Privacy Policy

Last updated: 11 October 2026

1. Overview

This policy explains how Sanematics handles information from website enquiries, bookings, AI conversations, analytics and content rights requests. It also covers technical information needed to run the website and checks our authorized team may make when handling an enquiry. We do not sell personal data.

2. Information you give us

• Contact and enquiry forms. We receive the fields you complete, which may include your name, email address or website, service interests, budget or revenue range, business challenges and message. A submitted enquiry may receive an automatic acknowledgement by email. Section 4 explains the separate collection of completed email fields before submission when analytics is running.
• Call bookings. We process your name, email, chosen time, time zone and optional notes to check availability, verify your email and arrange the meeting. The website supports direct booking through Google Calendar with a Google Meet invitation, and Calendly as an alternative when direct booking is unavailable. Confirmation links and booking messages are delivered by email.
• AI conversations. We process questions and other information you send to Nova, as described in section 5.
• Direct contact. If you email, call or message us, we keep that correspondence.

3. Information collected automatically

Our hosting, security and service providers process technical information, such as your IP address, browser details and request information, to deliver the website and protect it against misuse. The website also uses browser storage for features such as analytics preferences, visitor and session identifiers, a brief chat topic memory and interface preferences. Browser storage is separate from cookies. We do not use advertising trackers on this website.

• Fonts are served from this website rather than requested from Google Fonts by your browser.
• Firebase (Google) provides database and content services.
• Vercel provides website hosting and may retain technical request logs.
• Cloudflare Turnstile processes technical signals for bot checks used by chat and booking features.
• Embedded and externally hosted media, including YouTube, Vimeo, Google Drive and other media hosts, may receive connection information or set their own cookies when their resources load. Their own privacy policies apply.

4. Analytics

Basic analytics. When the administrator enables analytics, our collector records site activity to help us understand which pages are useful and where visitors get stuck. This can include pages and sections viewed, time spent, scroll depth, button clicks, on-site searches, referring website, browser and device details, screen size, language, time zone and approximate country, region and city derived from hosting information.

Analytics uses a random visitor identifier in localStorage and a session identifier in sessionStorage. Our analytics database stores a salted hash of the IP address rather than the raw address. These records are pseudonymous, not guaranteed anonymous: identifiers can connect visits, and contact details can connect activity to an enquiry. The analytics collector does not track browsing on other websites. Hosting and security providers may separately process IP addresses as described above.

Enhanced analytics. Selecting "Allow enhanced analytics" adds information about interactions such as media controls, navigation, content cards and steps completed in booking or contact forms. These enhanced events record the action or field completed rather than its typed contents. Your choice is saved in localStorage and can be changed through "Analytics preferences" after the footer, or near the top of Nova's conversation page. Selecting "Use basic analytics" disables enhanced events but does not turn off basic analytics.

Contact details and unfinished forms. While analytics is running, submitted contact details may be attached to the visit record. In the contact form and enquiry pop-up, a valid email address and any name already entered may also be recorded when you leave the email field, even if you never submit the form. This is not a recording of each keystroke. These details help us understand and follow up on enquiries; they are subject to the same 90-day retention period as the associated analytics record. You can request deletion at sanematics@gmail.com.

Turning off analytics. The collector does not start when your browser sends a supported Do Not Track or Global Privacy Control signal. It also remains off when the administrator has paused analytics or the website cannot confirm that analytics is enabled. These controls apply to analytics; they do not prevent processing needed for a form, booking or AI conversation you choose to use, or necessary hosting and security operations.

5. AI assistants and conversations

Nova is an AI assistant, not a person. A configured sales assistant, Sally, may also respond within the conversation. Sending a question from the website opens a dedicated conversation page. Your question and the context needed to continue it are temporarily held in sessionStorage for that transition.

Some basic questions about the assistant and requests for private setup information receive a fixed response from our server without an AI-provider request for that turn. These exchanges remain part of the current conversation and may be included as context if you later ask a question that uses an AI provider.

What is sent to AI providers. Your messages, recent conversation history and relevant website context are sent through our server to configured AI services, which can include Mistral AI, Groq and Google. Context can include the referring platform, a project viewed, booking activity and, when available from analytics, sections viewed, service interests and on-site search terms. Providers may be used as alternatives when another is unavailable. Their retention and use of this information depend on their applicable policies and our account settings. Please do not send passwords, payment details or sensitive personal information.

Security and voice typing. Chat uses Cloudflare Turnstile and server-side usage controls to reduce abuse. If you choose voice typing in a supported browser, speech recognition is provided by your browser and may involve its speech service. The website places the transcription in the message field for you to review; it does not send the message automatically. We do not receive an audio recording through this feature.

Current conversation and returning visits. Messages remain on the conversation page during your current visit so you can scroll back and ask follow-up questions. The website does not save this full transcript in browser storage or restore it when you reload or return. Instead, localStorage holds up to five broad service topics, a returning-visitor indicator, a last-chat date and an opaque signed identifier for any retained sales context. This lets Nova show a short topic recap without displaying old messages. This memory expires seven days after your last chat activity and is removed when the chat next loads after expiry. Clearing this website's browser data removes it sooner. Any transcript stored by an older version is reduced to broad topics and deleted when the updated interface loads. Temporary page context remains in sessionStorage for the browser session; a question passed from another page is removed from that storage when the conversation page receives it.

Work previews. Nova can display published portfolio images within its answers. External video players in these chat previews load only when you choose to play them; the media hosts then process connection information as described in section 3.

Information retained by Sanematics. When chat offers a call or follow-up, we may save a structured record of details you supplied, such as your contact details, company, role, budget and business needs. When sales assistance, a request for a person or an opt-out is involved, we may also retain sales context, short excerpts supporting those facts, estimates, requested actions and contact preferences. Such records may exist even if you provide no contact details. These records help us handle requests and understand what visitors need; they are not a full server-side transcript archive.

