Privacy Policy

1. Who we are

This website, sapionic.io, is operated by Sapionic Ltd, a company registered in England and Wales under company number 14207958. Sapionic Ltd is the data controller for personal data collected through this website and in the course of our consulting work.

Contact: xavier@sapionic.io

2. What we collect

Browsing this website. We do not use analytics, advertising or tracking cookies, and the site has no forms or user accounts. Like any website, our hosting and network providers process technical data needed to deliver pages and keep the service secure: your IP address, browser and device type, the pages requested and the time of the request. This appears in short-lived server logs.

Contacting us. If you email us, book a call or message us on LinkedIn, we receive what you choose to share, typically your name, email address, organisation, role and the content of your message.

Working with us. If you become a client, we hold the contact and business information needed to deliver and invoice our services.

3. How we use it, and on what basis

• To respond to your enquiry and discuss a possible engagement: our legitimate interest in running our business, or steps taken at your request before entering a contract.
• To deliver and invoice our services: performance of a contract.
• To operate and secure this website: our legitimate interest in keeping it available and protected from abuse.
• To keep accounting and tax records: compliance with a legal obligation.

We do not use your data for automated decision-making, and we do not use it to train AI models.

4. Who processes data for us

We use a small number of service providers, each acting on our behalf:

• Railway, which hosts this website
• Cloudflare, which provides our DNS and web redirects
• Microsoft (Microsoft 365), for email
• Calendly, if you book a call through our scheduling link. Calendly’s own privacy policy covers the details you enter there.

We may also share data with professional advisers, or with authorities where the law requires it. We do not sell personal data.

5. International transfers

Some of these providers process data outside the UK, including in the United States. Where they do, the transfer is covered by an appropriate safeguard, such as the UK Extension to the EU-US Data Privacy Framework or the UK International Data Transfer Addendum.

6. How long we keep it

Enquiry correspondence is kept for up to two years after our last contact, unless it leads to an engagement. Client records are kept for six years after the engagement ends, in line with UK accounting and limitation requirements. Server logs are held by our providers for a short period under their own retention policies.

7. Cookies

This website does not set cookies. If that changes, we will update this policy and, where the law requires it, ask for your consent first.

8. Security

We use reputable providers and sensible controls to protect personal data, including encrypted connections to this site. No system is completely secure, but we take reasonable steps to keep your data safe.

9. Your rights

Under UK data protection law you have the right to:

• access the personal data we hold about you
• have inaccurate data corrected
• have your data erased
• restrict or object to our processing
• receive your data in a portable format

To make a request, email xavier@sapionic.io. We will respond within one month, and may ask you to confirm your identity first.

10. Complaints

If you have a concern, please contact us first. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk (opens in a new tab).

11. Other websites

This site links to other websites, including LinkedIn, Calendly and ShipFit. Their privacy practices are their own.

12. Changes to this policy

We will update this page if how we handle personal data changes, and revise the date at the top when we do.