Privacy Policy for Practical AI Labs.
This Privacy Policy explains how Practical AI Labs collects, uses and protects personal information when you visit practicalailabs.co.uk, request a free 3-point enquiry note, or enquire about a New Enquiry Handling Review.
What we collect
Information you submit through the enquiry form, including contact details, business details and enquiry-handling information.
Why we use it
To respond to enquiries, assess fit, manage CRM records, provide services and improve the website enquiry process.
Where it goes
Form submissions may be stored in HubSpot CRM and processed through trusted website, email or workflow tools.
Your control
You can contact us to ask about your data, request corrections, object to use or ask for deletion where applicable.
Who we are
Practical AI Labs provides practical enquiry-handling, CRM and workflow improvement services for plumbing, heating and HVAC firms. You can learn more about the business on the About page, view demo walkthroughs on the Examples page, or submit an enquiry through the Contact page.
Information we collect
This Privacy Policy covers the personal information we may collect when you request a free 3-point enquiry note, enquire about a New Enquiry Handling Review, or contact Practical AI Labs.
We may also collect basic technical information such as IP address, browser type, device type, pages visited, hosting logs and analytics information where these tools are used.
How we use your information
Respond to enquiries
We use your contact details and enquiry information to reply to your request.
Assess fit
We review whether a free 3-point enquiry note, New Enquiry Handling Review or implementation project is a suitable next step.
Manage CRM records
We may store enquiry details in HubSpot CRM so we can track and manage follow-up.
Provide services
If you become a client, we use relevant information to deliver the agreed review, cleanup, workflow or implementation work.
Improve the website
We may use website performance information to improve forms, pages and user experience.
Keep records
We may keep limited business records for administration, accounting, legal or service history purposes.
Lawful basis for using your information
We rely on one or more lawful bases depending on the situation:
- Legitimate interests: to respond to business enquiries, manage CRM records, follow up on service requests and improve services.
- Contract or pre-contract steps: when you ask about a service and we need to respond before any work begins, or where we need to deliver an agreed service.
- Consent: where you choose to opt in to marketing or optional communications.
- Legal obligation: where we need to keep records for tax, accounting or legal reasons.
HubSpot, forms and third-party tools
Practical AI Labs uses HubSpot forms and CRM to capture and manage website enquiries. When you submit a form, your information may be stored in HubSpot so we can review the enquiry and follow up.
We may also use website hosting, email, analytics and workflow tools to operate the website, respond to enquiries and manage service delivery. These providers only receive information where needed to provide their service.
Tools used by Practical AI Labs may include HubSpot, website hosting providers, Microsoft 365, Make, analytics tools and other operational software where relevant.
Cookies and tracking
This website may use cookies or similar technologies to make the site work, support embedded forms, understand website performance and improve the visitor experience.
Some cookies are essential for the website to function. Other cookies, such as analytics or marketing cookies, may require consent depending on how they are used.
You can control cookies through your browser settings and any cookie banner or preference tool on the website. More detail is available in the Cookie Policy.
Marketing and follow-up communications
If you contact Practical AI Labs about a service, we may respond to your enquiry and follow up about that enquiry where it is reasonable to do so.
We will not sell your personal information. If we send optional marketing emails in the future, you will be able to unsubscribe or ask us to stop.
If you ask us not to contact you again, we may keep a limited record of that request so we can respect it.
Who we share information with
We do not sell personal information.
We may share information with trusted service providers where necessary, including HubSpot, website hosting providers, email providers, analytics tools, workflow tools and professional advisers where required.
We may also share information if required by law or to protect our legal rights.
International transfers
Some third-party tools used to run the website, forms, CRM, email or workflow processes may store or process data outside the UK.
Where this happens, we expect service providers to use appropriate safeguards for international transfers, such as relevant contractual protections or other recognised transfer mechanisms.
How long we keep information
We only keep personal information for as long as needed for the reason it was collected.
Enquiry records may be kept while we assess the enquiry, follow up and manage business records. If an enquiry does not become a client relationship, we will not keep it longer than reasonably necessary.
Some records may be kept for longer where needed for accounting, legal or business administration reasons.
How we protect information
We take reasonable steps to protect personal information from unauthorised access, loss or misuse. This includes using reputable service providers, password-protected systems and appropriate access controls.
No website or online system can be guaranteed completely secure, but we aim to use practical safeguards appropriate for the type of information we collect.
Automated decision-making
Practical AI Labs does not use form submissions to make automated decisions that produce legal or similarly significant effects for visitors.
We may use tools to help organise, route or review enquiries, but service-fit decisions and replies are handled with human oversight.
Your data protection rights
Depending on the circumstances, you may have rights to:
To make a request linked to this Privacy Policy, contact us at hello@practicalailabs.co.uk.
Complaints and contact
If you are unhappy with how we handle your personal information, please contact us first so we can try to resolve the issue.
You also have the right to complain to the Information Commissioner’s Office, the UK data protection regulator.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time as the website, services or tools change. The latest version will be published on this page.