Our Privacy Policy

1) Introduction

GeekyBee Ltd (Company No. 12007302) (“GeekyBee”, “we”, “us”, “our”) is a digital solutions provider delivering services including web development, AI and automation systems, immersive technologies (VR/AR), IT services, platform management, marketing, SEO, voice solutions, and data compliance services.

We are committed to protecting and respecting your privacy and to handling personal data in a transparent, lawful, and secure manner.

This Privacy Policy explains how GeekyBee collects, uses, stores, and protects personal data when you interact with us, use our websites, systems, platforms or services, or otherwise engage with GeekyBee.

This Privacy Policy is intended to operate as GeekyBee’s general (“master”) privacy policy. Certain products or services (such as WebMOT or other platforms) may publish their own privacy policies or notices which apply in addition to this policy and may contain service-specific information, including data retention practices.

Last updated: 29^th January 2026

2) Who We Are

GeekyBee Ltd (Company No. 12007302) is registered in England and Wales and located at Anglo-Dal House, 5 Spring Villa Park, Edgware, Middlesex, United Kingdom, HA8 7EB.

We have a legal duty to protect personal information that we collect and process under applicable privacy legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 (the “DPA”), as amended by the Data Use and Access Act 2025 (the “DUAA”), and the Privacy and Electronic Communications Regulations 2003 (PECR).

Depending on the service provided, GeekyBee may act as either:

1) a Data Controller, where we determine the purposes and means of processing personal data (for example, when operating our own platforms, websites, and products such as WebMOT); or
2) a Data Processor, where we process personal data strictly on behalf of clients and in accordance with their documented instructions.

Where GeekyBee acts as a Data Processor, the relevant client remains the Data Controller and is responsible for determining the lawful basis and purposes of processing.

If you have any questions relating to this Privacy Policy or our data protection practices, please contact us at: privacy@geekybee.net

3) Definitions and Interpretation

For the purposes of this Privacy Policy:

• GeekyBee, “we”, “us”, “our” – means GeekyBee Ltd (Company No. 12007302).
• Services – means GeekyBee’s websites, platforms, products, systems, applications, and any related services, features, tools, or outputs operated or provided by GeekyBee.
• “user”, “you”, “your” – means any individual or organisation that accesses, uses, engages with, or receives services from GeekyBee.
• Personal data – means any information relating to an identified or identifiable individual, as defined under applicable data protection law.
• Processing – means any operation or set of operations performed on personal data, whether or not by automated means, including collection, recording, storage, structuring, use, disclosure, analysis, or deletion.
• Third-party providers – means external service providers, partners, and suppliers engaged by GeekyBee to support its operations and services, including hosting, communications, analytics, payments, AI, and infrastructure services.

Where this Privacy Policy refers to a specific GeekyBee product or service (such as WebMOT), additional product-specific privacy notices or terms may apply.

4) How personal data is collected

GeekyBee may collect personal data directly from you, automatically through your use of our websites, platforms and systems, or from third parties.
a) Information you provide to us
We may collect personal data when you:
• register an account, create a user profile, or subscribe to updates
• contact us by phone, email, web forms, messaging services (e.g. WhatsApp), or in person, or via social media platforms
• request information about our services, submit enquiries, or book appointments complete
• complete surveys, feedback forms, or reviews
• provide personal data to us in the course of a business relationship, project, or contractual engagement

b) Automatically collected data
We may automatically collect certain technical and usage data when you:
• visit or use our websites, platforms, applications, or systems
• download resources, software, reports, or other materials
• interact with our emails, messages, support systems, websites, platforms, or other online services (including where accessed via social media platforms)

This may include technical, device, usage, and interaction data such as IP address, device and browser information, log files, timestamps, feature usage, and system diagnostics

c) Service, platform, and third-party data
We may collect personal data where you:
• use our AI, voice, automation, SaaS, or immersive technology services
• attend events, demonstrations, or meetings where our services or systems are used
• engage with us on social media
• allow personal information to be provided via third-party services, integrations, or partners

This may include data generated through service operation, system logs, AI interactions, voice systems, and integrated platforms.

