Indica Technology Ltd. How we handle personal data — what we hold, why we hold it, how long we keep it, and the rights you have over it under the UK GDPR and the Data Protection Act 2018.
Indica Technology Ltd (“Indica”, “we”, “us”) is an AI engineering company registered in England and Wales under company number 13160282. Our registered office is 18 Brainton Avenue, Feltham, TW14 0AY, United Kingdom.
We are the controller of the personal data described in this policy, under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
For anything about privacy, contact us at hello@indica-tech.com.
This policy explains how we handle personal data when:
It does not cover other websites that we link to.
We sometimes contact people at organisations that we believe could benefit from our work — to introduce ourselves, to ask about the operational problems they face, or to offer our services. We contact people only in their professional capacity.
What we hold. Your name, job title and employer; your work email address; where available, a link to your public professional profile; notes on public information about you in your professional role and about your organisation that is relevant to our message, such as a page on its website or a published news item; and a record of our contact with you — the messages we send, any reply, and any request not to be contacted.
Where it comes from. Publicly available business sources, such as your organisation’s website, Companies House and other public registers, news and trade publications, and professional networking profiles. We also use a business contact-data provider — currently Hunter.io — to find or check work email addresses. If you ask, we will tell you which source your details came from.
Why we use it, and our lawful basis. We use it to contact you about work relevant to your role, and to understand the problems organisations like yours face. Our lawful basis is legitimate interests (UK GDPR Article 6(1)(f)): promoting our services to organisations that could benefit from them. We have balanced that interest against your rights and interests. We contact people only at their work address, about matters relevant to their role. Every message says who we are, links to this policy and tells you how to opt out. We keep the data to a minimum and delete it on a fixed schedule (section 9).
How we follow the email marketing rules. We send unsolicited business emails only to work email addresses at incorporated organisations, such as limited companies and limited liability partnerships. We do not send unsolicited marketing emails to sole traders, to ordinary partnerships, or to personal email addresses.
How long we keep it. If we note your details while researching your organisation but do not contact you, we delete them within 30 days. If we contact you and we do not start working together, we delete your details within 12 months of our last contact with you. If you ask us not to contact you, we keep only what we need to respect that request (section 10).
Contact form and email. When you use our contact form or email us, we collect what you choose to give us: your name, your work email address, your company name (optional), details of your project (such as its stage, the type of engagement and a budget range) and your message. We use this to reply to you, to judge whether we are a good fit, and to prepare a proposal if you ask for one. You do not have to give us any personal data, but we need at least your name and email address to reply.
Booking a call. If you book a call through our scheduling tool, we receive the details you enter — typically your name, email address and any notes — and the time you choose.
Checklist emails. On our checklists page you can ask us to email you new checklists as they are published. We collect your name and work email address for that, and nothing else. Here our lawful basis is your consent, which you give by ticking the box on that form; we do not tick it for you and the checklists themselves are free to read on the page without it. You can withdraw consent at any time by replying “no” to any of those emails or writing to hello@indica-tech.com, and we will stop. We use this address only to send checklists; we do not add it to any other list, and we do not use it to pitch you.
Fonts and videos. Our pages load fonts from Google Fonts, so your browser sends your IP address and browser details to Google when a page loads. Some pages show videos hosted by YouTube. The video player loads only when you click play; YouTube (Google) may then set cookies and collect information about your device under Google’s own privacy policy.
Server logs. Our website host keeps standard technical logs, such as IP address, browser type and the pages requested, to keep the site secure and working.
No tracking. We do not use analytics, advertising pixels or tracking cookies, and we do not track you across other websites or retarget you with adverts.
Lawful basis. Our legitimate interests in responding to business enquiries and running our business. If you are enquiring for yourself — as a sole trader, for example — and ask us for a proposal, we rely on taking steps at your request before entering into a contract.
If your organisation becomes our client, we process the business contact details of the people we work with there, and the records of our engagement: proposals, contracts, correspondence and invoices. Our lawful basis is our legitimate interests in delivering the work and managing the relationship; if you are personally our client, it is the performance of our contract with you. We keep engagement records to meet our legal obligations for accounting and tax.
We use software, including AI tools, to help us research publicly available information about organisations and the people we contact, and to prepare our messages. A person reviews every message before it is sent. We do not make decisions about you based solely on automated processing that have legal or similarly significant effects on you.
We never sell personal data or share it with advertisers.
Service providers that process personal data for us. We use service providers to run our business, and they process personal data only to provide their service to us:
Others who receive personal data under their own responsibility:
You can ask us for the names of the specific providers we use.
Some of our service providers are based, or store data, outside the UK — for example in the European Economic Area or the United States. When personal data is transferred outside the UK, it is protected by one of the following:
You can ask us for a copy of the relevant safeguards.
| Personal data | How long we keep it |
|---|---|
| Research notes about people we decide not to contact | Up to 30 days |
| Business outreach, where we do not start working together | Up to 12 months after our last contact |
| Enquiries through our website, by email or by booking a call, where no work follows | Up to 24 months after our last contact |
| Requests not to receive marketing | Your name, email address and the date of the request, for as long as we carry out outreach, so that we can respect it |
| Checklist subscribers | Until you withdraw consent, or after two years with no checklist published, whichever comes first |
| Client engagement records | 7 years after the engagement ends, to meet HMRC’s record-keeping rules and in case of legal claims |
| Website server logs | Only as long as our hosting provider needs them for security and troubleshooting |
We delete personal data sooner if you ask us to and we have no legal reason to keep it.
You can tell us at any time to stop sending you marketing. Reply “no” to any of our emails, or email hello@indica-tech.com. We will stop, free of charge, and you do not need to give a reason. We keep only your name, email address and the date of your request, so that we do not send you marketing again.
You can also object to any other use of your personal data that relies on our legitimate interests. Tell us at hello@indica-tech.com. We will stop, unless we have compelling legitimate grounds that override your interests, rights and freedoms, or we need the data to establish, exercise or defend legal claims.
You also have the right to:
To use any of these rights, email hello@indica-tech.com. We will reply within one month. If a request is complex, we may extend this by up to two further months, and we will tell you if we do. We do not charge a fee in most cases. We may ask you to confirm your identity before we act on a request.
We take reasonable, proportionate steps to protect the personal data we hold: encrypted connections (HTTPS) across our website, up-to-date software, strong passwords and multi-factor authentication on our accounts, and access limited to the people who need it. Our customer relationship management (CRM) system runs on equipment we control, rather than on a third-party service.
You have the right to complain to us about how we handle your personal data. Please email hello@indica-tech.com with “Data protection complaint” in the subject line, or contact us in any other way. We will acknowledge your complaint within 30 days, look into it without undue delay, keep you informed, and tell you the outcome without undue delay.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113.
Our website and services are intended for businesses. We do not knowingly collect personal data from anyone under 16. If you believe we have, please tell us and we will delete it.
When we change this policy, we update the version number and effective date at the top of this page, and we highlight material changes here for 30 days.
What changed in version 1.2 (8 October 2026): we added the checklist email list to section 4, with consent as its lawful basis, and a retention period for it in section 9.
What changed in version 1.1 (25 September 2026): we added how we handle personal data when we contact people about our work (section 3), how we use automated tools and AI (section 6), your right to object (section 10) and our complaints process (section 13), and we brought the other sections up to date.
Email hello@indica-tech.com. We reply personally, usually within 24 hours.