Privacy notice
How we collect, use and protect your personal data. Last updated 21 October 2026.
Who we are
Halo Technology Lab is Halo Technology Lab Ltd, a company registered in England and Wales (company number 13798042). Our registered office is 20-22 Wenlock Road, London, N1 7GU. We are registered with the Information Commissioner's Office (ICO) under number ZC222454.
We are the controller of the personal data described in this notice. That means we decide how and why it is used, and we are responsible for looking after it.
If you have any questions about this notice or your data, email support@halotechlab.com or write to us at our registered office.
What this notice covers
This notice explains what personal data we collect through our website, why we collect it, who we share it with, how long we keep it and what rights you have. It covers:
- the AI Native OS enquiry form and booking a call with us
- the contact form
- our newsletter
- our free tools, such as the AI readiness check
- downloading resources from our library
- business emails we send to people we have not been in touch with before
- how the website itself works, including cookies, analytics and security
The information we collect and why
When you enquire about the AI Native OS
We collect:
- your name, work email, phone number, company name, company website and role
- your answers to our questions: what you would like help with, the main problem you want to solve, what it is costing you, your budget, when you would like to start and who makes the final decision
- if someone else is involved in the decision, their email address, so we can invite them to the call
- how you heard about us, and how you reached the page: the page you landed on, the website that referred you, any campaign tags in the link (for example from YouTube or our newsletter), and your AI readiness check score if you came from there
- a record that you agreed to this notice, when, and which wording you saw
- whether you asked to receive our newsletter
We use this to respond to your enquiry, work out the most useful next step for you, let you book a call and prepare for it, keep a record of our conversations in our customer records, and send you one reminder if you were offered a call but have not booked one.
How we decide your next step. When you send the form, our website uses your answers about what you need, your budget and your timeline to decide which next step to show you: a free call about our coaching, a scoping call for a training or build project, or some free resources if now may not be the right time. It also gives your enquiry a simple score from 0 to 5 to help us prioritise. This happens automatically, but it only decides what you see next on the page. It does not stop you working with us. If you think the next step we showed you is wrong, email support@halotechlab.com and we will talk to you directly.
Lawful basis: taking steps you have asked us to take before entering into a contract with you, and our legitimate interest in responding to business enquiries. We also keep a record that you agreed to us using your details in this way.
If you gave us someone else's email. We use a decision-maker's email address only to invite them to the call you book, so please let them know you have shared it. They will receive a calendar invitation from our booking system and can decline it. We do not add them to our newsletter or send them anything else unless they contact us themselves.
When you book a call
Calls are booked through Cal.com, which is built into our website. When you book, Cal.com receives your name, email, phone number, any guests you add and the time you chose, along with a reference that links the booking to your enquiry. Cal.com sends your confirmation, reminders, and any reschedule or cancellation emails. The booking is added to our Google Calendar and the call takes place on Google Meet.
Lawful basis: taking steps you have asked us to take before entering into a contract with you.
When you use the contact form
We collect your name, email, company, the type of project, your budget and your message. We use them to reply to you and keep track of your enquiry, and we send you an automatic email to confirm we received it.
Lawful basis: our legitimate interest in responding to enquiries, and taking steps before a contract.
When you sign up to our newsletter
You can sign up on our website, or by ticking the newsletter box on our enquiry form or when you download a resource. We collect your email address and where you signed up. When you sign up through the newsletter form or a resource download, we email you a link to confirm your subscription first. We use a newsletter platform to manage and send the newsletter, and every issue has a link to unsubscribe.
Lawful basis: your consent. You can withdraw it at any time by unsubscribing.
When you use our free tools
When you complete the AI readiness check or website audit, we collect your email address, your answers and your score. We use them to show and email you your results, and to understand which areas businesses most need help with.
Lawful basis: our legitimate interest in providing the tool you asked to use.
When you download a resource
We collect your email address and which resource you downloaded, so we can email it to you. We only add you to our newsletter if you tick the box to ask for it.
Lawful basis: our legitimate interest in providing the resource you asked for.
Keeping the website secure
We use Cloudflare Turnstile to check that forms are sent by people rather than automated programs. Turnstile looks at technical information about your browser and device to do this. We also limit how many times a form can be sent from one place, using your IP address. For the enquiry form we store only a scrambled (hashed) form of your IP address, and only for one hour.
Lawful basis: our legitimate interest in keeping our website and services secure.
If we email you about our products and services
We sometimes email people at businesses we think could benefit from our products and services, before they have contacted us. If you have received one of these emails, this section explains where we got your details and what we do with them.