b) Account, service and relationship data
• Account and login information
• Service usage history
• Support requests and correspondence
• Client and project-related information
• Booking, enquiry and appointment data

c) Financial and transaction data
• Billing details
• Invoices and payment records
• Transaction history
Full card details are processed by third-party payment providers and are not stored by GeekyBee

d) Technical and usage data
• IP address
• Device, browser and system information
• Log files and timestamps
• Cookie and tracking data
• Platform and service interaction data
• Usage and behavioural data across websites, platforms, email and social media

e) Communications and content data
• Emails, messages and other correspondence
• Survey and feedback responses
• Comments, reviews and submissions
• Files, materials and data provided in the course of projects or service use

f) Voice, AI and system data
• Audio recordings (for example, voice systems and support services)
• Transcripts and interaction records
• AI interaction data
• System logs, diagnostic data and processing metadata

g) Marketing & preference data
• Marketing preferences
• Communication choices
• Event participation information

h) Location data
• General geographic location derived from technical data

This list is not exhaustive and the data collected will vary depending on the service used and the nature of the relationship.

6) Sensitive and Special category personal data

GeekyBee services are not designed to intentionally collect or process special category personal data.

However, due to the nature of AI systems, voice services, automation tools, immersive platforms, and website or content analysis, such data may occasionally be processed incidentally where it is included in user inputs, communications, websites, or third-party content.

Where this occurs, such data is processed only to the extent technically necessary to provide the relevant service, in accordance with applicable law, and subject to appropriate technical and organisational safeguards.

Users and clients remain responsible for ensuring that any personal or special category data submitted to GeekyBee services is lawfully obtained and may be processed

7) How and why we use your personal data

We use personal data for the purposes set out below. In each case, processing is carried out only where a valid lawful basis applies under UK data protection law.

a) To deliver & manage our services – including:
• providing AI systems, voice platforms, automation tools, SaaS products, immersive services, websites, and IT solutions
• onboarding, configuration, access control, and service administration
• hosting, system operation, continuity, and fault diagnosis service-related communications
Lawful bases
Contract
Legitimate interests
Legal obligation (where applicable)

b) To set up and administer accounts – including:
• account creation and management
• authentication and access control
• permissions, audit logs, and service records
• client portals, SaaS tools (including WebMOT and InsightSEO), support systems, CRM and billing platforms
• security monitoring, misuse prevention, and compliance auditing
Lawful bases
Contract
Legal obligation
Legitimate interests

c) To process payments and manage financial records – including:
• billing, invoicing, and transaction processing
• fraud prevention
• accounting, tax, and statutory record-keeping
Lawful bases
Contract
Legal obligation
Legitimate interests (limited to security, monitoring, misuse prevention, compliance auditing and platform integrity)

d) To provide technical support and respond to enquiries – including:
• support requests and troubleshooting
• handling complaints, queries, and refund requests
• customer communications via email, telephone, messaging services (e.g. WhatsApp), or forms
Lawful bases
Contract
Legitimate interests
Legal obligation (where consumer protection or regulatory duties apply)

e) To communicate service-related information – including:
• service updates, confirmations, outages, and operational notices
• changes to services, policies, or terms
These communications are not marketing under PECR.
Lawful bases
Contract
Legal obligation
Legitimate interests

f) To operate AI, voice, and automation systems – including:
• running AI-assisted, voice, and automated services
• system logging, monitoring, diagnostics, and quality assurance
• development, testing, and improvement of features
Some features (such as call recording, cookies, or optional demonstrations) may require explicit opt-in
Lawful bases
Contract
Legitimate interests
Consent (where required)

g) To improve and optimise our services and systems – including:
• performance monitoring
• analytics and usage analysis
• system development, testing, and reliability
• user experience, accessibility, and security improvements
• internal business intelligence and operational analysis
(Examples include platform telemetry, AI usage data, and service analytics)

