Privacy Policy
Last updated: 6 October 2026
1. Who we are
This policy is issued by Oxfordtech Ltd ("Oxfordtech", "we", "us"), a private limited company registered in England and Wales, company number 12494592, registered office Berkeley Square House, Berkeley Square, London, United Kingdom, W1J 6BD.
We design and operate process automation for businesses. Part of that work is a client-communication service: on a client's instructions, we send messages to the client's own customers, on WhatsApp and by email, about services those customers have signed up for with the client.
Privacy questions: info@oxfordtech.ai. General enquiries: info@oxfordtech.ai.
2. Our two roles
| Situation | Our role | Who to contact first |
|---|---|---|
| You visit this website or contact us | Controller | Oxfordtech, info@oxfordtech.ai |
| You are a client, or work for a client, and we hold your business contact details | Controller | Oxfordtech, info@oxfordtech.ai |
| You are a customer of one of our clients and receive messages we send on that client's behalf | Processor, acting on the client's written instructions | The client whose service you signed up for; we pass your request to them if you contact us |
When we act as a processor, the client is the controller. We process the data only to deliver the communications the client has instructed, under a written data processing agreement meeting Article 28 of the UK GDPR.
3. What we collect and why
| Data | Purpose | Lawful basis (UK GDPR Article 6) |
|---|---|---|
| Name, email, phone and message from the contact form or email | To reply to you | Legitimate interests, or steps before a contract |
| Business contact details of clients and their staff | To deliver and support our services, invoice, keep records | Contract; legal obligation for accounting records |
| Page views, referring page, device type, approximate location from IP | To understand site usage and fix problems | Legitimate interests; no profiling of individuals |
| Clients' customers' names, mobile numbers, the service they signed up for, and the messages we send and receive | To send service messages on the client's behalf and record delivery | The client's lawful basis, normally contract or legitimate interests; we act on the client's instructions |
We do not buy, sell or rent personal data. We do not send marketing messages on WhatsApp.
4. How we use WhatsApp
Oxfordtech Ltd holds a WhatsApp Business Platform account provided by Meta. We use it to send messages to customers of our business clients, on those clients' behalf.
Opt-in. We message only people who have given their mobile number to the client, signed up for the client's service, and agreed to receive WhatsApp messages about that service. The opt-in names the client as the business the person is agreeing to hear from and states that messages are delivered by Oxfordtech Ltd as the client's service provider. The client keeps a record of each opt-in.
What we send. Service messages only: reminders, requests for information the customer has agreed to provide, confirmations and status updates. Every message uses a template reviewed and approved by Meta before use. No promotional or marketing content.
Who sends. Oxfordtech Ltd, on the client's behalf, with the client named in every message.
What we never ask for on WhatsApp. Bank account details, card numbers, passwords, one-time codes, national insurance numbers, passport or driving licence images, or any document containing such details. A WhatsApp message in our name asking for any of these is not from us. Report it to info@oxfordtech.ai.
Stopping messages. Reply STOP to any message and we stop sending to that number straight away. You can also contact the client or email info@oxfordtech.ai. Stopping messages does not affect the service you signed up for; the client will use another channel.
Who replies. Messages and first-line replies are handled by an automated assistant that identifies itself as automated. A named person at the client is available, and you can ask for a human at any time. Replies are passed to the client's team.
Data involved. Your mobile number, your name, the service you signed up for, the content of messages, and delivery status. Meta Platforms Ireland Limited provides the platform and processes this data for us under Meta's WhatsApp Business Data Processing Terms. Messages are encrypted in transit. Your own use of the WhatsApp app is covered by WhatsApp's Privacy Policy.
No AI training. We do not use WhatsApp message data, or anything derived from it, to create, train or improve artificial intelligence or machine learning models.
5. Who we share data with
Service providers processing on our instructions under written contracts: Meta Platforms Ireland Limited for the WhatsApp Business Platform; Lovable and Cloudflare, Inc. for website hosting; our email provider; our accountants and professional advisers where needed. We disclose personal data to authorities only where the law requires.
6. International transfers
Where a provider processes data outside the United Kingdom we rely on the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, or a UK adequacy decision.
7. How long we keep data
Website enquiries: 24 months after last contact, unless you become a client. Client business records: the length of the contract and 6 years afterwards. Clients' customers' data processed on WhatsApp: the length of our contract with the client, then deleted or returned within 30 days unless the client instructs otherwise in writing. Message delivery logs: 12 months. Site usage data: 12 months.
8. Security
Access limited to staff who need it, protected by two-factor authentication and logged. Data encrypted in transit and at rest. Access rights reviewed regularly.
9. Your rights
You can ask us for a copy of your data, to correct it, delete it, restrict its use, provide it in a portable form, or stop processing based on legitimate interests. Where we rely on consent you can withdraw it at any time. Email info@oxfordtech.ai; we respond within one month. Where we act as a processor we pass your request to the client and help them answer it. You can complain to the Information Commissioner's Office at ico.org.uk or 0303 123 1113.
10. Cookies and analytics
This website records page views and basic device information to understand usage. It does not use advertising cookies. If a consent banner is required for any identifier we set, we show one before setting it.
11. Automated decision-making
We do not make decisions about you with legal or similarly significant effects based solely on automated processing.
12. Children
Our services are for businesses. This website and our messaging services are not directed at anyone under 18.
13. Changes
We update this page when our practices change and show the date at the top.
14. Contact
Oxfordtech Ltd, Berkeley Square House, Berkeley Square, London, W1J 6BD. info@oxfordtech.ai for data protection matters and all other enquiries.