​IP Automate LTD

​ Website: https://www.ipautomate.co.uk
 Last updated: 31 October 2026

​ 1.Introduction
​ IP Automate LTD (“IP Automate”, “we”, “us” or “our”) is committed to respecting your privacy and protecting personal data in accordance with applicable UK data protection legislation, including the UK General Data  Protection Regulation (UK GDPR) and the Data Protection Act 2018, as amended.
​ This Privacy Policy explains how we collect, use, store and share personal data when you visit our website, enquire about our services, subscribe to our products or interact with our AI-powered services.
​ It covers:
​     -Visitors to our website and prospective customers.
​     -Individuals who submit our Free Audit Form or request a personalised proposal.
​     -Customers who subscribe to our AI Receptionist or AI Marketing Suite through Stripe.
​     -Individuals who interact with our website chatbot or make appointments through our online booking functionality.
​     -Individuals whose personal data is processed through AI services that we provide to our business customers.
​ Our services use a combination of our n8n automation infrastructure hosted on a rented server, Google Workspace, Google Gemini, social media developer applications and Stripe.
​ Our role under data protection law depends on the processing activity. We act as a data controller for personal data processed for our own business purposes and may act as a data processor when processing personal data on behalf of our business customers.

​ 2.Company Information
​ Company name: IP Automate LTD
 Website: https://www.ipautomate.co.uk
 Email: contact@ipautomate.co.uk
 Registered office: 10 Benson Close, Luton, LU3 3QP
 Companies House registration number: 17266991
 CO registration number: ZC190215

​ 3.Personal Data We Collect
​ The personal data we collect depends on how you use our website and services.
​ 3.1 Identity and Contact Data
​ This may include your name, business name, job title, email address, telephone number and other contact details you provide.
​ 3.2 Business Enquiries and Free Audits
​ When you submit a Free Audit Form or request a personalised proposal, we may collect information about your business, operational requirements, service preferences, current processes and the automation solutions you are interested in.
​ We use this information to understand your requirements, prepare proposals and respond to your enquiries.
​ 3.3 Website and Technical Data
​ When you visit our website, technical information may be collected, including your IP address, browser type, device information, website activity, security logs and cookie-related information, depending on the technologies enabled on our website.
​ 3.4 Chatbot and Appointment Data
​ When you interact with our website chatbot or use our booking functionality, we may collect the information you submit, including your name, contact details, enquiry content, appointment preferences, booking details and relevant scheduling information.
​ Our website chatbot provides online assistance and appointment scheduling. This policy does not describe a telephone-based AI Receptionist service.
​ 3.5 Subscription and Payment Data
​     -When you subscribe to our AI Receptionist or AI Marketing Suite, we may process:
​     -Your selected subscription or service package.
​     -Account and subscription details.
​     -Billing and transaction references.
​     -Payment status and subscription history.
​     -Invoices and related business records.
​ Payments are handled through Stripe. Depending on the payment integration, Stripe may collect payment card details and other information required to process transactions.
​ We may receive relevant payment confirmations, subscription identifiers, billing information and transaction records from Stripe.
​ Please refer to Stripe's privacy information at https://stripe.com/privacy for details about its own processing activities.
​ 3.6 Social Media Integration Data
​ When you authorise our AI Marketing Suite to connect to supported social media accounts, we may process account identifiers, page IDs, permissions, access tokens, publishing schedules, content drafts and publishing status information.
​ Our integrations use our Facebook Developer App and LinkedIn Developer App, subject to the permissions approved by the relevant platforms.
​ Instagram integration is used only where it is enabled and supported by the applicable configuration and permissions.
​ We use this information to provide the social media publishing services you authorise.
​ 3.7 Data Relating to Our Business Customers' End Customers
​ Our business customers may use our automation services to interact with their own customers and prospective customers.
​ Depending on the service configured, this may involve processing:
​    -Names and contact details.
​    -Questions and messages submitted through a chatbot.
​    -Appointment requests and booking information.
​    -Information about requested products or services.
​    -Relevant interaction records and technical logs.
​    -Other information voluntarily provided during an interaction.
​ Business customers should avoid collecting unnecessary personal or sensitive information through automated services.

