This privacy policy explains how Xcribe Limited (company number 14860348), trading as AI Code Coach, collects, uses, stores, and protects your personal data. We are committed to ensuring your privacy is protected in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Data Controller
The data controller responsible for your personal data is:
Xcribe Limited
11 Ducketts Wharf South Street
Bishop's Stortford, England, CM23 3AR
Email: david@xcribe.ai
2. What Data We Collect
We may collect and process the following personal data:
2.1 Information You Provide Directly
- Full name (first name and last name)
- Email address
- Mobile telephone number
- LinkedIn profile URL
- Company name and job title (when provided during correspondence)
- Any additional information you provide in emails or during meetings
2.2 Information Collected Automatically
- IP address
- Browser type and version
- Operating system
- Pages visited and time spent on our website
- Referring website address
- Device type and screen resolution
2.3 Information From Third Parties
- Publicly available business information from LinkedIn or Companies House
3. Lawful Basis for Processing
We process your personal data under the following lawful bases as defined by Article 6 of the UK GDPR:
| Purpose | Lawful Basis |
|---|---|
| Responding to your enquiry via our contact form | Consent (Article 6(1)(a)) |
| Providing our coaching services under contract | Performance of a contract (Article 6(1)(b)) |
| Sending service-related communications | Legitimate interests (Article 6(1)(f)) |
| Complying with legal and regulatory obligations | Legal obligation (Article 6(1)(c)) |
| Maintaining our business records and accounts | Legal obligation (Article 6(1)(c)) |
4. How We Use Your Data
We use your personal data to:
- Respond to enquiries submitted through our contact form
- Schedule and conduct discovery calls
- Deliver our coaching programme and related services
- Send invoices and manage payments
- Communicate updates relevant to your engagement
- Improve our website and services
- Comply with legal, regulatory, and accounting obligations
We do not use your data for automated decision-making or profiling. We do not send unsolicited marketing emails.
5. Data Sharing
We may share your personal data with the following categories of recipients:
- Email service provider (Resend) — to deliver transactional emails from our contact form. Resend processes data as a processor on our behalf.
- Cloud hosting provider (Google Cloud Platform) — our website and API are hosted on Google Cloud Run. Google acts as a processor.
- Accounting and tax advisors — to fulfil our legal obligations for financial record-keeping.
- Legal advisors — where necessary to protect our legal rights.
We do not sell, rent, or trade your personal data to third parties. We do not transfer your data outside the United Kingdom or European Economic Area unless the recipient provides adequate safeguards (such as Standard Contractual Clauses or the recipient is in a country with an adequacy decision).
6. Data Retention
We retain your personal data only for as long as necessary for the purposes set out in this policy:
| Data Type | Retention Period |
|---|---|
| Contact form enquiries | 12 months from last contact, or until you request deletion |
| Client engagement records | 6 years from the end of the engagement (to comply with HMRC requirements) |
| Invoices and financial records | 6 years (legal requirement under the Companies Act 2006) |
| Website analytics data | 26 months |
After the retention period, data is securely deleted or anonymised.
7. Data Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These include:
- Encryption of data in transit (TLS/HTTPS)
- Access controls limiting who within our organisation can access personal data
- Use of reputable, security-certified cloud infrastructure providers
- Regular review of our data processing practices
8. Your Rights
Under the UK GDPR, you have the following rights in relation to your personal data:
- Right of access — request a copy of the personal data we hold about you
- Right to rectification — request correction of inaccurate or incomplete data
- Right to erasure — request deletion of your data where there is no compelling reason for continued processing
- Right to restrict processing — request that we limit how we use your data
- Right to data portability — request your data in a structured, commonly used, machine-readable format
- Right to object — object to processing based on legitimate interests
- Right to withdraw consent — where processing is based on consent, you may withdraw it at any time
To exercise any of these rights, please contact us at david@xcribe.ai. We will respond within one month of receiving your request.
9. Cookies
Our website uses cookies. For full details on the cookies we use and how to manage your preferences, please see our Cookie Policy.
10. Third-Party Links
Our website may contain links to external websites. We are not responsible for the privacy practices of those websites. We encourage you to read the privacy policies of any website you visit.
11. Children's Privacy
Our services are directed at businesses and professionals. We do not knowingly collect personal data from individuals under the age of 18. If we become aware that we have collected data from a child, we will take steps to delete it promptly.
12. Changes to This Policy
We may update this privacy policy from time to time. Any changes will be posted on this page with an updated “Last updated” date. We encourage you to review this page periodically.
13. Complaints
If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):
Information Commissioner's Office
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF
Website: ico.org.uk
Telephone: 0303 123 1113
14. Contact Us
If you have any questions about this privacy policy or your personal data, please contact us:
Xcribe Limited
11 Ducketts Wharf South Street
Bishop's Stortford, England, CM23 3AR
Email: david@xcribe.ai