Privacy Policy

Effective Date: May 2025
Last Updated: December 2025

Eigen State Limited ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal information.

Information We Collect

Information You Provide

Contact details (name, email, phone number, company)
Project requirements and business information
Communication preferences

Information We Collect Automatically

Website usage data (pages visited, time spent)
IP address and browser information
Cookies and similar technologies (see Cookies section below)

How We Use Your Information

We use your personal information to:

Provide AI and data consulting services
Respond to inquiries and proposals
Improve our website and services
Comply with legal obligations

Legal Basis for Processing

Under UK GDPR, we process your data based on:

Legitimate interests for business communications
Contract performance for service delivery
Consent for marketing communications
Legal obligations for compliance requirements

Legitimate Interest Assessment

Where we rely on legitimate interests as our legal basis, we have conducted a Legitimate Interest Assessment (LIA) to ensure your rights are protected. Below is a summary of our assessment:

Purpose Test

What is the legitimate interest?

Responding to business inquiries and providing information about our services
Maintaining records of business communications for quality and continuity
Improving our website and services based on usage patterns
Protecting our business from fraud and security threats

Necessity Test

Is processing necessary for this purpose?

We cannot respond to inquiries without processing contact information
Website improvement requires understanding how visitors use our site
Security monitoring is essential to protect both our business and visitors
Alternative approaches (such as anonymization) would prevent us from providing personalized responses

Balancing Test

Do individual rights override our legitimate interests?

Nature of data: We process standard business contact information, not sensitive personal data
Expectations: Individuals who contact us reasonably expect us to respond and retain records
Relationship: Processing occurs within a clear business-to-business context
Impact: Processing has minimal impact on individuals and supports their goals
Safeguards: We implement security measures, data minimization, and clear retention limits

Our Conclusion

We have concluded that our legitimate interests do not override individuals' rights and freedoms. Processing is proportionate, expected, and conducted with appropriate safeguards. Individuals can object to processing based on legitimate interests at any time by contacting us.

Data Sharing

We do not sell your personal data. We may share information with:

Service providers (hosting, analytics)
Professional advisers (legal, accounting)
Regulatory authorities when required by law

Cookies and Tracking Technologies

What Are Cookies?

Cookies are small text files stored on your device when you visit our website. We use cookies to improve your experience and analyse website performance. You can manage your cookie preferences at any time via our Cookie Settings page.

Types of Cookies We Use

Essential Cookies (Required)

These cookies are necessary for the website to function and cannot be disabled.

Cookie Name	Purpose	Duration	Type
`cookiePreference` (localStorage)	Stores your cookie consent choice	Until cleared	First-party
Session cookies	Enable core website functionality and security	Session	First-party

Analytics Cookies (Optional)

These cookies help us understand how visitors use our website so we can improve it. These are only set with your explicit consent.

Service	Purpose	Duration	Privacy Policy
Google Analytics	Website traffic analysis, anonymous usage statistics	26 months	Google Privacy Policy

We DO NOT use:

Advertising or tracking cookies for marketing purposes
Third-party marketing cookies
Social media tracking pixels
Cross-site tracking technologies

Managing Your Cookie Preferences

Option 1: Cookie Settings Page
Visit our Cookie Settings page to view and change your preferences at any time.

Option 2: Browser Settings
You can also control cookies through your browser settings:

Chrome: Settings > Privacy and Security > Cookies
Firefox: Settings > Privacy & Security > Cookies and Site Data
Safari: Preferences > Privacy > Cookies
Edge: Settings > Privacy & Security > Cookies

Note: Disabling essential cookies may affect website functionality.

Third-Party Services

We use the following third-party services:

Firebase Hosting (Google LLC): Essential for website delivery. Firebase Privacy Policy
Google Analytics (Optional): Website analytics only loaded with your consent. Google Analytics Privacy Policy

Your Rights

Under UK GDPR, you have the right to:

Access - Request a copy of your personal data
Rectification - Correct inaccurate or incomplete information
Erasure - Request deletion of your data (right to be forgotten)
Restriction - Limit how we process your data
Portability - Receive your data in a machine-readable format
Object - Object to processing based on legitimate interests
Withdraw consent - Withdraw consent for optional processing at any time

How to Exercise Your Rights

To make a Data Subject Access Request (DSAR) or exercise any of your rights:

1. Submit Your Request

Email us at hello@eigenstatelabs.com with the subject line "Data Subject Request" and include:

Your full name and contact details
Which right(s) you wish to exercise
Any details that help us identify your data (e.g., email used to contact us)

2. Verification

We may ask for proof of identity to protect your data from unauthorized access. This may include:

Confirming details only you would know
Requesting a copy of ID (which we'll delete after verification)

3. Our Response

We will respond to your request within one month of receiving it. If your request is complex, we may extend this by up to two additional months, but we'll inform you within the first month.

4. Fees

We handle most requests free of charge. However, we may charge a reasonable fee if a request is manifestly unfounded, excessive, or repetitive. We'll inform you of any fees before proceeding.

Data Security

We implement appropriate technical and organizational measures to protect your data against unauthorized access, alteration, disclosure, or destruction.

International Data Transfers

Some of our service providers (such as Google for analytics and Firebase for hosting) may process data outside the UK. Where this occurs, we ensure appropriate safeguards are in place:

Transfers to countries with UK adequacy decisions
Standard Contractual Clauses (SCCs) approved by the ICO
Binding Corporate Rules where applicable

Google LLC participates in the EU-US Data Privacy Framework and has committed to comply with UK GDPR requirements.

Data Retention

We retain your personal data only as long as necessary:

Inquiry data: 2 years from last contact
Client project data: 7 years from project completion (for legal and tax purposes)
Marketing consent: Until you withdraw consent
Website analytics: 26 months (Google Analytics default)
Legal obligations: As required by UK law (typically 6-7 years for accounting records)

Contact Us

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

Email: hello@eigenstatelabs.com
Address: Mansion House, Manchester Road, Altrincham, Cheshire, WA14 4RW

We aim to respond to all requests within one month as required by UK GDPR.

Complaints

If you are not satisfied with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Website: ico.org.uk/make-a-complaint
Helpline: 0303 123 1113
Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

We would appreciate the opportunity to address your concerns before you contact the ICO, so please reach out to us first.

Changes to This Policy

We may update this Privacy Policy periodically. Check this page for the latest version.

Eigen State Limited is registered in England and Wales (Company Number: 16644604)

Company Information