Sending a conversation to the team. If you submit the chat's contact form, your name, email and conversation are sent to the team through Web3Forms, and an acknowledgement may be sent through our email service. The emailed conversation then forms part of our enquiry correspondence. Typing contact details into an ordinary chat message may be included in the structured records above, but is separate from submitting that form.

Section 8 explains retention for structured chat records and opt-out preferences. You can ask about access, correction or deletion by emailing sanematics@gmail.com.

6. How we use your information

• To respond to your enquiry and prepare your free audit.
• To provide AI responses, arrange meetings, send service-related messages and respect contact preferences.
• To understand website use, maintain the service and prevent misuse.
• To investigate content rights requests and correct or remove material when appropriate.
• To deliver and manage services if you become a client.
• To keep basic business records we are required to keep.

Enquiry research. Authorized team members can use an email address to locate related Sanematics enquiry, chat, booking and analytics records. They can also choose to check public professional profiles, company information, email-domain records or account information using configured lookup tools. Available sources include Gravatar, GitHub, dev.to, business websites and domain services; additional configured tools can include Have I Been Pwned, Holehe, GHunt and Maigret. These checks are initiated by an administrator, rather than automatically performed on every visitor. An email address, its hash, domain or a possible username may be sent to the relevant service. A possible profile match is not proof of identity.

We do not use your information for automated advertising, and we do not sell or rent it to anyone.

7. Who processes your data

We use Web3Forms to deliver submitted forms, Resend for configured acknowledgement and booking emails, Google Calendar and Meet or Calendly for bookings, and configured Mistral AI, Groq and Google services for AI processing. Cloudflare provides bot checks, Vercel provides hosting, and Google Firebase provides database services. Embedded-media, browser speech-recognition and optional lookup services are described above. We also use email services to receive and handle correspondence.

Each provider receives information needed for the feature it supplies and processes it under its applicable terms, privacy policy and account settings. Providers may process information in countries other than your own. We may also share relevant information with advisers or authorities when needed to address a dispute or comply with a legal obligation.

8. Retention

Different records have different retention periods. The website assigns expiry dates to the following database records:

• Analytics records and linked contact details: 90 days from the start of the recorded visit.
• Extracted chat lead summaries: 90 days from creation. Saved sales context expires 90 days after its latest update; individual sales action records expire 90 days after creation.
• Contact opt-out records: a separately configured period, currently defaulting to 730 days, so a deletion of sales context does not immediately undo an opt-out.
• Automatic-email acknowledgement records: 365 days, to avoid sending duplicate acknowledgements. These include a hashed email identifier and delivery information.
• Booking and booking-email records: 90 days after the meeting. Direct-calendar slot-claim records expire 30 days after the booked time.
• Email lookup results: a cache of up to 24 hours, or 180 days when an authorized team member explicitly saves a result.

Our hosting configuration schedules a nightly cleanup of expired database records. Removal occurs when that cleanup runs successfully; it is not instantaneous at the expiry time. Technical security and usage records have their own operational expiry periods. Browser chat topic memory is described in section 5; analytics preferences and visitor identifiers remain in browser storage until cleared or replaced.

Enquiry emails, booking invitations held in calendar or email services, client records and content rights correspondence are separate from these database records. We retain them for as long as needed to handle the matter, manage the engagement and meet applicable legal or accounting obligations. Clearing browser chat memory does not delete an emailed conversation, a server-side summary or a provider's records. Our providers apply their own retention arrangements to information they hold.

9. Your choices and rights

• You can ask us what personal information we hold about you.
• You can ask us to correct or delete your information.
• You can withdraw consent for future contact at any time.
• You can change enhanced analytics preferences, use supported browser tracking opt-out signals, and clear this website's browser storage.

For a request, email sanematics@gmail.com with enough information to locate the relevant records. We may need to verify that the request relates to you. We will respond and explain any information we need to retain for a legal obligation or an unresolved matter. The rights available to you depend on the law that applies.

10. Security

The published website uses HTTPS, and we use access controls and request checks to protect enquiry and administrative data. Access is limited to authorized team members and the service providers involved in handling it. No method of transmission or storage is completely secure.

11. Children

This website is aimed at businesses and is not directed at children under 16. We do not knowingly collect information from children.

12. Changes to this policy

We update this page when our website features or data-handling practices change and revise the date above. Changes to wording do not remove rights or obligations that already apply.

13. Third-party creative content and creator requests

Some content displayed on this website comes from other creators, including material we have sourced or adapted using AI tools. We acknowledge that this material is not all original Sanematics work. The original creators and rights holders retain their rights. Our Terms of Service explain this disclosure and our review and removal process.

If you recognise your content here, please email sanematics@gmail.com with the original source, the page URL on our website, your relationship to the work and your request for removal, credit or correction. This direct contact option is also available in our Contact section.

To handle a request, we receive the contact details, links, supporting information and correspondence you send. We use them to locate the material, assess the concern, communicate with you and record the resolution. Please send only information relevant to the request; do not send passwords, payment information or identity documents unless a necessary verification step has been agreed with us.

Request information is accessible to the team members and service providers handling it, and may be shared with advisers or relevant rights holders when needed to investigate or meet a legal obligation. We do not publish your private contact details as part of a credit or correction without your permission. We retain the request for as long as needed to resolve it and handle any related dispute or legal obligation; the 90-day analytics retention period does not automatically apply to rights correspondence. You can ask about access, correction or deletion using the same email address.

14. Contact

Privacy questions or requests: sanematics@gmail.com