Information We Collect
We collect information in two ways: information you provide directly, and information collected automatically when you use our site.
Information you provide directly includes your name, email address, phone number, company name, and any message content you submit through our contact form, appointment booking form, or chat widget. We also collect the date and time of your appointment request and any preferences you share during the booking process.
Information collected automatically includes your IP address, browser type, device type, pages visited, time spent on pages, and referring URLs. This information is collected through cookies and similar technologies and, when you enable analytics cookies, Google Analytics.
We do not collect sensitive personal information such as government ID numbers, financial account details, health records, or biometric data.
How We Use Your Information
We use the information we collect for the following purposes:
| Purpose | Details |
|---|---|
| Responding to inquiries | To reply to messages submitted via the contact form or chat widget. |
| Scheduling appointments | To create calendar events on your behalf and send confirmation emails via Microsoft Outlook Calendar. |
| Improving our services | To understand how visitors use our site and identify areas for improvement. |
| Relevant communications | To follow up on your inquiry or appointment. We do not send unsolicited marketing emails. |
| Legal compliance | To comply with applicable laws and regulations and to protect our legal rights. |
Data Storage & Security
Your data is stored in a managed cloud database hosted in a secure, access-controlled environment. We use industry-standard encryption in transit (TLS 1.2+) and at rest. Access to personal data is restricted to authorised personnel only.
Appointment data is also stored in Microsoft Outlook Calendar, governed by Microsoft's Privacy Statement. When you book an appointment, a calendar invite is sent to the email address you provide; Microsoft processes that email address in accordance with its terms.
While we implement reasonable security measures, no system is completely immune to breaches. In the event of a data breach that affects your personal information, we will notify you as required by applicable law.
Chatbot & AI Interactions
Our AI assistant, Pete, is powered by a large language model (LLM) accessed through a secure server-side API. When you chat with Pete, the following data is processed:
Your messages are sent to the LLM API to generate responses. Conversation transcripts — including your name, email (if provided), and message history — are stored in our database so that CT can review lead conversations and follow up appropriately.
We do not use your chat conversations to train AI models. Conversations are not shared with third parties except as necessary to operate the service (e.g., the LLM API provider). The LLM provider processes your messages under their own privacy policy and does not retain them for training purposes under our enterprise agreement.
If you prefer not to have your conversation stored, you may contact us to request deletion of your chat history.
Your Rights (GDPR / CCPA)
Depending on your location, you may have the following rights regarding your personal data:
| Right | What it means |
|---|---|
| Right to Access | You can request a copy of the personal data we hold about you. |
| Right to Rectification | You can ask us to correct inaccurate or incomplete data. |
| Right to Erasure | You can request that we delete your personal data (subject to legal retention requirements). |
| Right to Restrict Processing | You can ask us to limit how we use your data in certain circumstances. |
| Right to Data Portability | You can request your data in a structured, machine-readable format. |
| Right to Object | You can object to processing based on legitimate interests or for direct marketing. |
| Right to Opt Out of Sale (CCPA) | California residents have the right to opt out of the sale of personal information. We do not sell personal information. |
| Right to Non-Discrimination (CCPA) | We will not discriminate against you for exercising your privacy rights. |
To exercise any of these rights, please contact us. We will respond within 30 days. We may need to verify your identity before processing your request.
Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes described in this policy, or as required by law. Specifically:
Contact form submissions are retained for up to 2 years to support follow-up and business relationship management.
Appointment records are retained for up to 3 years for business records and service history purposes.
Chat transcripts are retained for up to 1 year to support lead management and service improvement.
Analytics data is retained in aggregated, anonymised form indefinitely. Individual session data is retained for up to 13 months.
You may request early deletion of your data at any time by contacting us (see the Contact section below).
Children's Privacy
Our website and services are not directed to children under the age of 13. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately and we will delete it promptly.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will update the effective date at the top of this page and, where appropriate, notify you by email or by a prominent notice on our website.
We encourage you to review this policy periodically. Your continued use of our website after any changes constitutes your acceptance of the updated policy.
Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or how we handle your personal data, please reach out to us:
You may also use our Contact page to send us a message directly.