Privacy Policy

1. Who We Are

Heimdell Tech Ai Ltd is a company registered in England and Wales (Company Number 16478408). ICO Registration Number: ZC079121. We operate as a software development and IT consultancy firm providing SaaS compliance platforms and managed TPV verification services for telecom resellers, brokers and D2D sales teams under the brand name "The Telecom Verification Protocol".

Data Controller: Heimdell Tech Ai Ltd
Contact: Andrew James-Smith
Email: contact@heimdell-tech-ai.co.uk

2. What Data We Collect

We may collect and process the following categories of personal data:

2.1 Data collected directly from you

• Name, email address, telephone number (when you contact us or request a consultation)
• Business name and role

2.2 Data collected through our service (The Telecom Verification Protocol)

• Customer identity verification data (name, address, date of birth)
• Direct Debit mandate details
• Voice recordings of verification calls
• SMS and email delivery logs with timestamps
• Compliance certificate data

2.3 Data collected automatically via this website

• IP address, browser type, device information
• Pages visited and time spent on pages
• Referral source

2.4 Data collected through our free AI agent-readiness scanner

Our homepage offers a free tool that checks how easily AI assistants and software agents can read a website. When you use it:

• What you give us: the website address you enter. Our scanner then requests that site’s publicly available pages (for example the home page, a small number of product, service or policy pages, and files such as robots.txt, sitemap.xml and llms.txt). It does not log in to anything or submit forms. It identifies itself with the user agent AgentReadinessScanner and only runs when someone asks it to scan a site; it does not crawl the web on its own.
• What we record automatically: your IP address, the time of the request and the address you entered, in our server logs; and, for up to one hour, your IP address in memory to limit repeated requests (abuse prevention). The result of a scan is kept in memory for about 10 minutes so it can be shown again without re-running the scan.
• If you ask for the full report: your email address, the website address you scanned, the time of your request and a record of your consent. We use these to email you the report, to contact you about it and about related services, and to notify our team of your request.

Legal basis: consent for the report request and follow-up contact (Article 6(1)(a)); legitimate interests (Article 6(1)(f)) for running the scanner securely and preventing abuse. You can withdraw consent at any time by emailing contact@heimdell-tech-ai.co.uk or replying to any email from us.

Website owners: if you do not want our scanner to scan your site, add the following to your robots.txt file and it will refuse to scan it, or email us and we will add your site to a block list:

User-agent: AgentReadinessScanner
Disallow: /

2.5 Our chat assistant

Our website has a chat assistant called “Ask Heimdell”. When you type a question, the text is sent to our assistant, which finds the closest pre-written answer in our published knowledge catalogue and sends it back. It is not a generative AI model and does not write new answers.

• What we process: the question you type, and your IP address and the time of the request in our web server logs. Please do not put personal information in your questions.
• What we don’t do: we do not store the text of your questions, build a profile of you, or use cookies or browser storage for the chat.
• Legal basis and retention: legitimate interests (Article 6(1)(f)) in answering enquiries and keeping the service secure. Server logs (IP address and time) are kept for up to 30 days. If you contact us by email or the contact form instead, section 2.1 applies.

3. Legal Basis for Processing

We process personal data under the following legal bases as defined by UK GDPR:

• Legitimate interests (Article 6(1)(f)) — to provide our compliance verification service and to operate our business
• Contractual necessity (Article 6(1)(b)) — to fulfil our service obligations to clients
• Legal obligation (Article 6(1)(c)) — to comply with Ofcom regulations, Consumer Contracts Regulations 2013, and other applicable UK law
• Consent (Article 6(1)(a)) — where explicitly given, for example when subscribing to communications

4. How We Use Your Data

We use personal data for the following purposes:

• Providing and managing The Telecom Verification Protocol compliance verification service
• Generating compliance certificates and audit trails for our clients
• Responding to enquiries and providing consultations
• Running our free AI agent-readiness scanner and sending you the reports you request
• Improving our website and services
• Complying with legal and regulatory obligations

5. Data Sharing

We do not sell personal data. We may share data with:

• Our clients (telecom reseller agencies) — as part of the managed compliance service, including compliance certificates and verification records
• Telecom providers — when compliance evidence is required for audit purposes, at the direction of our client
• Service providers — trusted third parties who assist in operating our service (e.g., hosting, email delivery, CRM integration), bound by data processing agreements
• Legal authorities — where required by law or regulation

6. Data Retention

We retain personal data for as long as necessary to fulfil the purposes for which it was collected:

• Verification records and voice logs: retained for a minimum of 6 years in line with regulatory best practice and limitation periods under UK law
• Website analytics data: retained for up to 26 months
• Contact enquiry data: retained for up to 2 years after last communication
• Scanner and chat assistant server logs (IP address, time and, for the scanner, the scanned address): retained for up to 30 days
• Scanner report requests (email address, scanned address, consent record): retained for up to 12 months, unless you become a client or ask us to delete them sooner

7. Your Rights

Under UK GDPR, you have the following rights:

• Right of access — request a copy of the personal data we hold about you
• Right to rectification — request correction of inaccurate data
• Right to erasure — request deletion of your data (subject to legal retention requirements)
• Right to restrict processing — request limitation of how we use your data
• Right to data portability — request your data in a machine-readable format
• Right to object — object to processing based on legitimate interests

To exercise any of these rights, contact us at contact@heimdell-tech-ai.co.uk. We will respond within one calendar month.

8. Cookies

This website uses cookies to improve your browsing experience and to analyse site traffic. Cookies are small text files stored on your device when you visit our website.

8.1 Types of Cookies We Use

• Essential cookies — required for basic site functionality (e.g., remembering your consent preferences)
• Analytics cookies — help us understand how visitors interact with our website so we can improve it
• Functional cookies — remember your preferences and settings for a better experience

8.2 Cookie Consent

When you first visit our website, a consent banner will appear at the bottom of the page. You may choose to:

• Accept All — enables all cookies and indicates your consent to the use of automated calls as described in Section 8.3 below
• Essential Only — limits cookies to those strictly necessary for the site to function; no consent is given for automated calls

You can withdraw or change your consent at any time by clearing your browser’s local storage or contacting us at contact@heimdell-tech-ai.co.uk.

8.3 Consent to Automated Calls

By clicking "Accept All" on our cookie consent banner, you also provide your explicit consent under the Privacy and Electronic Communications Regulations 2003 (PECR) to receive automated telephone calls from Heimdell Tech Ai Ltd. These calls may include:

• Information about our compliance verification services (The Telecom Verification Protocol)
• Service updates, promotions, and relevant industry information
• Follow-up communications related to enquiries you have made

You may withdraw your consent to automated calls at any time by:

• Contacting us at contact@heimdell-tech-ai.co.uk
• Replying “STOP” to any communication we send
• Clearing your browser’s local storage (this resets your cookie consent, allowing you to choose “Essential Only” on your next visit)

9. Data Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure or destruction. This includes encrypted storage, access controls, and regular security reviews.

10. International Transfers

We do not routinely transfer personal data outside the United Kingdom. If a transfer becomes necessary, we will ensure appropriate safeguards are in place in accordance with UK GDPR.

11. Complaints

If you are not satisfied with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

https://ico.org.uk/make-a-complaint/
Telephone: 0303 123 1113

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 revision date. We encourage you to review this page periodically.