Privacy Policy

Last updated: 29 April 2026

Wilmot AI Ltd ("Wilmot", "we", "us" or "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store and protect personal data when you visit wilmot.ai or use our services.

For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, the data controller is Wilmot AI Ltd, registered in England and Wales.

1. Information We Collect

We collect personal data that you provide to us directly, as well as information generated automatically when you interact with our website and services.

Information you give us

• Your name, email address, phone number and company details when you sign up, request a proposal or contact us.
• Account credentials and any preferences you set within Wilmot.
• Messages you send to our chat widget, support team or via WhatsApp.
• Payment and billing information (processed by our payment provider, not stored by us).

Information we collect automatically

• Technical data such as IP address, browser type, device information and operating system.
• Usage data including pages viewed, time on site, referring URL and interaction events.
• Cookie data (see our Cookie Policy for details).

2. How We Use Your Information

We use your personal data to:

• Provide, operate and improve the Wilmot service.
• Set up and manage your free trial and paid subscription.
• Respond to enquiries, support requests and chatbot conversations.
• Send you transactional emails (account confirmations, billing receipts, service updates).
• Send marketing emails about Wilmot, where you have opted in. You can unsubscribe at any time.
• Detect and prevent fraud, abuse and security incidents.
• Comply with legal and regulatory obligations.

3. Legal Basis for Processing

We rely on the following legal bases under UK GDPR Article 6:

• Contract: to provide the services you have signed up for.
• Legitimate interests: to operate, secure and improve our service.
• Consent: for optional marketing emails and non-essential cookies.
• Legal obligation: to comply with applicable laws.

4. Sharing Your Information

We do not sell your personal data. We share data only with trusted third parties that help us deliver Wilmot:

• Hosting and infrastructure: Vercel (website hosting), our cloud servers (UK/EU based where possible).
• AI providers: Google (Gemini API) and other AI vendors used to power Wilmot's responses. Conversations may be processed by these providers under their own data protection terms.
• Email and notifications: Resend and similar providers used to deliver transactional and notification emails.
• Payment processing: Stripe (or equivalent) for handling subscription payments.
• Analytics: privacy-friendly analytics tools to understand website usage in aggregate.
• Legal authorities: where required by law, court order or to protect our rights.

5. International Transfers

Some of our service providers are based outside the UK. Where personal data is transferred internationally, we rely on appropriate safeguards such as the UK International Data Transfer Agreement, EU Standard Contractual Clauses, or transfers to countries deemed adequate by the UK government.

6. Data Retention

We retain personal data only for as long as necessary to provide the service, comply with legal obligations, resolve disputes, and enforce our agreements. Typical retention periods:

• Account data: for the duration of your subscription, plus 6 years for accounting purposes.
• Chat transcripts: up to 24 months from the date of conversation.
• Marketing data: until you unsubscribe, then suppressed for legal compliance.
• Server logs: typically 30 to 90 days.

7. Your Rights

Under UK GDPR you have the following rights:

• The right to be informed about how we use your data.
• The right of access to your personal data.
• The right to rectification of inaccurate data.
• The right to erasure ("right to be forgotten").
• The right to restrict processing.
• The right to data portability.
• The right to object to processing, including for direct marketing.
• Rights in relation to automated decision-making and profiling.

To exercise any of these rights, email privacy@wilmot.ai. We will respond within one calendar month.

8. Security

We use industry-standard security measures including encryption in transit (TLS 1.2+), access controls, secure infrastructure providers, and regular security reviews. No system can be guaranteed 100% secure, but we work hard to protect your data and will notify you and the relevant authorities of any qualifying breach within 72 hours where required by law.

9. Children

Wilmot is intended for use by businesses and adults aged 18 and over. We do not knowingly collect data from children under 18. If you believe a child has provided us with personal data, please contact us and we will delete it.

10. Changes to This Policy

We may update this Privacy Policy from time to time. The updated version will be posted at this URL with a revised "Last updated" date. Material changes will be notified to active users by email.

11. Contact and Complaints

For privacy questions or to exercise your rights, contact us at:

Wilmot AI Ltd
Email: privacy@wilmot.ai
General contact: hello@wilmot.ai

If you are unhappy with how we have handled your data, you have the right to lodge a complaint with the UK Information Commissioner's Office at ico.org.uk or by calling 0303 123 1113.