How we handle your details.
What we keep, why, for how long, and your rights.
Last updated: [date]. Version 1.
Draft for legal review. Not live until a solicitor has read it. Highlighted items are facts the owner must fill.
Who we are
Halko is run by [legal name], [address]. Email: hello@halko.ai. We decide how your details are used, so we are responsible for them.
What we collect and why
| What | Why | Legal reason |
|---|---|---|
| What you send by email, the form or our chat | To answer you and, if you want, quote and do the work | Steps you asked for before a contract, then the contract |
| Our occasional newsletter, only if you tick the box on the form | To send you our occasional AI tools and AI news roundup. Every issue has an unsubscribe link | Your consent, which you can withdraw any time |
| Chat conversations | To answer your questions and pass you to a person when needed | Our legitimate interest in answering visitors |
| Internet address, rough location, kind of device | To stop spam, keep the site secure and pass your enquiry to the right person | Our legitimate interest in a safe, working site |
| Client records and invoices | To deliver the work, bill it and meet tax law | Contract and legal obligation |
Our chat assistant, Talos, is not live on this site yet. When it is, it is an AI. A person reviews anything before we agree to work. We don’t use your details to make automated decisions about you.
You don’t have to give us anything, but we can’t reply or quote without a way to contact you.
Who else sees it
Only the suppliers that run our service for us: our hosting provider, our email provider and the AI service behind the chat [all in the UK or EU: owner to confirm], under contracts that let them use your details only for us. We don’t sell your details or use them for advertising. We share them with authorities only if the law requires it.
Where it is kept
We keep your details in [the UK or the EU: confirm once hosting is chosen]. If a supplier ever handles them elsewhere, we use the safeguards the law requires, such as standard contract clauses, and you can ask us for a copy.
How we keep it safe
Your details travel encrypted, and only the people who need them to do the work can see them. The AI service behind the chat may not use your conversations to train its models [confirm against the provider terms].
How long we keep it
- Internet addresses: 90 days.
- Enquiries and chats that don’t lead to work: [12] months.
- Client records and invoices: [6] years after our last invoice, because tax law requires it.
Cookies
This site sets no cookies, stores nothing on your device and loads nothing from other companies. If we ever count visits, we will say so here first and give you a simple way to opt out.
Your rights
You can ask us for a copy of your details, to correct them, delete them, limit what we do with them, or send them to you or someone else in a common format. Email hello@halko.ai. We reply within one month.
You can object. Where we rely on our legitimate interests, you can object at any time and we will stop unless we have a strong reason the law accepts.
Complaints
Tell us first at hello@halko.ai. We acknowledge complaints within 30 days and sort them out quickly. You can also complain to [the data protection regulator: owner to confirm], or to the regulator where you live or work.
Changes
If we change this page, we update the date above. Earlier versions are available on request.