™Updated 30 September 2026. This notice covers the public BodyBot™ website, its enquiry form, optional newsletter and Ask BodyBot AI demonstration. Robot deployments and the separate team workspace may involve additional information and notices.
Who is responsible?
BodyBot Ltd (company number 17076857) is responsible for enquiries submitted to us. Our registered office is 35 Alleyne Road, Birmingham, England, B24 8EJ, United Kingdom. For privacy questions or requests, email bot@bodybot.co.uk.
What we use and why
The enquiry form asks for your name, work email, company, area of interest and message. A phone number is optional. We use these details to respond, understand your requirements and prepare demonstrations or proposals. Please do not send payment card details, passwords or sensitive personal information.
Our basis for responding to business enquiries is our legitimate interest in communicating with prospective customers. Where you ask us to take steps towards a contract with you, we also use the information for those steps. Sending an enquiry does not sign you up to a marketing mailing list.
Service providers
The form sends your details through FormSubmit to our business email. FormSubmit states that it retains submissions for 30 days. Our hosting, security and email providers also process information needed to operate and protect these services, such as network addresses and request information.
See FormSubmit’s privacy notice and submission retention information. Providers may process information outside the UK. Contact us if you need details about the providers and arrangements relevant to your enquiry.
How long information is kept
Enquiry correspondence is kept while it is needed to respond, manage an ongoing business relationship or meet legal and record-keeping requirements. The relevant period depends on whether the enquiry becomes a contract and whether any dispute or legal obligation applies. FormSubmit’s 30-day period is separate from correspondence held in our email system.
Optional newsletter
If you choose to subscribe, we use your email address and record of consent to send BodyBot™ deployment news, demonstrations and robotics updates. Our basis is your consent. The newsletter form is provided by Brevo and loads only when you choose to open it; Brevo then receives information needed to display and protect the form, such as your network address. You must confirm your email before joining the newsletter list.
You can withdraw consent using the unsubscribe link in any newsletter or by emailing bot@bodybot.co.uk. Subscription details are kept while you subscribe. We may keep a limited suppression record after you unsubscribe so that your choice is respected. Newsletter subscribers are kept in a separate list; sending a sales enquiry does not subscribe you. See Brevo’s privacy policy for its processing information.
Optional website analytics
Google Analytics is currently disabled on this website. If optional analytics is introduced, it will require your permission and this notice will explain what is collected.
Ask BodyBot AI demonstration
If you choose to send a question, BodyBot processes your message and recent conversation using OpenAI’s API to generate a reply from public BodyBot information. Please use general business questions and do not include personal, payment or confidential details. The demo has no access to customer accounts, private documents, booking systems or robot controls. No microphone is used.
Conversation text is held temporarily in BodyBot server memory for a session of up to 20 minutes, with expired sessions removed within a further minute. Closing the chat or selecting “Clear chat” requests immediate removal. If a connection is lost, expiry still applies. We do not write demo transcripts to our application database or use chat text for marketing. The browser keeps the chat in memory, rather than cookies or local storage. OpenAI has its own security retention: API content may be kept in abuse-monitoring logs for up to 30 days, subject to its published exceptions. We disable response storage for this demo; this does not disable provider security logging.
We use a daily keyed hash of your network address and request counts to prevent abuse. These visitor-limit records are deleted on the following UTC day; aggregate daily allowance counts are retained for up to 35 days. Hosting and network providers process technical connection information. Our basis is our legitimate interest in providing an optional product demonstration and protecting it from misuse. OpenAI processing may take place outside the UK. See OpenAI’s API data controls. Contact bot@bodybot.co.uk with privacy questions or requests. AI answers may be inaccurate; confirm commercial details with our team.
Cookies and external content
This website does not include advertising pixels. Our privacy-choice storage remembers your preference. The optional newsletter form and links to social networks and other external websites use services with their own privacy practices. Website hosting and security services may use information necessary to deliver and protect the site.
Your choices and rights
Depending on the circumstances, you can ask for access to, correction or deletion of your personal information, request restrictions, object to processing based on legitimate interests, or request a portable copy where that right applies. Contact bot@bodybot.co.uk. You can also complain to the UK Information Commissioner’s Office at ico.org.uk.
Changes
We will update this notice when the website or its information practices change. The date above identifies the current notice.