Privacy Policy
Please have a solicitor review this before relying on it. It was written from the data flows that actually exist in the site's code, so it describes what really happens, but it is not legal advice.
1. Who we are
Existly Services ("Existly", "we", "us") provides outsourced back-office and digital growth services. This policy explains what we do with personal information collected through existly.com.
US office: 13500 W Airport Blvd, Sugar Land, Texas 77498, USA
UK office: 3 Zeus Court, West Drayton, London UB7 8FD, United Kingdom
Email: info@existlysvc.com
For visitors in the United Kingdom, Existly is the data controller for the information described below.
2. What we collect
Information you give us
- Contact form: your first and last name, email address, phone number, subject, and the content of your message.
- AI chat assistant: anything you type into the chat, and your name, email address and phone number if you provide them so our team can follow up.
- Meeting bookings: your name, email address and chosen time, collected through Calendly.
- Job applications: collected through an external Google Form. That form is governed by this policy and by Google's own terms.
Information collected automatically
- Technical data: your IP address, browser type, device type, referring page and the pages you view, recorded by our hosting provider and, if you accept analytics cookies, by Google Analytics.
- Approximate location: when a phone number field loads, your IP address is sent to ipapi.co purely to preselect the right country dialling code. No other data is sent, and nothing is stored by us.
Stored in your own browser
- Chat transcript: your conversation with the assistant is kept in your browser's session storage so it survives moving between pages. It is erased when you close the tab, and it is not a cookie.
- Cookie preference: your accept-or-reject choice is stored locally so we do not ask again on every visit.
3. Why we use it, and our lawful basis
| What we do | Why | Lawful basis (UK GDPR) |
|---|---|---|
| Reply to your enquiry | To answer questions and quote for work | Legitimate interests: responding to someone who contacted us |
| Arrange and hold meetings | To schedule the consultation you asked for | Steps taken at your request before entering a contract |
| Keep a record of enquiries | To manage our sales pipeline and follow up | Legitimate interests: running and growing the business |
| Consider job applications | To assess you for a role | Steps taken at your request before entering a contract |
| Measure how the site is used | To understand what visitors find useful and improve the site | Consent: set only if you accept analytics cookies |
| Keep the site secure | To limit spam, abuse and automated attacks | Legitimate interests: protecting our systems |
We do not sell your personal information, and we do not use it for automated decision-making that produces legal effects.
4. Who we share it with
We use the following service providers. Each only processes what it needs to.
| Provider | What it handles | Where |
|---|---|---|
| Vercel | Website hosting and server logs | USA / global |
| Resend | Delivers enquiry notification emails to our team | USA |
| Google (Gemini) | Powers the AI chat assistant; receives your chat messages | USA |
| Google Sheets | Stores enquiry records for our team | USA |
| Google Forms | Receives job applications | USA |
| Google Analytics | Website usage statistics, but only if you accept | USA |
| Google Fonts | Serves the site's typefaces; receives your IP address | USA / global |
| Calendly | Meeting scheduling | USA |
| ipapi.co | Country lookup for phone number fields | Global |
| jsDelivr | Content delivery network for site scripts | Global |
We may also disclose information where we are legally required to, or to establish or defend legal claims.
5. Transfers outside the UK
Most of the providers above are based in the United States, so your information is transferred outside the UK. Where that happens we rely on the UK International Data Transfer Addendum, the EU Standard Contractual Clauses, or an adequacy decision, depending on the provider. You can ask us for details of the safeguards that apply.
6. How long we keep it
We keep personal information only for as long as it is needed for the purposes described above, and then delete it.
- Enquiries and leads: kept while we are in contact with you about your enquiry and for a reasonable period afterwards, in case you come back to us. You can ask us to delete your details at any time and we will.
- Job applications: kept for the duration of the recruitment process and for a limited period afterwards, in case a similar role opens up.
- Chat transcripts: erased from your browser when you close the tab. Where a chat produced an enquiry, that record is kept with our other enquiry records.
- Analytics data: Google Analytics retains visitor-level data for 2 months. Aggregated reporting totals are retained by Google for longer.
7. Your rights
If you are in the UK or EU, you have the right to:
- ask for a copy of the personal information we hold about you;
- have inaccurate information corrected;
- ask us to delete your information;
- ask us to restrict how we use it;
- object to processing based on our legitimate interests;
- receive your information in a portable format;
- withdraw consent at any time, which does not affect processing before you withdrew it.
To exercise any of these, email info@existlysvc.com. We will respond within one month. There is no charge unless a request is manifestly unfounded or excessive.
If you are unhappy with how we have handled your information you can complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint, or by calling 0303 123 1113. We would appreciate the chance to address it first.
8. Cookies
Strictly necessary storage keeps the site working: remembering your cookie choice and holding your chat transcript for the length of your visit. These cannot be turned off.
Analytics cookies are set by Google Analytics to count visits and show us which pages are useful. They are only set if you accept them. Nothing analytics-related loads until you do.
You can change your mind whenever you like: reopen cookie settings. You can also block or delete cookies in your browser settings, though parts of the site may then behave differently.
9. Children
Our services are aimed at businesses and property owners. We do not knowingly collect information from anyone under 16. If you believe a child has given us their information, contact us and we will delete it.
10. Changes to this policy
If we make a material change we will update the date at the top of this page and, where appropriate, ask for your cookie choices again.
11. Contact us
Questions about this policy or about your information:
info@existlysvc.com · +1 (786) 220 2634
UK enquiries: info@existlysvc.co.uk · 01895 695970