact:

Email: privacy@robinexis.com


1. Who we are

ROBINEXIS LTD provides smarter management software, automation, AI-enabled workflows, consultancy and related technology services.

For the purposes of UK data protection law, ROBINEXIS LTD may act as a data controller when we decide how and why personal data is processed.

In some cases, when we process personal data on behalf of a business client, we may act as a data processor. Where this applies, the client will usually be the data controller and our processing will be governed by the relevant client agreement or Data Processing Agreement.


2. Personal data we collect

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

- Name
- Email address
- Phone number
- Business name
- Job title
- Company or website information
- Newsletter subscription details
- Contact form messages
- Enquiry details
- Client account and service information
- Billing, invoice and payment records
- Communication data, including emails, messages, meeting notes, support requests and service-related correspondence
- Technical data, including IP address, browser type, device information, website usage data, cookies and analytics data

Where our services involve automation, AI workflows, customer communications, CRM systems, scheduling, call handling, messaging or similar services, we may also process personal data contained within those systems 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
- Request information about our services
- 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. How we use personal data

We may use personal data to:

- Respond to enquiries
- Provide information about our services
- Manage newsletter subscriptions
- Deliver software, automation, AI, consultancy and management services
- Set up and manage client accounts
- Provide customer support
- Improve our website, services and internal processes
- Manage contracts, invoices, payments and business records
- Maintain security and prevent fraud, misuse or unauthorised access
- Comply with legal, tax, accounting and regulatory obligations
- Establish, exercise or defend legal rights


5. Lawful bases for processing

We only process personal data where we have a lawful basis under UK data protection law.

Depending on the circumstances, 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 business development, 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.

Where required by law, we will only send marketing communications with your consent.


7. Cookies and analytics

Our website may use cookies and similar technologies.

Cookies may be used to:

- Make the website work properly
- Improve user experience
- Understand website performance
- Measure engagement
- Remember preferences
- Support analytics or marketing tools, where enabled

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:

- Website hosting providers
- Cloud infrastructure providers
- Email and newsletter providers
- CRM and automation tools
- Analytics providers
- Payment processors
- AI, software and integration providers
- Messaging, scheduling or communication platforms
- Professional advisers
- Accountants, legal advisers, tax advisers or insurers
- Regulators, law enforcement bodies or public authorities where required by law

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 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. How long we keep personal data

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

Retention periods may depend on:

- The type of personal data
- The purpose for which it was collected
- Legal, tax or accounting requirements
- Contractual obligations
- Security requirements
- Whether the data may be needed for legal claims

As a general approach:

- Newsletter data is kept until you unsubscribe or ask us to delete it.
- Enquiry data is kept for a reasonable period after the enquiry has been resolved.
- Client and contract records may be kept for longer where required for accounting, tax, legal 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 personal 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
- Confidentiality controls
- Supplier review
- 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 personal data
- Ask us to delete your personal 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 your request is complex or you make multiple requests, the response period may be extended where permitted by law.

If your request relates to personal 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 may use automation, AI tools, integrations, workflows and third-party systems to support business operations and provide services.

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. Third-party links

Our website may contain links to third-party websites, platforms or services.

We are not responsible for the privacy practices of third-party websites. You should read the privacy policy of any third-party website or service you visit.


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. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, systems, suppliers, legal obligations or data protection practices.

The latest version will be published on this page.