These activities focus on the operation, development, and improvement of GeekyBee services and systems, and are not used for direct marketing or profiling purposes.
Lawful bases
Legitimate interests
Consent (for non-essential cookies or tracking technologies)

h) To maintain security and prevent fraud – including:
• cybersecurity monitoring
• abuse detection
• financial crime prevention
• AI misuse detection
• protecting our users, clients, and systems
Lawful bases
Legitimate interests
Legal obligation

i) To conduct surveys and collect feedback – including:
• service-related feedback
• customer satisfaction analysis
• quality improvement and performance
These activities are carried out to understand and improve the performance of our services. Surveys and feedback requests are not used as disguised marketing communications.
Lawful bases
Legitimate interests
Consent (where participation is optional or forms part of research panels)

j) To manage marketing communications – including:
• newsletters
• product updates
• promotions and events
All marketing communications are managed in accordance with UK GDPR and PECR, including opt-in and opt-out requirements.
Lawful bases
Consent (primary)
Legitimate interests (limited B2B “soft opt-in” only)

k) To personalise content and experiences – including:
• tailoring content, communications, and experiences
• suggesting products or services we believe may be relevant
• preference-based communications and features
• behavioural and usage analysis
• content shaping and retargeting

This may involve limited behavioural or usage analysis. This type of processing is considered higher-risk and is subject to consent and cookie controls.
Lawful bases
Consent
Legitimate interests (limited, low-impact B2B personalisation only)

l) To comply with legal and regulatory obligations – including:
• tax and accounting requirements
• regulatory and compliance duties
• law enforcement or court requests
• employment law obligations
• statutory record-keeping
Lawful bases
Legal obligation

8) Legal Bases for Processing Data

Under UK data protection law, GeekyBee must have a valid lawful basis to collect and process personal data. Depending on the nature of the relationship and the service provided, we rely on one or more of the following lawful bases:

a) Consent
We may process personal data where you have given us clear, informed consent to do so. This may include, for example:
• marketing communications
• optional communications or updates
• non-essential cookies and tracking technologies
• certain optional features or demonstrations

Where we rely on consent, you have the right to withdraw it at any time.
• Withdrawal of consent does not affect the lawfulness of any processing carried out before it was withdrawn.

If you wish to withdraw consent or opt out of marketing communications, you can contact us at: privacy@geekybee.net
• Please note that it may take a short period for changes to take effect while our systems are updated.

b) Performance of a Contract
We process personal data where it is necessary to perform a contract with you, or to take steps at your request before entering into a contract. This includes, for example:
• providing our services and platforms
• account creation and administration
• service communications
• invoicing and payment processing
• technical support and service delivery

c) Legal Obligations
We may process personal data where it is necessary to comply with legal or regulatory obligations, including:
• tax and accounting requirements
• regulatory and compliance duties
• responding to lawful requests from courts, regulators, or law enforcement
• fraud prevention and investigation

d) Legitimate Interest
We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms.
Our legitimate interests include:
• operating and improving our services, platforms, and systems
• ensuring security, stability, and misuse prevention
• service monitoring, analytics, and development
• business administration and operational efficiency
• protecting GeekyBee, our clients, and our users

Where we rely on legitimate interests, we assess and balance those interests against the potential impact on individuals.

9) AI Systems & Automated Processing

GeekyBee websites, platforms, and services may use artificial intelligence and automated technologies to provide features such as:
• conversational systems and digital assistants
• voice and automation services
• content and service recommendations
• usage analysis and optimisation
• system performance, security, and fraud monitoring

These systems may analyse behavioural, technical, and interaction data in order to operate services, generate outputs, improve system performance, and support security and quality controls.

GeekyBee does not carry out solely automated decision-making that produces legal effects or similarly significant impacts on individuals within the meaning of Article 22 of the UK GDPR.

AI-assisted outputs, classifications, summaries, and recommendations generated by GeekyBee systems are analytical and informational in nature and require human interpretation. Responsibility for decisions, actions, and outcomes arising from the use of GeekyBee services remains with the user or client.

Where AI technologies are used, we take steps to ensure appropriate transparency, fairness, data minimisation, accuracy, and security, and to apply suitable technical and organisational safeguards.

10) Cookies & Tracking Technologies

A cookie is a small text file stored on your device by a website or platform to help remember information about your visit, such as preferences, login status, or how you use the service.

