Privacy Policy for Romenter.AI (Romenter Limited)

Effective Date: May 31, 2025

1. Introduction/Who We Are

Welcome to Romenter.AI. This website (the "Website") is operated by Romenter Limited ("we", "us", "our"). Romenter Limited is the Data Controller responsible for your personal information collected through this Website and our services. We are committed to protecting and respecting your privacy.

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our Website, use our contact form, or engage with our AI consultancy services for the construction industry. Our contact details for data protection matters are:
Data Protection Contact: Ben
Email: ben@romenter.com

2. What Information We Collect

We may collect and process the following data about you:

Information You Provide Directly:

When you use our contact form or otherwise communicate with us, you may provide us with personal information, including:

  • First name
  • Last name
  • Company name (optional)
  • Email address
  • Phone number (optional)
  • Service of Interest (e.g., Romenter.AI Insight Engine, Romenter.AI Certify, Romenter.AI Custom Build, Romenter.AI Advisory, General Enquiry)
  • Your message, which may contain further personal details.

Information We Collect Automatically:

When you visit our Website, we may automatically collect certain information about your device and your interaction with our Website. This information may include:

  • Log Information: Your IP address, browser type and version, operating system, referral source, length of visit, page views, and website navigation paths.
  • Usage Data via Analytics: We use Google Analytics to understand how visitors use our Website. This may include information about your interaction with the Website, such as pages visited, time spent on pages, links clicked, and other behavioural data. Google Analytics may collect your IP address, but this is often anonymised or pseudonymised by Google.

3. How We Use Your Information

We use the information we collect for various purposes, including:

  • To respond to your enquiries and provide you with the information or services you have requested.
  • To communicate with you about your enquiries, our services, or other business-related matters.
  • To understand which of our services (Romenter.AI Insight Engine, Romenter.AI Certify, Romenter.AI Custom Build, Romenter.AI Advisory) you are interested in.
  • To operate, maintain, and improve our Website, ensuring content is presented effectively.
  • To conduct analysis on website usage to improve user experience and our service offerings (using tools like Google Analytics).
  • For internal record-keeping and administrative purposes.
  • To comply with our legal and regulatory obligations.

4. Legal Basis for Processing Your Information

We will only process your personal information where we have a legal basis to do so. The legal bases we rely on include:

  • Consent: We rely on your consent to process the personal information you provide when you complete our contact form to request information or services. You can withdraw your consent at any time by contacting us at ben@romenter.com.
  • Legitimate Interests:
    • We process your information to respond to your enquiries and provide customer support, which is in our legitimate interest to operate our business effectively.
    • We use data analytics (like Google Analytics) to understand how our Website is used and to improve our services. This is based on our legitimate interest in maintaining and improving our Website and business offerings. We ensure that our legitimate interests are balanced against your rights and freedoms.
    • For maintaining the security of our Website and IT systems.
  • Legal Obligation: We may process your personal information if necessary to comply with a legal or regulatory obligation to which we are subject.

5. Data Sharing and Disclosure

We respect your privacy and do not sell your personal information to third parties. We may share your personal information in the following limited circumstances:

  • Third-Party Service Providers: We may share your information with trusted third-party service providers who perform services on our behalf, such as website hosting providers, email service providers (for processing communications sent to/from ben@romenter.com), analytics providers (e.g., Google Analytics), and services that facilitate the submission and management of our contact form data (if applicable, e.g., Formspree). These providers are given access only to the personal information necessary to perform their functions and are contractually obligated to protect your data and use it only for the purposes for which it was disclosed.
  • Legal Requirements: We may disclose your personal information if required to do so by law or in response to valid requests by public authorities (e.g., a court or a government agency).
  • Business Transfers: In the event of a merger, acquisition, reorganisation, or sale of assets, your personal information may be transferred as part of that transaction. We will notify you of any such deal and outline your choices in that event.

We will not share your personal information with any other third parties without your consent, unless legally permitted or required to do so.

6. Data Retention

We will retain your personal information only for as long as is necessary for the purposes set out in this Privacy Policy, or as required by law.

  • Contact Form Data: Information submitted via our contact form will be retained for as long as necessary to address your enquiry, provide any requested services, and for a reasonable period thereafter for record-keeping or follow-up communications (e.g., typically up to 6 years for business records, or longer if an ongoing client relationship exists).
  • Analytics Data: Data collected by Google Analytics is retained according to Google's policies and our configured settings (e.g., for a period of 14-50 months). Anonymised or aggregated data may be kept for longer periods for statistical purposes.

