Who we are
This policy explains what personal data Alpha Labs collects, why, and what you can do about it. It covers our website, our enquiries and client work, our business outreach, and the crawler we use to find businesses we might be able to help.
Alpha Labs Ltd is the controller of your personal data. We are a company registered in England and Wales, number 09159435, with our registered office at 3rd Floor The Coade, 98 Vauxhall Walk, London SE11 5EL. We are registered with the Information Commissioner’s Office (ICO) [registration number to follow].
If you have any questions about this policy or your data, email [email protected] or call +44 (0) 1494 413 331.
What we collect and why
Visiting our website
Our hosting and security providers keep standard server logs, including your IP address, browser type and the pages you request. We use these to keep the site running and secure.
With your consent, we use Google Analytics to understand how people use the site, such as which pages are visited and where visitors come from. You choose whether to allow analytics cookies through the cookie banner, and you can change your mind at any time using the cookie settings link in the footer. The banner lists every cookie we use and how long it lasts.
Getting in touch or booking a call
If you contact us by email, phone or our contact form, we keep your name, contact details, company and whatever you tell us, so we can reply and follow up.
If you book a call, our booking provider (Calendly) collects your name, email address and any answers you give when booking.
If you use one of our free tools, such as the app preview, we use your answers to produce the result. You don’t need to provide an email address for these tools, but you have the option to let us contact you.
Working with us
If you are a client, or a contact at a client, we hold your contact details, project and support communications, meeting notes and billing records. Some calls are recorded and transcribed to produce accurate notes, and we will always tell you at the start of a call when this happens. We use this information to deliver our services and run our business.
Our website crawler
We run a small crawler that visits the public pages of business websites we have selected, to look for signs we might be able to help, such as manual processes, ageing platforms or systems that don’t talk to each other. It identifies itself as [user agent string] and more detail is on our [crawler information page].
The crawler only reads pages anyone can see. It does not log in, submit forms or get around any access controls, and it follows the instructions in a site’s robots.txt file.
Most of what it collects is information about the business, such as the services offered and the technology the site uses. Business websites sometimes include personal data, such as the names, job titles, work email addresses or phone numbers of staff, or details of a sole trader. Where that information appears, we may record it alongside the business details so we know who to contact.
We do this on the basis of our legitimate interests in finding businesses that could benefit from our services. We keep it proportionate: we only look at publicly available business information, we only use it to decide whether to get in touch about our services, and we never sell it. If we contact you using details we found this way, we will tell you where we got them.
Stopping the crawler
You can ask us to stop visiting your site and delete what we hold about it at any time, using the details on our [crawler information page] or by emailing [email protected]. You can also block the crawler through your robots.txt file. We keep your domain on a do-not-crawl list so we don’t visit again.
Business outreach
We contact businesses by phone and email to introduce our services. We find them through public sources such as company websites, Companies House and public registers, our crawler, and business data providers.
For this we hold business contact details: names, job titles, work email addresses, phone numbers and notes from our conversations. We rely on our legitimate interests to do this, and we follow the Privacy and Electronic Communications Regulations (PECR):
- We check numbers against the Telephone Preference Service and Corporate Telephone Preference Service before calling.
- We only send unsolicited marketing emails to limited companies and other corporate bodies, never to sole traders or partnerships without their consent.
- Every email tells you how to opt out, and you can tell us on a call that you don’t want to hear from us again.
If you opt out, we stop straight away and keep a minimal record of your details on a suppression list so we don’t contact you again by mistake.
Our legal basis and who we share data with
| What we do | Legal basis |
|---|---|
| Running and securing the website | Legitimate interests |
| Website analytics | Consent |
| Replying to enquiries and booking calls | Legitimate interests, or steps before entering a contract |
| Delivering client work and billing | Contract and legal obligation |
| Crawling business websites | Legitimate interests |
| Business outreach | Legitimate interests |
We never sell your data. We share it only with people who help us run the business, who may only use it on our instructions:
| Type of provider | What they do for us |
|---|---|
| Hosting and security providers | Run and protect our website |
| Google Analytics | Website analytics (with consent) |
| Calendly | Call bookings |
| Email and office software | Email, calendar and documents |
| Accounting software | Invoicing and bookkeeping |
| Support software | Managing client support requests |
| Meeting tools | Call recording and notes |
| Business data and outreach tools | Finding business contact details and managing outreach |
| AI services | Analysing website content and helping us work efficiently |
We also work with a freelance business development partner who contacts businesses on our behalf, and we may share data with professional advisers such as our accountant, or where the law requires it.
Some of these providers store data outside the UK, often in the United States. Where they do, we rely on the UK government’s adequacy regulations (including the UK Extension to the EU-US Data Privacy Framework) or the ICO’s approved contract terms to keep your data protected.
How long we keep it
| Data | How long |
|---|---|
| Website analytics | 14 months |
| Enquiries that don’t lead to work | 2 years from last contact |
| Crawler findings and outreach records | 12 months from collection, unless we are in touch with you |
| Client and billing records | 6 years after our work ends |
| Opt-out and do-not-crawl lists | For as long as we do outreach |
We protect your data with access controls, encryption and reputable providers, and only the people who need it can see it.
Your rights
You have the right to:
- ask for a copy of the data we hold about you
- ask us to correct or delete it
- ask us to restrict how we use it
- object to our use of it, including an absolute right to stop direct marketing
- ask us to move it to another organisation, where that applies
- withdraw your consent at any time, where we rely on it
To use any of these, email [email protected]. We will reply within one month and there is no charge.
If you are unhappy with how we have handled your data, please tell us first so we can put it right. You can also complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.
Changes to this policy
We will update this page if anything changes, and the date at the top shows when it was last revised.