​ 4.How We Use Personal Data
​ Where IP Automate acts as a data controller, we may use personal data to:
​      -Respond to enquiries and requests for information.
​      -Prepare Free Audits and personalised business proposals.
​      -Assess business requirements and recommend relevant services.
​      -Arrange appointments and manage bookings.
​      -Create and administer customer accounts and subscriptions.
​      -Process subscription administration and billing through Stripe.
​      -Deliver customer support and communicate about our services.
​      -Maintain website security and troubleshooting technical issues.
​      -Manage authorised social media integrations.
​      -Maintain business, tax and accounting records.
​      -Improve our services where a lawful basis permits us to do so.
​      -Send marketing communications were permitted by applicable law.
​ We will not use personal data for an unrelated purpose without an appropriate lawful basis and any additional information or consent required by law.

​ 5.Our Automation Infrastructure
​ We operate automation workflows using an n8n installation hosted on a rented server.
​ Depending on the workflow, information may be transferred between our server and connected third-party services.
​ 5.1 n8n Hosted on a Rented Server
​ Our n8n infrastructure coordinates automation workflows, including the transfer and processing of information between connected services.
​ Depending on the configuration, workflow data, execution records, logs and credentials may be stored or processed by the server and associated systems in accordance with our security and data protection standards.
​ 5.2 Google Workspace
​ We use Google Forms, Google Sheets, Google Drive and Google Calendar for relevant business and automation functions.
​ Depending on the workflow, these services may be used to collect form submissions, organise business enquiries, store documents, maintain operational records and manage appointments.
​ The information processed by each Google service depends on the specific integration and its configuration.
​ 5.3 Google Gemini
​ We use the Google Gemini API through n8n to support AI-assisted tasks, which may include generating chatbot responses, preparing business proposals and creating social media content.
​ The information sent to Gemini depends on the workflow and the task being performed.
​ We aim to transmit only information reasonably necessary for the relevant task. We assess the applicable  Google terms, API settings, data processing arrangements and retention practices for our use of Gemini.
​ 5.4 Facebook and LinkedIn Developer Applications
​ Our Facebook Developer App and LinkedIn Developer App support authorised social media integrations.
​ These integrations may be used to connect accounts or pages and publish content on behalf of customers, subject to platform permissions and the functionality enabled.
​ We use relevant access credentials and tokens only as required to provide the authorised integration, subject to applicable legal obligations. Data obtained via the LinkedIn API (including Community Management APIs) is strictly isolated per customer, is never shared across different customers, is never used for advertising or sales targeting use cases, and is securely deleted from our systems upon customer or LinkedIn request.
​ 5.5 Stripe
​ Stripe is used to process subscription payments and support related billing operations.
​ The information shared with Stripe is limited to what is necessary for the applicable payment or subscription functionality, subject to the integration configuration.
​ 5.6 Data Sharing with Third-Party Services
​ Although our n8n installation runs on a rented server, not all personal data necessarily remains on that server.
​ When an automation sends information to Google Gemini, Google Workspace, Facebook, LinkedIn or Stripe, the relevant provider may process that information according to its role, applicable terms and data processing arrangements.
​ We do not claim that all information is stored exclusively on our own server.