When your personal information is no longer required, we will securely delete or anonymise it.

7. Data Security

We take the security of your personal information seriously and have implemented appropriate technical and organisational measures to protect it from unauthorised access, use, disclosure, alteration, or destruction. These measures include, but are not limited to, using HTTPS for our Website, limiting access to your personal data, and employing other industry-standard security practices.

However, please be aware that no method of transmission over the internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.

8. Your Data Protection Rights

Under UK data protection law (including the UK GDPR and the Data Protection Act 2018), you have various rights regarding your personal information. These include the right to:

  • Access: Request access to the personal information we hold about you.
  • Rectification: Request correction of inaccurate or incomplete personal information we hold about you.
  • Erasure (Right to be Forgotten): Request deletion of your personal information in certain circumstances.
  • Restriction of Processing: Request that we restrict the processing of your personal information in certain circumstances.
  • Data Portability: Request to receive your personal information in a structured, commonly used, and machine-readable format, and to have it transmitted to another controller where technically feasible.
  • Object to Processing: Object to the processing of your personal information where it is based on our legitimate interests, or for direct marketing purposes (we currently do not engage in direct marketing based on contact form submissions without further consent).
  • Rights related to Automated Decision Making and Profiling: You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you. We do not currently engage in such automated decision-making or profiling.

To exercise any of these rights, please contact us at ben@romenter.com. We will respond to your request in accordance with applicable data protection laws.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk), if you believe that our processing of your personal information infringes data protection laws.

9. Cookies and Tracking Technologies

Our Website uses cookies and may use other tracking technologies to enhance your Browse experience and to help us analyse how our Website is used.

What are Cookies?

Cookies are small text files that are placed on your computer or mobile device by websites that you visit. They are widely used to make websites work, or work more efficiently, as well as to provide information to the owners of the site.

Google Analytics:

We use Google Analytics, which uses cookies to collect information about how visitors use our Website. This information is used to compile reports and to help us improve the Website. The cookies collect information in an anonymous form, including the number of visitors to the Website, where visitors have come to the Website from, and the pages they visited. For more information on Google Analytics cookies, see the official Google Analytics page and Google's privacy policy. You can opt-out of Google Analytics tracking by using Google's Opt-out Browser Add-on.

CDN Links (Tailwind CSS, Alpine.js):

Our Website uses Content Delivery Networks (CDNs) for frameworks like Tailwind CSS and Alpine.js to improve performance and user experience. These CDNs are third-party services and may place their own cookies or use other tracking technologies if your browser requests resources from their servers. Their use of such technologies is governed by their own privacy policies. Romenter Limited does not control these third-party cookies.

Managing Cookies:

Most web browsers allow some control of most cookies through the browser settings. You can usually find these settings in the options or preferences menu of your browser. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.

Consent for Cookies:

For non-essential cookies, such as those used by Google Analytics, we will seek your consent before placing them on your device, typically through a cookie consent banner on our Website. We may provide more detailed information about the specific cookies we use in a separate Cookie Policy, which will be linked on our Website when available.

10. International Data Transfers

Your personal information may be processed in countries outside of the United Kingdom (UK) and the European Economic Area (EEA) by us or our third-party service providers. For example, services like Google Analytics are provided by Google LLC, which is based in the United States.

Where your personal information is transferred outside the UK/EEA, we will take appropriate steps to ensure that your data is treated securely and in accordance with this Privacy Policy and applicable data protection laws. This includes relying on adequacy decisions made by the UK Government, or implementing appropriate safeguards such as Standard Contractual Clauses (SCCs) approved for use in the UK (e.g., the UK Addendum to the EU SCCs) with the relevant parties.

11. Children's Privacy

Our Website and services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we become aware that we have inadvertently collected personal information from a child under 18, we will take steps to delete such information from our records as soon as possible. If you believe that a child under 18 may have provided us with personal information, please contact us at ben@romenter.com.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. We will post any changes on this page and update the "Effective Date" at the top of this Privacy Policy. We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information. For significant changes, we may provide a more prominent notice on our Website.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy, our data protection practices, or if you wish to exercise any of your data protection rights, please contact us:

Attn: Ben
Romenter Limited
Email: ben@romenter.com

Disclaimer: This Privacy Policy has been generated to provide a comprehensive template. While it aims to cover the key requirements under UK data protection law for the described scenario, it is for informational purposes only. You should seek independent legal advice from a qualified professional to ensure this policy is fully compliant and suitable for your specific business needs and circumstances before publishing it.