1. Who we are
TelarLabs Ltd is the controller for the processing described here. We are a company registered in England and Wales, company number 17273713, registered office Waterhouse Gardens, 1 Dutton Street, Manchester M3 1AJ, United Kingdom. Email: connect@telarlabs.co.uk. We are a small founder-led company; the director handles all data-protection questions and we have not appointed a Data Protection Officer because the law does not require one at our size and type of processing.
2. What we collect, why, and for how long
| When | What | Why and lawful basis | How long |
|---|---|---|---|
| You send the contact form or email us | Name, company, email address, the service you are interested in, a budget band, your message and anything you attach | To answer your enquiry and, if you ask, prepare a proposal. Legitimate interests in responding to a business enquiry, or steps taken at your request before a contract. | 12 months after our last exchange. If we go on to work together, records are kept for the engagement plus 6 years (limitation and accounting rules). |
| You book a call | Name, email address, notes, the time slot and your time zone | To schedule and hold the call. Same bases as above. | Same rule as enquiries. Cal.com keeps its own copy of the booking under its terms – see section 5. |
| You request the template pack | Name, email address, company | To send you the pack. Legitimate interests. | 12 months. |
| You tick the newsletter box | Email address | To send the monthly build log. Consent – the box is unticked by default and you can unsubscribe at any time. | Until you unsubscribe. |
| You use the site assistant (“Ask AI”) | The text you type, your language setting and, for rate limiting only, your IP address | To answer questions about our services. Legitimate interests. See section 3. | We do not store conversations. The IP address is held in memory for up to an hour to limit abuse and is not written to a log. |
| You visit the site | IP address, browser type, pages requested (hosting logs) | To serve the site securely and detect abuse. Legitimate interests. | Short-lived access logs kept by our hosting provider. |
| We contact you at work | Name, role, work email address, company name and the public source we found them in – nothing more | To send relevant, low-volume business correspondence about our automation services to people at companies. Legitimate interests (UK GDPR Article 6(1)(f)); we only email corporate addresses and every message offers a working opt-out. | Reviewed and deleted after 12 months if there has been no engagement. Suppressed and deleted immediately if you object. |
| You are a client or supplier | Business contact details, contract, project and billing records | To deliver and administer the contract and meet legal obligations (contract; legal obligation). | Duration of the relationship plus 6 years. |
We do not sell personal data, we do not use it for advertising, and we do not buy marketing lists. If you have contacted us at work and want out, reply to any message or email connect@telarlabs.co.uk – suppression is immediate and permanent.
3. The site assistant
The “Ask AI” assistant answers questions about TelarLabs using a large language model. What you type is sent from your browser to a serverless function we run on Netlify and forwarded to OpenRouter, Inc. (United States), which routes it to one of several third-party model providers, together with a system prompt describing our services. OpenRouter states that it does not store prompts or responses unless the account opts in – only usage metadata such as token counts. The model providers behind the free-tier models we currently use, however, generally may retain what they receive, use it to train models, and in some cases publish prompts. For that reason: please do not enter personal, confidential or client data into the assistant. We do not store conversations, we do not log their content, and we cannot connect a conversation to you unless you identify yourself in it. The assistant can be wrong; prices and timelines are only ever confirmed by a person.
4. Automated decisions and profiling
We make no decisions about you by solely automated means that have legal or similarly significant effects. The site assistant answers questions; it does not evaluate you. We do no profiling beyond the basic company facts (sector, size) needed to judge whether a business message is relevant.
5. Who we share data with
We use a small number of providers to run the site and the business. They process data only on our instructions, under written data-processing terms:
| Provider | What they do for us | Where the data is processed |
|---|---|---|
| Netlify, Inc. | Hosts the website, stores form submissions and runs the serverless function behind the site assistant | United States. Netlify is certified under the EU-US Data Privacy Framework and its UK Extension; its terms include a data-processing agreement. |
| Cal.com, Inc. | The booking calendar on the contact page (loads only when you press the button) | A US company. We currently use its EU-hosted service, cal.eu, where data is stored and processed within the EU. Cal.com has announced that cal.eu closes on 1 November 2026; after that, bookings will run on Cal.com’s US service under the safeguards in section 6. |
| OpenRouter, Inc. and the model providers it routes to | Generate the site assistant’s answers | United States. OpenRouter’s data-processing agreement includes the EU Standard Contractual Clauses and the UK Addendum; see section 3 for what the model providers may do with the text. |
| Hostinger | Hosts our email (connect@ and other telarlabs.co.uk mailboxes) | United Kingdom or EU – Hostinger stores customer data in the UK, the Netherlands, Lithuania or Cyprus. |
| Professional advisers and authorities | Accountants, lawyers, insurers; regulators or courts where the law requires | United Kingdom |
Applicants to the Verified Talent programme are covered by a separate applicant privacy notice, which also names the providers used by that system. How we handle personal data inside systems we build for clients is described in data processing for client work.
6. International transfers
TelarLabs is based in the United Kingdom and prefers UK or EU processing. Where a provider processes data in the United States (Netlify, OpenRouter and its model providers, and Cal.com after 1 November 2026), the transfer is covered by the provider’s certification under the EU-US Data Privacy Framework and its UK Extension where the provider holds one (Netlify does), and otherwise by the provider’s data-processing terms incorporating the UK International Data Transfer Addendum and/or the EU Standard Contractual Clauses. Ask us if you want the details for a specific provider.
8. Security
The site is served over HTTPS with a content-security policy. Access to enquiries and records is limited to the director. Secrets are kept out of code and logs, and personal data is kept out of the site assistant’s logs and out of any analytics (we run none). Providers are chosen with UK/EU hosting where available.
9. Your rights
Under the UK GDPR (and the EU GDPR if you are in the EU) you can ask us to: give you access to the personal data we hold about you; correct it; erase it; restrict how we use it; give it to you in a portable format; and stop processing it for direct marketing – which we will do without question. Where we rely on your consent (the newsletter) you can withdraw it at any time; where we rely on legitimate interests you can object.
- To exercise any right, email connect@telarlabs.co.uk. We respond within one month.
- If you are unhappy with how we handled your data, you can complain to the UK Information Commissioner’s Office at ico.org.uk/make-a-complaint or on 0303 123 1113. If you are in the EU, you can also complain to your local supervisory authority.
10. Children
This site and our services are aimed at businesses. We do not knowingly collect data from anyone under 18.
11. Changes to this notice
The date at the top shows the current version. Material changes will be flagged on this page. Questions: connect@telarlabs.co.uk.