You can object to these emails, and to any profiling linked to them, at any time, and we will stop. Reply to any email with “unsubscribe”, use the unsubscribe link, or email support@halotechlab.com. This right is absolute: you do not need to give a reason.
What we collect
About you, from the sources below:
- your name, job title, seniority, department and company
- your work email address and work phone number
- your location (city or region, and country)
- your LinkedIn profile and other public professional profiles, where we hold them
Information we create ourselves:
- notes and personalised lines we write from public information, such as a recent post or company news, so our email is relevant to you (some are drafted with the help of AI tools and checked by us)
- how you have engaged with our emails: replies, unsubscribes, whether an email was opened or a link was clicked where our email tool records this, and whether your address was verified or bounced
- a label for where our conversation stands, such as interested or not interested
- notes from any calls or meetings that follow
Where we get it
We obtain business contact details from Apollo.io, a business contact database, and from public sources such as company websites and LinkedIn.
Why we use it
To decide who is likely to find our products and services relevant, send them tailored business-to-business emails, and keep a record of who we have contacted and how they replied. We only email work addresses at companies.
Lawful basis: our legitimate interest in telling businesses about products and services that are likely to be relevant to them. We have carried out a legitimate interests assessment that balances this against your rights, and you can ask for a copy by emailing support@halotechlab.com.
Who we share it with
Apollo.io (where the details come from), Instantly (which sends the emails and records replies and unsubscribes), our email and document storage (Google Workspace) and our customer records system. Some of these are based in the United States; see transfers outside the UK.
How long we keep it
If you do not reply, we delete your details 12 months after our last contact with you. If you reply, we treat it as an enquiry and keep it for the period set out below. If you ask us to stop, we keep only your email address on a suppression list, so that we never contact you again.
Do you have to give us your details?
No. You never have to give us personal data. The fields marked as required on our forms are the ones we need to respond to you or to provide what you have asked for. If you leave them out, we will not be able to respond to your enquiry, book a call, send you a resource or show you your results. Joining the newsletter and accepting analytics cookies are always optional and make no difference to anything else.
Transfers outside the UK
Some of these providers store or access data outside the UK, mainly in the European Union and the United States. Transfers to the EU are covered by UK adequacy regulations. For the United States we rely on the UK Extension to the EU-US Data Privacy Framework where the provider is certified, or on the UK International Data Transfer Agreement or Addendum, so your data is protected to UK standards. You can ask for a copy of these safeguards by emailing support@halotechlab.com.
If you are in the European Union, transfers of your data to the UK are covered by the EU adequacy decision for the UK. Onward transfers to the United States rely on the EU-US Data Privacy Framework where the provider is certified, or on the EU Standard Contractual Clauses.
How long we keep your information
| Information | How long we keep it |
|---|---|
| Enquiries that do not lead to working together (enquiry form and contact form) | 24 months from our last contact with you, then deleted |
| Clients | For as long as we work together, then 6 years for contract, tax and accounting records |
| Call bookings | In line with the enquiry and client periods above |
| Newsletter subscribers | Until you unsubscribe. We keep a record of unsubscribed addresses so we never email you again. Sign-ups that are never confirmed are deleted after 30 days |
| Prospecting contacts who do not reply | 12 months after our last contact, then deleted |
| People who ask us to stop emailing them | Email address only, kept on a suppression list so we never contact them again |
| Free tool results | 24 months |
| Resource download records | 24 months |
| Hashed IP addresses used to limit enquiry form use | 1 hour |
| Server security logs | 90 days |
| Google Analytics data | 14 months |
Your rights
You have an absolute right to object to direct marketing, including our emails. If you object, we will stop.
Under UK data protection law you also have the right to:
- ask for a copy of the personal data we hold about you
- ask us to correct data that is wrong or incomplete
- ask us to delete your data
- ask us to limit how we use your data
- object to us using your data, including for direct marketing (we will always stop marketing if you ask)
- ask us to transfer your data to another organisation, where this applies
- withdraw your consent at any time where we rely on it, for example by unsubscribing from the newsletter or changing your cookie settings
To use any of these rights, email support@halotechlab.com. 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 by emailing support@halotechlab.com so we can try to put it right. We will acknowledge your complaint within 30 days and let you know what we have done about it. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
If you are in the European Union, EU data protection law also applies, and you can complain to your local regulator. For example: in France, the CNIL; in Sweden, IMY (Integritetsskyddsmyndigheten); in Finland, the Office of the Data Protection Ombudsman; and in Ireland, the Data Protection Commission.
Changes to this notice
We will update this notice if we change how we use your data. The date at the top shows when it was last changed.