​ 6.Our Role as Data Controller and Data Processor
​ Our role depends on why and how personal data is processed.
​ 6.1 When We Act as a Data Controller
​ IP Automate acts as a data controller when we determine the purposes and essential means of processing personal data for our own business activities.
​ This may include processing website enquiries, preparing proposals, managing our own customers, administering subscriptions, handling billing records and maintaining business operations.
​ In these circumstances, we are responsible for identifying the applicable lawful basis and providing appropriate privacy information.
​ 6.2 When We Act as a Data Processor
​ When a business customer uses our AI Receptionist, website chatbot, booking or AI Marketing Suite services to process personal data about its own customers, IP Automate may act as a data processor.
​ In such circumstances, the business customer will generally act as the data controller if it determines the purposes and essential means of processing.
​ We process personal data in accordance with the applicable contractual arrangements and the customer's documented instructions.
​ The business customer is responsible for determining its lawful basis for processing and providing appropriate privacy information to its customers.
​ Where required, we will enter into a Data Processing Agreement with the relevant business customer and ensure that applicable sub-processor arrangements are addressed.
​ We may act as a controller for some activities and a processor for others. These roles are determined by the actual processing activity rather than by the name of a service.

​ 7.Lawful Bases for Processing
​ We process personal data only where an appropriate lawful basis applies.
​ Depending on the activity, this may include:
​ Contractual necessity: To provide services, administer subscriptions, fulfil contractual obligations or take steps requested before entering into a contract.
​ Pre-contractual steps: To respond to requests for proposals, conduct requested audits and discuss prospective services.
​ Legitimate interests: To manage business enquiries, maintain security, prevent misuse, administer our operations and improve services where our interests are not overridden by the individual's rights and freedoms.
​ Legal obligation: To comply with applicable tax, accounting and other legal requirements.
​ Consent: Where consent is required, including certain non-essential cookies or marketing activities where consent is the appropriate lawful basis.
​ The appropriate lawful basis depends on the particular processing activity. We document the lawful bases applicable to our controller activities.
​ Where we act as a processor, the relevant business customer is generally responsible for determining the  lawful basis for the processing it instructs us to carry out.
​ Where processing relies on consent, individuals may withdraw consent at any time. Withdrawal does not affect the lawfulness of processing before withdrawal.

​ 8.AI Processing and Automated Decisions
​ Our services use AI to support chatbot interactions, proposal preparation and social media content generation.
​ AI-generated responses and content may be incomplete or inaccurate and may require human review.
​ We do not intend to use our website chatbot to make solely automated decisions producing legal or similarly significant effects on individuals.
​ Where a customer configures an automation involving such decisions, the customer and IP Automate must assess their respective responsibilities and implement the safeguards required by applicable law before that functionality is used.
​ We do not use personal data collected through our services to train our own public AI models. Third-party processing by Google Gemini and other connected platforms remains subject to the applicable provider terms, settings and contractual arrangements.

​9.Data Sharing and Recipients
​ We may share personal data with the following categories of recipients where necessary:
​      -The hosting provider responsible for the rented server running n8n.
​      -Google services used for forms, documents, storage, calendars and AI processing.
​      -Facebook and LinkedIn, where their platforms are used for authorised integrations.
​      -Stripe for payments and subscription administration.
​      -Relevant professional advisers or public authorities were required or permitted by law.
​      -Other service providers are engaged to support our operations, where applicable and subject to appropriate safeguards.
​ We do not sell personal data.
​ We seek to ensure that information is shared only where necessary for the relevant purpose and that applicable contractual and security requirements are addressed.

​10. International Data Transfers
​ Our service providers may process personal data in the United Kingdom or other countries, depending on their infrastructure, service configuration and applicable arrangements.
​ We do not assume that all processing takes place in the UK.
​ Where an international transfer of personal data is subject to UK data protection law, we will ensure that an appropriate transfer mechanism or safeguard is in place where required.
​ The actual locations and transfer arrangements depend on the services used and the relevant account configurations.

