Privacy Notice

Last updated: 27 May 2026

This notice explains what personal data West Country Automation collects when you visit our website or get in touch, why we collect it, how we use it, and the rights you have over it. We've tried to keep it plain and short.

Who we are

West Country Automation is a partnership between Will Crawshaw and Harvey Wood, based in the United Kingdom. We're the "data controller" for any personal data described in this notice — meaning we decide what's collected and why.

If you've got questions about your data, or want to make a request under UK GDPR, email us at hello@westcountryautomation.com.

What we collect and why

1. Analytics data (with your consent)

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.

2. Estimate form submissions

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.

3. Bookings and calls

When you book a discovery call we use Calendly, which collects your name, email address and the time you've 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.

4. Chatbot conversations

Our site uses Chatling, a chatbot widget. If you start a conversation with it, the messages you send are processed by Chatling and visible to us. Don't share sensitive personal data, passwords or payment information in the chat.

5. Email correspondence

If you email us directly, we'll have your email address and whatever you write. We keep correspondence for as long as it's useful for our working relationship, then delete it.

6. Server and security logs

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 don't combine them with anything else.

Legal basis

Under UK GDPR we rely on the following legal bases:

• Consent — for analytics cookies and session replays. You can withdraw consent at any time.
• Legitimate interests — for responding to your enquiries, providing our services, and basic security logging. Our interest is in running and improving our business; we've considered your privacy and don't believe this is outweighed.
• Contract — where you've engaged us as a client, to perform the work agreed.

Who we share your data with

We don't sell your data. We use the following processors, each of which handles specific data on our behalf under their own privacy commitments:

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

• Analytics data — retained by PostHog for up to 12 months, then deleted.
• Estimate enquiries — kept for up to 24 months from your last contact, in case the conversation picks up later. Deleted on request.
• Client correspondence — kept for the duration of our working relationship plus 6 years for accounting and legal record purposes.
• Server logs — short-term rolling retention by Cloudflare (typically days, not months).

Your rights

Under UK GDPR you have the right to:

• Access the personal data we hold about you
• Have inaccurate data corrected
• Have your data erased ("right to be forgotten")
• Restrict or object to our processing of your data
• Receive your data in a portable format
• Withdraw consent at any time (for anything we do on the basis of consent)

To exercise any of these rights, email hello@westcountryautomation.com. We'll respond within one month.

If you're not happy with how we've handled your data, you can complain to the Information Commissioner's Office (ICO) at ico.org.uk. We'd appreciate the chance to address your concerns first, but it's your right to go directly to the ICO.

Cookies in detail

We use the following cookies and local storage items:

Changes to this notice

If we make material changes we'll update the date at the top and, where appropriate, flag the change on the site. The current version is always the one published here.

Contact

Questions, requests or complaints: hello@westcountryautomation.com