This notice is designed to explain our current website and enquiry practices clearly. Client projects involving personal information are covered by additional written agreements tailored to the specific workflow.
1. Who we are
IKONIQ provides workflow automation services. For personal information collected through this website and during initial enquiries, IKONIQ is the data controller. You can contact us at contact@ikoniq.net.
IKONIQ is registered with the UK Information Commissioner's Office. Registration and payment of the data protection fee do not, by themselves, demonstrate compliance; we still need to follow applicable data protection law in practice.
2. Information we may collect
- Your name, work email address, telephone number and business details.
- Information you choose to provide when booking a call, emailing us or discussing a workflow.
- Basic technical information such as browser type, device type and IP address when supplied by our hosting or security providers.
- Marketing and attribution information only where optional tracking has been configured and you have consented where consent is required.
3. How we use the information
- To respond to enquiries and arrange meetings.
- To understand your business requirements and prepare a proposal.
- To manage our relationship with prospective and existing clients.
- To protect the website, prevent abuse and maintain records.
- To measure marketing performance where appropriate and permitted.
4. Lawful bases
Depending on the circumstances, we rely on legitimate interests to respond to business enquiries and operate our website, steps taken at your request before entering a contract, performance of a contract, legal obligations, and consent for optional tracking or certain marketing activities.
5. Booking links and external services
Our booking buttons may send you to a third-party scheduling service. That provider will process information under its own privacy terms. We recommend reviewing its notice before submitting your details.
6. Client workflow projects
If we implement a system for your business, the parties' data protection roles are agreed before live personal information is used. Depending on the project, IKONIQ may act as a processor on your documented instructions, an independent controller for limited activities, or both in different contexts. A data-processing agreement, subprocessor information, access controls, retention and deletion arrangements are agreed where required.
Special-category information
Some clinic workflows could involve health-related or other special-category information. We do not collect such information merely because it is technically possible. Any proposed use must have a clear purpose, appropriate lawful condition, minimisation, safeguards and written agreement.
7. Sharing information
We may use reputable service providers for hosting, email, scheduling, security, communications, automation and business administration. We share only what is reasonably needed for the relevant service and assess arrangements based on the project. We may also disclose information where legally required or necessary to establish, exercise or defend legal claims.
8. International transfers
Some providers may process information outside the United Kingdom. Where applicable, we use an appropriate transfer mechanism and consider additional safeguards.
9. Retention
We keep enquiry information only for as long as reasonably needed to respond, follow up, maintain business records and meet legal obligations. Project-specific retention and deletion periods are agreed separately. You may ask us to delete enquiry information sooner, subject to any legal reason we need to retain it.
10. Your rights
Depending on the circumstances, you may have rights to access, correct, erase, restrict or object to processing, and to data portability. You may withdraw consent at any time where processing is based on consent. You also have the right to complain to the Information Commissioner's Office.
11. Security
We use proportionate technical and organisational measures appropriate to the information and the specific service. No internet transmission or storage method can be guaranteed completely secure.
12. Contact and changes
Questions or requests can be sent to contact@ikoniq.net. We may update this notice as our services, providers or legal obligations change. The latest version will appear on this page.