01
Who is responsible for your information
COINCIDE AI LTD, trading as Coincide Business Transformation Group is the controller for personal information collected through this public website. “Coincide”, “we”, “us” and “our” refer to that business throughout this notice.
You can ask a privacy question or exercise a data-protection right by emailing tayloruiz97@gmail.com. Postal details are available under company information.
02
Information we collect
When you request an Opportunity Scan, we collect:
- your name, work email, company and team-size band;
- your main operational challenge;
- a phone number and company website, if you choose to provide them;
- referral and campaign details attached to the visit; and
- the time you confirmed that you had read this notice.
We also process limited technical information needed to secure the form, prevent repeated submissions and diagnose faults. For this purpose, the server briefly reads the connection IP address and creates a keyed, pseudonymous security identifier. The enquiry record stores that identifier, a duplicate-prevention identifier, request timestamps and a limited browser description (the user agent), rather than the plain IP address. Hosting providers may separately process IP addresses in their security logs. We do not need passwords, customer records, special category data or other sensitive information, and ask you not to provide it.
You are not under a legal or contractual obligation to submit an enquiry. If you do not provide the required fields, we cannot assess or respond to the request through this form.
If you choose to book a call, Google Calendar collects your first name, surname and email address, together with the appointment time. Coincide receives the booking details and invitation, including the Google Meet link. Information you provide in follow-up emails or during the call may also form part of our enquiry record. The booking link does not include the answers you submitted in the enquiry form.
03
How and why we use the information
Scroll sideways to compare both columns.
| Purpose | Lawful basis |
|---|---|
| Review, respond to and keep a record of a business enquiry. | Our legitimate interest in handling genuine enquiries and managing business relationships. |
| Arrange a scan or prepare a requested proposal. | Steps you request before entering a contract with us, where you would personally be a party to it. For contacts acting on behalf of a business, our legitimate interest in arranging and responding to the business's request. |
| Protect the website, prevent misuse and investigate faults. | Our legitimate interest in operating a reliable and secure service. |
| Record referral or campaign details attached to an enquiry so we can understand how genuine enquiries reach us. | Our legitimate interest in assessing business-development activity. |
| Meet record-keeping or legal obligations. | A legal obligation or our legitimate interests, as applicable. |
Reading the notice is an acknowledgement, not consent to marketing. We do not add website enquirers to a marketing list or start automated outreach. We do not use enquiry information to make solely automated decisions that produce legal or similarly significant effects.
04
The public AI assistant
The assistant is currently in guided mode. Its answers come from a small set of approved website information. The conversation remains in page memory, is not sent to an AI provider or Coincide, and clears when the page reloads.
Do not enter personal, customer, confidential, credential or sensitive information into the assistant. Important decisions should never rely on an assistant response alone.
05
Service providers and international transfers
We use Vercel to host and deliver the website, Supabase to store enquiries and security records, Resend to deliver enquiry notifications, and Google for our enquiry mailbox and Google Calendar appointment bookings linked after a successful enquiry. OpenAI processes assistant messages only when live AI mode is enabled. These organisations act under their own terms and, where applicable, data-processing agreements.
Some providers or subprocessors may process information outside the UK. Where UK law treats that as a restricted transfer, we require an applicable adequacy arrangement or appropriate contractual safeguard. We do not sell personal information.
You can contact us using the details above to ask which transfer safeguards apply to your information and how to obtain a copy. Google also processes information under its own privacy policy when you use its booking and meeting services. Our current Google accounts are standard Gmail accounts; we have not yet moved them to Google Workspace.
06
How long we keep information
- Website enquiries and the related email and booking records that Coincide controls are kept for up to 12 months after the last meaningful contact, unless they become part of a client record or must be retained for legal, accounting or dispute purposes. This rule does not determine how long a provider retains information for its own purposes.
- Short-lived hosting and security logs are retained only for operational, security and legal needs under the relevant provider settings.
We review records when they reach the relevant period and delete or anonymise them unless there is a justified reason to keep them longer.
07
Your data-protection rights
Depending on the circumstances, you may have the right to ask for access to your personal information, correction, deletion, restriction, data portability or to object to how it is used. We may need to verify your identity before acting on a request, and legal exemptions can apply.
Where we rely on legitimate interests, you can object to the processing. We will stop unless there are compelling legitimate grounds to continue or the information is needed for legal claims.
You can contact us so we can try to resolve the issue. This does not limit your right to complain to the Information Commissioner's Office through the ICO complaints service.
08
Cookies, browser storage and tracking
This public website does not currently use analytics, advertising pixels or other non-essential tracking. The guided assistant uses page memory only and does not write its conversation to cookies, local storage or session storage. Essential delivery or security technologies may be used where necessary to provide and protect the service.
This statement covers the Coincide public website. Following the booking link takes you to Google, whose own cookies and privacy choices apply. The separate, invite-only Coincide Studio uses essential authentication cookies to maintain a signed-in session.
If we introduce analytics, marketing technology or another non-essential storage feature, we will update this notice and add the appropriate choice controls before it is enabled.
09
Changes to this notice
We update this notice when the website, providers or handling of personal information materially changes. The date at the top shows the latest published version.