Last updated: 8 August 2026
This notice explains what personal data West Country Automation collects, why we collect it, how we use it, and the rights you have over it. It also explains our role when we process data on behalf of our clients, for example as the developer and host of bespoke software for care sector organisations. We have tried to keep it plain and short.
West Country Automation ("WCA") is the trading name of West Country Automation Ltd, a limited company registered in England and Wales under company number 17305076, founded and run by Will Crawshaw and Harvey Wood. Our registered office is Flat 303 Gosling Lodge, 8 West Parkside, London, SE10 0PD. For the personal data described in the sections below on this page (up to and including "Your rights"), we are the "data controller", meaning we decide what is collected and why. Further down, "Working with our client organisations" explains a different role we sometimes hold: data processor.
We are registered with the Information Commissioner’s Office, the UK’s independent data protection regulator, under registration number ZC186083. You can verify this on the ICO’s public register at ico.org.uk.
If you have questions about your data, or want to make a request under UK data protection law (UK GDPR), email us at hello@westcountryautomation.com.
If you accept analytics cookies via our banner, we use PostHog to understand how visitors use the site: which pages get viewed, what people click on, and where they get stuck. PostHog also records anonymised session replays so we can spot usability problems.
This data includes your IP address (which PostHog truncates for anonymisation), the pages you visit, your approximate location (country/region only), device and browser type, and your interactions on the page. It does not include anything you type into form fields; form inputs are masked in session recordings by default.
If you reject cookies, none of this is collected. You can change your mind at any time using the "Cookie settings" link in the bottom left corner of the site.
When you fill in our Free Savings Estimate, we collect whatever you choose to provide, typically your name, email address, business name, and information about your operations and workflows. This is sent to our n8n workflow (hosted on n8n Cloud) so we can process the estimate and follow up with you. We use this data solely to respond to your enquiry and discuss how we might help.
When you book a discovery call we use Calendly, which collects your name, email address and the time you have chosen. Calendly may also collect timezone and basic technical data needed to deliver the booking. We use this only to schedule and run the call.
If you email us directly, we will have your email address and whatever you write. We keep correspondence for as long as it is useful for our working relationship, then delete it.
Our site is served via Cloudflare, which keeps basic request logs (IP address, timestamp, page requested) for security, abuse prevention and performance reasons. These logs are retained by Cloudflare on a rolling short term basis and we do not combine them with anything else.
Under UK GDPR we rely on the following legal bases:
We do not sell your data. We use the following processors, each of which handles specific data on our behalf under their own privacy commitments:
| Service | What it handles | Where |
|---|---|---|
| PostHog | Site analytics and session replays (consent only) | EU |
| n8n Cloud | Processing estimate form submissions | EU |
| Calendly | Discovery call bookings | USA (with UK/EU safeguards) |
| Cloudflare | Site hosting, DNS, security logs | Global edge network |
| Google Workspace | Business email and documents | USA (with UK/EU safeguards) |
Where a processor is based outside the UK or EU, we rely on UK International Data Transfer Agreements, the EU Standard Contractual Clauses, or equivalent safeguards as set out in those providers' terms.
How long we keep your data:
Under UK GDPR you have the right to:
To exercise any of these rights, email hello@westcountryautomation.com. We will respond within one month.
If you are not happy with how we have handled your data, you can complain to the Information Commissioner's Office (ICO) at ico.org.uk. We would appreciate the chance to address your concerns first, but it is your right to go directly to the ICO.
West Country Automation designs, and in most cases hosts and supports, bespoke software for organisations including those in health and social care. Where we do this, our client (for example, a home care provider) is the data controller for the personal data held in that software: information about the people they support, their staff, and their day-to-day operations. WCA acts only as their data processor. We process this data on their behalf, only for the purposes they have instructed, and under a written data processing agreement between us.
We do not decide what data is collected, why it is collected, or how long it is kept; those decisions sit with our client. If your data is held in a system we have built or support, and you have a question about how it is used, or want to exercise a right such as access, correction or erasure, please contact that organisation directly. They are the data controller and are responsible for responding to you.
We have completed the NHS Data Security and Protection Toolkit, the annual assessment the NHS uses to check that organisations handling health and social care data meet the required standards for data security and information governance. We are also Cyber Essentials certified, the UK Government-backed standard that protects against the most common cyber attacks. Details of all our registrations and certifications, and how to verify each of them independently, are on our compliance page.
We take our responsibilities as a processor seriously. Where WCA can access personal data within a client's system, that access is:
If you have a concern specifically about how WCA, as a processor, has handled data on a client's behalf, you are welcome to contact us at hello@westcountryautomation.com and we will look into it together with the relevant client.
This notice is published here in plain, web accessible HTML for anyone to read at any time, free of charge. We do not currently issue this notice in printed form, since West Country Automation does not deliver care services directly or meet service users in person; where one of our client organisations provides service users with printed information (for example a leaflet on admission to their service), that is the client's own document as data controller, published separately from this notice.
If you need this notice in a different format, for example large print, an audio version, or a translated copy, contact us at hello@westcountryautomation.com and we will do our best to help.
| Name | Purpose | Duration |
|---|---|---|
wca_cookie_consent | Remembers your cookie choice (strictly necessary) | Until cleared |
PostHog cookies (ph_*) | Analytics and session recordings (only if accepted) | Up to 12 months |
You can clear all cookies through your browser at any time. To revisit your choice for analytics, click "Cookie settings" in the bottom left corner of any page.
If we make material changes we will update the date at the top and, where appropriate, flag the change on the site. The current version is always the one published here.
Questions, requests or complaints: hello@westcountryautomation.com