GeekyBee uses cookies and similar technologies (such as pixels, local storage, and analytics tools) to:
• enable core website and platform functionality
• improve performance and reliability
• analyse traffic, usage, and interactions
• support marketing and advertising activities
• store user preferences and settings

Cookies and similar technologies that are strictly necessary for the operation of our websites and services may be used without consent.

Non-essential cookies and tracking technologies are only used where consent is provided. You can manage or withdraw cookie consent at any time through our cookie controls or your browser settings.

For full details about the cookies we use, their purposes, and how to control them, please see our Cookie Policy.

11) Data sharing and third parties

We may share personal data with carefully selected third parties where necessary to operate our business, deliver our services, and comply with legal obligations.

When we share personal data with third parties, we apply the following principles:
• we share only the data necessary for the specific purpose
• third parties may only process personal data in accordance with our instructions and contractual agreements
• we carry out appropriate checks to assess their security and data protection practices
• we require appropriate technical and organisational safeguards
• where services end, data held by them is deleted, returned, or anonymised in accordance with contract terms

GeekyBee does not sell personal data to any third party.

a) Categories of third parties we may work with include:
• hosting, cloud infrastructure, and IT service providers
• website, platform, and SaaS technology providers
• payment and billing processors
• communication platforms (email, messaging, voice, and support systems)
• analytics, monitoring, and research providers
• AI, automation, and platform service providers
• marketing service providers and campaign platforms
• event, booking, and partner service providers
• professional advisers (including legal, financial, and compliance)
• companies within the GeekyBee group

These providers act either as data processors or independent controllers, depending on the service provided. Where they act as processors, they are contractually required to process personal data only on GeekyBee’s instructions and to maintain appropriate security and confidentiality obligations.

b) Marketing, advertising, and social platforms
We may work with marketing service providers, advertising platforms, and social media networks to manage communications and, where consent has been provided, to display relevant content or advertisements.

Use of these services is subject to marketing consent and cookie controls. Further details are available in our Cookie Policy.

c) Legal and regulatory disclosures
We may disclose personal data where required to do so by law, regulation, court order, or lawful request from public authorities, including law enforcement or regulatory bodies. All such disclosures are assessed on a case-by-case basis.

d) Business transfers
If GeekyBee is involved in a merger, acquisition, restructuring, or sale of all or part of the business, personal data may be transferred to the new owner or controlling party where relevant, subject to appropriate confidentiality and data protection safeguards.

12) Data Storage, Hosting and International Transfers

GeekyBee stores & processes personal data within secure digital environments, including internally managed systems and trusted third-party platforms that support the delivery of our services.

This may include, where appropriate:
• Website and application hosting environments
• Secure databases and file storage systems
• Client, finance, and support platforms
• AI, voice, and automation systems
• Encrypted backup and disaster-recovery services

a) Data Storage & Hosting
Personal data may be stored and processed within the United Kingdom and the European Economic Area (EEA), and in certain circumstances, in other countries where our approved service providers operate.

Access to stored personal data is restricted to authorised personnel and approved service providers who require it for legitimate business purposes and who are subject to confidentiality and security obligations.

Where our services involve artificial intelligence, voice systems, automation tools, or platform services, relevant interaction data, call recordings, transcripts, and system logs may be stored to support service delivery, quality assurance, security, compliance, and service improvement.

b) International tranfers
Personal data may be transferred between GeekyBee and trusted third-party service providers within the UK or EEA for the purposes described in this Privacy Policy, including hosting services, payment processing, communications platforms, analytics services, AI and automation systems, and business operations.

All such transfers take place under contractual agreements that require appropriate confidentiality, security, and data protection obligations.

Where personal data is transferred to, stored in, or accessed from outside the UK or EEA, GeekyBee ensures appropriate safeguards are in place in accordance with applicable data protection law. These may include:
• UK adequacy regulations
• International Data Transfer Agreements
• Standard Contractual Clauses
• appropriate technical and organisational security measures

13) Data Retention

GeekyBee does not retain personal data indefinitely. We retain it data only for as long as necessary to:
• Fulfill the purposes for which it was collected
• Meet contractual and legal obligations
• Support legitimate business needs

Retention periods vary depending on the nature of the data, the service involved, and the context in which it is used.

