Privacy policy

Who is responsible for your information?

Codoki is the trading name of CODOKI AI LTD, a company registered in England and Wales under company number 16543240. Our registered office is 66 Paul Street, London, England, EC2A 4NA. Contact us at info@codoki.ai. We are the controller of personal information collected through this website. This notice covers website visitors, people making enquiries and our introductory AI consultation. Separate product notices or client data-processing agreements may apply to other services.

What we collect

When you enquire, we receive your name, email, optional company name, selected services and message. The AI consultation requires your name, email and telephone number, and stores your conversation, a record of your agreement to the consultation notice, timestamps and session details. We also receive information you send in follow-up correspondence.

Technical information can include IP addresses, requested pages, browser information, timestamps and security/error records generated by our web server. The application uses IP-based request limits and session identifiers to prevent abuse. We do not currently use advertising pixels or visitor analytics tools. We do not purchase data to enrich your website enquiry.

Why we use it and our lawful bases

We use enquiry information to answer questions, assess a possible project and follow up on the request. Where you personally request steps towards a contract, our basis is taking those pre-contractual steps. For enquiries on behalf of a business, our basis is our legitimate interest in responding to business requests and managing those relationships.

We use the contact details and conversation you choose to submit to provide the AI consultation and founder follow-up, based on your consent given before starting the consultation. You can withdraw that consent by contacting us. Withdrawal does not affect earlier lawful processing.

We process limited technical and security information for our legitimate interests in operating, protecting and troubleshooting the site and preventing misuse. We may also retain or disclose information where necessary to meet a legal obligation or establish, exercise or defend legal claims. We do not use a website enquiry or cookie choice as permission to add you to a marketing mailing list.

How the AI consultation works

Our AI provider, OpenAI, receives your chat messages and the conversation context needed to generate a response. We do not send the separate name, email or phone form fields to the model. If you type personal information into a chat message, it will be included in what is sent. Our application requests that responses are not stored as retrievable response objects by the provider; this is not a guarantee of zero provider retention, since provider security and abuse-monitoring rules may apply.

Codoki stores your contact details and transcript so the founders can review your enquiry and follow up. The AI provides suggestions only. We do not use this chat to make solely automated decisions with legal or similarly significant effects about you. Please do not include sensitive personal data, credentials or confidential information.

Who receives information

Access is limited to the founders and authorised people who need it to handle enquiries or operate our services. We use infrastructure and service providers, including Amazon Web Services for website hosting, Resend for enquiry email delivery, our email service for receiving and replying to enquiries, and OpenAI for AI responses. These providers receive the information needed for their role.

We may share relevant information with professional advisers or authorities where needed to meet legal obligations or protect legal rights. We do not sell personal information. If we undergo a business transfer, relevant data may be disclosed with appropriate confidentiality protections and notice where required.

International processing

Our team and service providers may process information outside the UK, including in the UAE and the United States. UK data-protection requirements continue to apply to transfers we make. Where a restricted transfer requires safeguards, these may include an applicable adequacy regulation or approved contractual safeguards such as the UK International Data Transfer Agreement or UK Addendum, with additional measures where needed. Contact info@codoki.ai for information about the safeguards applicable to your information. We do not promise that all processing stays in the UK.

How long we keep information

The AI session cookie expires after 24 hours. This ends session access; it does not automatically delete the saved enquiry or transcript. We keep enquiries and correspondence for as long as reasonably needed to assess the request and carry out relevant follow-up. The period depends on whether discussions remain active, a client relationship develops, or records are needed to address a dispute or legal obligation. Information that is no longer needed should be deleted or anonymised.

Client and financial records may need to be retained for contractual, accounting or legal purposes. Security records are kept according to their operational purpose and any investigation needs. Provider records and backups may follow separate retention cycles. You can ask us about the retention of your particular enquiry or request deletion at any time. Cookie preference storage lasts up to 180 days.

Your rights

Depending on the circumstances, you can request access to your personal information, correction, deletion, restriction of processing or transfer of information you supplied in a portable format. You can object to processing based on legitimate interests and withdraw consent where we rely on it. These rights are subject to applicable conditions and exemptions.

Email info@codoki.ai or write to our registered office to exercise a right. We may need proportionate information to verify your identity. We normally respond within one month; if a lawful extension is needed, we will explain why. Requests are normally free of charge. You can complain to the UK Information Commissioner’s Office at ico.org.uk/make-a-complaint/ or to another competent data-protection authority. You do not need to contact us first, but we welcome the opportunity to address concerns.

Choices, security and updates

You can browse without submitting contact information. We need the required enquiry fields to respond, and the required chat fields to provide the consultation and follow-up; you can instead email us. The website is intended for adult business users and we do not knowingly seek information from children.

We use access controls and technical measures to protect information, but no internet service is completely secure. External websites have their own privacy practices. We may update this notice as our services change and will show the revision date here, with additional notice where a significant change requires it.