​11.Data Retention and Deletion
​ We retain personal data only for as long as reasonably necessary for the purposes for which it was collected, taking account of applicable legal obligations, contractual requirements and legitimate business needs.
​ Our retention approach is as follows:
​ Website enquiries and proposals: Retained for the period necessary to respond to enquiries, prepare proposals and manage relevant business relationships.
​ Customer and subscription records: Retained for the period necessary to administer services, manage subscriptions, resolve disputes and meet applicable obligations.
​ Financial and accounting records: Retained for the periods required by applicable tax and accounting legislation.
​ Chatbot and appointment records: Retained for the period necessary to manage enquiries, provide bookings and fulfil relevant obligations.
​ Social media access credentials and API data: Disabled and securely deleted when access is revoked, when a subscription ends, or immediately upon request by the customer or the respective social media platform (such as LinkedIn or Meta).
​ End-customer data processed on behalf of business customers: Returned or deleted in accordance with the applicable Data Processing Agreement and the controller's instructions, unless retention is required by law.
​ Technical logs and backups: Retained in accordance with the applicable system configuration, backup arrangements and retention schedule.
​ When a subscription ends, we take appropriate steps to disconnect relevant integrations and remove or disable stored access credentials. Personal data stored on our systems is securely deleted or anonymised when no longer required, subject to legal retention requirements.

​ 12.Data Security
 We take appropriate technical and organisational measures designed to protect personal data against unauthorised access, accidental loss, alteration, disclosure or destruction.
​ The measures applied depend on the systems and services involved and include access restrictions, authentication, secure credential management, encryption where configured, and appropriate permissions for connected services.
​ Access to personal data is limited to those who require it for legitimate business or service-delivery purposes.
​ No method of electronic storage or transmission can be guaranteed to be completely secure.
​ Where required by applicable law, we will take appropriate action in response to a personal data breach, including notifying the relevant authority or affected individuals where legally necessary.

​ 13.Cookies and Website Analytics
​ Our website may use cookies or similar technologies to provide essential functionality and, where enabled, to measure website usage or support other purposes.
​ Where required by law, we obtain consent before using non-essential cookies or similar technologies.
​ The technologies actually used on our website determine the information collected and the relevant retention periods.
​ Our cookie settings and any separate Cookie Policy explain the cookies or similar technologies used, their purposes and how preferences can be managed.

​ 14.Your Data Protection Rights
​      -Subject to applicable law and relevant exemptions, you may have the right to:
​      -Request access to your personal data.
​      -Request correction of inaccurate or incomplete data.
​      -Request erasure of your personal data.
​      -Request restriction of processing.
​      -Object to processing based on legitimate interests.
​      -Object to direct marketing at any time.
​      -Request data portability where the legal conditions are met.
​      -Withdraw consent where processing relies on consent.
​ These rights are not absolute in every circumstance. We may need to retain certain information to comply with legal obligations or establish, exercise or defend legal claims.
​ To exercise your rights, contact us at contact@ipautomate.co.uk.
​Where we process personal data solely on behalf of a business customer, we may refer the request to that customer or assist the customer in responding, in accordance with applicable law and our contractual arrangements.

​ 15.Complaints
​ If you have concerns about how we process personal data, you may contact us at contact@ipautomate.co.uk.
​ You also have the right to complain to the UK Information Commissioner's Office (ICO):
​https://ico.org.uk/make-a-complaint/

​ 16.Third-Party Websites
​ Our website or services may contain links to third-party websites or integrate with third-party platforms.
​ We are not responsible for the independent privacy practices of third-party websites. Their own privacy notices and terms apply to their processing activities.
​ We encourage you to review their privacy information when interacting with those services.

​ 17.Changes to This Policy
​ We may update this Privacy Policy to reflect changes in our services, infrastructure, data processing practices or legal obligations.
​ The latest version will be published on our website with its applicable update date.
​ Where required by law, we will provide additional notice of material changes before introducing new processing activities.

​ 18.Contact Details
​ For questions about this Privacy Policy or to exercise your data protection rights, contact:
​ IP Automate LTD
 Email: contact@ipautomate.co.uk
 Website: https://www.ipautomate.co.uk
​ Registered office: 10 Benson Close, Luton, LU3 3QP
 Companies House registration number: 17266991
I CO registration number: ZC190215