Some GeekyBee products and services operate on defined or short-term data retention models. Where a service specifies a particular retention period, that service-specific privacy notice or terms will apply.

When personal data is no longer required, it is securely deleted, anonymised, or archived in accordance with our data retention and disposal procedures.

14) Data Security

GeekyBee implements appropriate technical and organisational measures designed to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure.

These measures may include, where appropriate:
• access controls and authentication mechanisms
• secure infrastructure and hosting environments
• encryption of data in transit and at rest, where appropriate
• data minimisation and access limitation principles
• staff confidentiality and data protection obligations
• system monitoring, logging, and threat detection
• incident management and response procedures
• activity auditing and security reviews
• service and environment segmentation
• secure backup and disaster-recovery management

While we take data security seriously and design our systems with security in mind, no system can be guaranteed to be completely secure. Users are responsible for keeping any access credentials confidential.

15) Your Rights

Under UK data protection law, you have certain rights in relation to the personal data that we hold about you, including the:

a) Right to be informed about how we collect and use your personal data
b) Right to access & receive a copy of your personal data
c) Right to have any inaccurate personal data corrected, or completed (if it is incomplete)
d) Right to have personal data erased / deleted from our systems, where applicable e.g. where the data is no longer necessary, or where processing is unlawful), subject to legal and contractual limitations
e) Right to data portability, allowing you to obtain & reuse your personal data you have provided to us (in a structured, commonly used and machine-readable format) for your own purposes across different services
f) Right to limit, restrict or object to the processing of your personal data, in certain circumstances
g) Rights related to automated decision making, including profiling

Where we rely on legitimate interests as a lawful basis to process your personal data, you have the right to object to that processing. The legitimate interests we rely on are explained in the section “How and why we use your personal data.”
• Please note that restricting or objecting to the processing of your personal data may mean we are unable to provide you with certain services.

GeekyBee does not carry out solely automated decision-making that produces legal or similarly significant effects within the meaning of Article 22 UK GDPR. (See Section 8 – AI Systems and Automated Processing)

Exercising your rights
We will process all personal data in line with your rights, in each case to the extent required by and in accordance with applicable law only (including statutory time limits, fees and charges and any permitted exemptions).
• To exercise your rights, please contact: privacy@geekybee.net
• You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO): https://ico.org.uk/
• Further information about your rights is available from the ICO: https://ico.org.uk/for-the-public/your-rights/

16) Children’s Data

GeekyBee services are business-focused and are not intended for use by children.

We do not knowingly collect or process personal data relating to individuals under the age of 18.

If we become aware that personal data relating to a child has been collected, we will take reasonable steps to delete it without undue delay.

17) Third-Party Links

This Privacy Policy applies only to personal data collected and processed by GeekyBee for our own purposes.

Our websites, platforms, or communications may contain links to third-party websites, services, or integrations. Where you follow a link to a third-party service, please note that this Privacy Policy no longer applies.

GeekyBee does not control and is not responsible for the content, security, or privacy practices of third-party websites or services. We encourage you to review the privacy policies of any third parties you interact with.

18) Changes to Our Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal or regulatory requirements, or how we process personal data.

Any updates will be published on the GeekyBee website, and the “last updated” date at the top of this Privacy Policy will be revised accordingly.

Where changes are material, we may take reasonable steps to notify you, such as through our website or by direct communication, where appropriate.

We encourage you to review this Privacy Policy periodically to stay informed about how we protect and use personal data.

19) Any Questions?

We hope this Privacy Policy has been helpful in explaining how GeekyBee collects and uses personal data and the rights available to you.

If you have any questions about this Privacy Policy or how we process personal data, you can contact us at: privacy@geekybee.net or write to: Data Protection Manager, GeekyBee Ltd, Anglo-Dal House, 5 Spring Villa Park, Edgware, Middlesex, HA8 7EB.

You also have the right to make a complaint to the UK Information Commissioner’s Office (ICO) at telephone number 0303 123 1113 or https://ico.org.uk/make-a-complaint

GeekyBee Ltd

Anglo-Dal House, 5 Spring Villa Park, Edgware, Middlesex, United Kingdom, HA8 7EB

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