Privacy notice

Last updated: 9 June 2026.

This notice explains how Cortana AI Ltd collects and uses your personal data when you contact us or use cortana-ai.co.uk, and the rights you have.

Who we are

Cortana AI Ltd is the data controller for the information described here.

• Company: Cortana AI Ltd, registered in England and Wales
• Company number: 17200346
• Registered office: 49 Welling Road, Orsett, Essex, RM16 3DW
• ICO registration: Application in progress (ref. C1954915)
• Contact: hello@cortana-ai.co.uk

What we collect

• When you send an enquiry (our contact form): your name and email, and — if you choose to give them — your company, the area you're interested in, your message, and whether you'd like marketing updates.
• When you book a call: your name, email and the time you choose. Booking is handled on our scheduling provider, Cal.com.
• When you visit the site: our hosting and security provider, Cloudflare, processes your IP address and basic technical request data to deliver and protect the site.

We do not use analytics, advertising or tracking cookies — see our cookie notice. We don't ask for special category data (such as health or political views); please don't send it to us through the form.

Why we use it, and our lawful basis

• To reply to and manage your enquiry — our legitimate interests in responding to people who contact us and in running and growing our business. You can object at any time (see Your rights).
• To send you marketing updates — only if you tick the box, on the basis of your consent. You can withdraw it at any time, and every email has an unsubscribe link.
• To deliver and secure the website — our legitimate interests in keeping the site available, fast and protected from abuse.

Who we share it with

We use a small number of trusted providers ("processors") who handle data on our behalf under a data-processing agreement, and may only use it on our instructions:

• Cloudflare — website hosting, content delivery and security.
• splitforms — receives and delivers your contact-form enquiry to us.
• Microsoft 365 — our email; where your enquiry correspondence is stored.
• Cal.com — scheduling, when you book a call.

We don't sell your personal data, and we don't share it for anyone else's marketing.

Sending data outside the UK

Some of our providers may process data outside the UK. Where that happens, we make sure it's protected by appropriate safeguards — either a country the UK recognises as providing adequate protection, or contractual protections such as the ICO's International Data Transfer Agreement (IDTA) or the UK Addendum to the EU Standard Contractual Clauses. You can ask us for more detail.

How long we keep it

• Enquiry correspondence: while we're in contact and for up to 24 months after our last contact, after which we delete it — unless you become a client (in which case we keep it under our engagement terms) or you ask us to delete it sooner.
• Marketing list: until you unsubscribe or withdraw consent.
• Website and security logs: for the limited period our hosting provider retains them.

Your rights

Under UK data protection law you have the right to:

• ask for a copy of the personal data we hold about you;
• ask us to correct it if it's wrong, or complete it if it's incomplete;
• ask us to delete it, or to restrict how we use it;
• object to our use of it (including any use based on legitimate interests, and any direct marketing);
• ask us to transfer it (data portability), where that applies;
• withdraw consent at any time, where we rely on it; and
• lodge a complaint with the Information Commissioner's Office — see How to complain below.

To exercise any of these, email hello@cortana-ai.co.uk. We'll respond within one month.

No automated decision-making

We don't make decisions about you by solely automated means, and we don't profile you.

How to complain

If you're unhappy with how we've handled your personal data, please tell us first — email hello@cortana-ai.co.uk with "Data protection" in the subject line, or use our contact form. We'll acknowledge your complaint within 30 days and respond as quickly as we can.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator. We'd appreciate the chance to help first, but you can contact the ICO at any time:

• Online: ico.org.uk/make-a-complaint
• Helpline: 0303 123 1113
• Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

How we keep it safe

We use encryption in transit (HTTPS), choose reputable providers who commit to data-protection obligations, and limit who can access your information.

Children

Our services are for businesses and aren't directed at children.

Changes to this notice

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

This notice is provided for transparency and is not legal advice.