Privacy Policy

Effective date: 6 September 2026

1. Overview

This policy explains what information Sanematics collects when you use this website, how we use it, and the choices you have. We keep it simple: we collect what you send us through the contact form or booking flow, and nothing more. We do not sell personal data.

2. Information you give us

• Contact form. When you submit the form we receive the details you enter: your name, email address, the service you are interested in, your monthly revenue range, your main bottleneck, and your message.
• Call bookings. If you book a call through Calendly, Calendly collects the details you enter there (such as your name, email and chosen time) under its own privacy policy, and shares the booking with us.
• Direct contact. If you email, call or message us, we keep that correspondence.

3. Information collected automatically

This website runs its own visitor analytics, described in section 4 below. It carries no advertising trackers and sets no cookies of its own. Some third-party services the site relies on may process your IP address and basic browser information when your browser loads their resources:

• Google Fonts serves the site's typeface.
• Firebase (Google) serves the site's content database.
• Vercel hosts the website and keeps standard server logs.
• Embedded media in case studies (such as YouTube, Vimeo or Google Drive players) may set their own cookies when a page containing them loads.

4. Analytics

We record anonymous information about how people use this site so we can see which pages are useful and where visitors get stuck. For each visit we store the pages viewed, how long was spent on each, how far down the page was scrolled, which buttons were clicked, the website you arrived from, your browser, device type and screen size, your language and time zone, and an approximate location, country, region and city, worked out from your network connection.

We do not store your IP address. It is converted on our server into a scrambled code that cannot be turned back into the original address. We use that code only to tell repeat visits apart. We do not use cookies for analytics, we do not track you across other websites, and we never sell or share this information.

If you send us the contact form, that is different. The name and email address you type are attached to the record of that visit, so we can see what you looked at before getting in touch. From that point the record is no longer anonymous: it identifies you, by the details you chose to give us. Your enquiry also reaches us by email as normal. If you type your email address into a form here and leave without sending it, we may still keep that address, and your name if you filled it in. We use it only to reply to your enquiry, and you can ask us to delete it at any time by emailing sanematics@gmail.com. It is kept and removed on the same 90-day basis as everything else described on this page. We do not record anything as you type: this happens only when you finish a valid email address and move on, and a partly typed one is never stored.

We keep it for 90 days. Records older than that are removed. There is no automatic expiry running today: deletion is done by hand against that 90-day policy, and every record carries the date it becomes due for removal.

To opt out: switch on "Do Not Track" or Global Privacy Control in your browser settings and we will collect nothing at all, not reduced data, none. Most browsers offer one of these in their privacy settings, and some, such as Brave and DuckDuckGo, send the signal by default.

5. Chat assistant

The chat window on our site is answered by Nova, an AI assistant. It is software, not a person. Messages you type are sent to an AI provider to generate the reply: Mistral AI normally, and Groq or Google if the first is unavailable. We use free tiers, and on those tiers a provider may use the messages sent to it to improve their products. Do not type anything into the chat that you would not want any of these three to see.

Before the chat can send its first message we use Cloudflare Turnstile to check that you are a real browser rather than a bot. Cloudflare processes technical signals from your connection for that check.

If you give your name and email in the chat, they are emailed to us along with the conversation so that we can follow up. Please do not put passwords, payment details, or other sensitive information into the chat.

We keep a short summary of what you tell Nova. Once the conversation reaches the point where Nova offers you a call or a follow-up, we save a few specific details from it: your name and email if you gave them, your company or website, your role, what you said you spend, what you described as your main problem, and what you came to ask about. Each of these is saved only if you actually said it, in your own words. Anything you did not say is left empty. We never fill a gap with a guess.

This happens even if you never give us your name or email. If you answer Nova's questions and then leave without leaving any contact details, the summary is still saved, and it is marked as having no way to reach you. We do this so the team can see what people are asking for and where the site is not answering them. It is not used to try to identify you.

Your full conversation is not stored on our servers. It is stored in your own browser for up to 7 days so that you can pick it up again on a later visit, and clearing your browser data removes it. To produce the summary above, the recent part of the conversation is sent to our server and to the same AI provider that answers the chat. It is used to write the summary and is not kept afterwards. The summary is what we keep.

We keep the summary for 90 days, on the same basis as everything else described on this page. To ask what we hold from a conversation, or to have it deleted, email sanematics@gmail.com.

6. How we use your information

• To respond to your enquiry and prepare your free audit.
• To deliver and manage services if you become a client.
• To keep basic business records we are required to keep.

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

7. Who processes your data

Form submissions are delivered to us by Web3Forms, which forwards your message to our email. Bookings are handled by Calendly. Chat replies, and the summary described in section 5, are generated by Mistral AI, with Groq or Google as fallback, and the chat's bot check is run by Cloudflare. Hosting is provided by Vercel and our content database by Google Firebase. Each of these providers processes data under its own privacy policy.

8. Retention

We keep enquiry messages for as long as needed to handle the conversation and for a reasonable period afterwards. Client records are kept for the duration of the engagement and as required for legal and accounting purposes. Analytics records, including any contact details linked to them, are kept for 90 days as described in section 4, after which we delete them.

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.

For any of these, email sanematics@gmail.com and we will respond promptly.

10. Security

The website is served over HTTPS, form submissions travel encrypted, and access to enquiry data is limited to the Sanematics team. No method of transmission or storage is completely secure, but we take reasonable measures appropriate to the data we handle.

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

If we change how we handle personal information, we will update this page and its effective date.

13. Contact

Privacy questions or requests: sanematics@gmail.com