Privacy notice.

Who we are

Epic Motion Limited is responsible for the personal information described in this notice. We’re registered in England and Wales, company number 16709593, with our registered office at 66 Paul Street, London, England, EC2A 4NA. Our Information Commissioner’s Office registration number is ZC066027.

For a privacy question or request, email hello@epicmotion.ai.

Visiting this website

Our host, Vercel, processes technical information such as your IP address, browser details and the pages you request, to deliver the website and keep it secure. Vercel also counts visits for us, so we can see which pages people read and how they find us. This uses no cookies, and we only see totals that don’t identify anyone. Our legal basis is our legitimate interest in improving the website, and you can stop us counting your visits. We also don’t count visits from browsers that send a Global Privacy Control signal. We don’t use advertising or session-recording tools.

The only cookies come from the AI Brief signup form. Our cookie information lists them. The form also loads Google services, which receive your IP address.

Enquiries and business correspondence

What we collect

When you send an enquiry through this website, we collect your name, email address and message, your organisation if you give it, and the address of the page you sent it from. We need your name, email address and message to reply. If you email us, we have your email address and whatever you include. We keep the correspondence that follows.

Please don’t include sensitive personal information or confidential material in a first enquiry.

Why we use it

We use it to reply, to discuss whether and how we can help, and to manage any work that follows. Our legal basis is our legitimate interest in responding to enquiries and managing the business relationships that follow. If you’re an individual asking about working with us, we may instead rely on taking steps, at your request, towards a contract with you.

An enquiry doesn’t subscribe you to AI Brief or any other marketing.

Use of AI

We may use AI tools in the business software we use to summarise an enquiry or draft a reply. A person reads every enquiry and checks anything an AI tool produces before it’s used. We don’t make decisions about you by automated means.

Who handles your information

We use a small number of service providers, who process information for us under data processing terms:

• Vercel hosts this website and counts visits to it.
• HubSpot receives website enquiries and stores enquiries and contact details.
• Google Workspace provides our email, including notifications of new enquiries.
• Beehiiv runs the AI Brief mailing list, as described below.

Some providers also use limited information for their own purposes, such as security and fraud prevention, as their own privacy notices explain. We may share information with our professional advisers, or where the law requires it. We don’t sell your information.

Outside the UK

Our HubSpot account is hosted in the EU. HubSpot, Vercel, Google and Beehiiv are US companies, so your information may also be processed in the United States and other countries. Where it is, their data processing terms include the safeguards UK law requires, such as the UK Addendum to the standard contractual clauses. Email hello@epicmotion.ai if you’d like details.

How long we keep it

• Enquiries that don’t lead to work: we delete them 12 months after our last exchange.
• If we work together: your information becomes part of our client records. We keep these while the work needs them, then for as long as our legal, tax and accounting obligations require.
• Privacy requests and complaints: 12 months after we close them.

We may keep information longer if we need it for a legal claim. Our providers’ backups and logs expire on their own schedules.

Your rights

Depending on the circumstances, you can ask us for a copy of your information, and ask us to correct it, delete it, restrict how we use it or transfer it to you or someone else. You can object to our use of it based on our legitimate interests. Where we rely on your consent, you can withdraw it at any time.

Email hello@epicmotion.ai. Requests are free, and we normally reply within one month. We may ask you to confirm your identity.

Complaints

If you’re unhappy with how we’ve handled your information, email hello@epicmotion.ai. We’ll acknowledge your complaint within 30 days, look into it and tell you the outcome.

You can also complain to the Information Commissioner’s Office.

AI Brief

AI Brief is a newsletter from Robin Brown at Epic Motion Limited.

What we collect

• Your email address, and when and how you subscribed and confirmed.
• Where you signed up, including the website that sent you there, if there was one.
• Whether you open each email and which links you click, with the technical details sent when you do, such as IP address, approximate location and your email app or device.
• Anything you send us when you reply.

Why we use it

We send AI Brief because you asked for it. Our legal basis is your consent, which you give when you sign up and confirm your address.

Our emails measure opens and link clicks. We use this to see which topics and links readers find useful. It’s part of how the newsletter is sent, so it’s covered by the consent you give when you subscribe, and unsubscribing stops it. We don’t use it to profile you or to make decisions about you.

We keep subscription and confirmation records to run the list, stop misuse and show how we handled your consent. Our basis is our legitimate interests, and our legal obligations where they apply.

If you reply, we use your message to respond. Our basis is our legitimate interest in answering readers. We’ll ask before quoting you by name.

Sending us an enquiry or connecting with us on LinkedIn doesn’t subscribe you.

Who handles it

Beehiiv Inc. runs our mailing list for us. It sends the emails and handles confirmations and unsubscribes on our instructions. Beehiiv also uses some information for its own security, fraud prevention and legal purposes, and may create statistics that don’t identify you. Replies come to our Google Workspace mailbox. We don’t use Beehiiv’s advertising network or buy data enrichment.

Outside the UK

Beehiiv and most of its suppliers are in the United States. Beehiiv’s data processing terms include the standard contractual clauses with the UK Addendum. Email us if you’d like details of the safeguards.

How long we keep it

• Sign-ups that are never confirmed: deleted at our monthly review once they’re more than 30 days old.
• While you’re subscribed: your subscription record and email activity.
• After you unsubscribe: your record, including your opt-out, for up to 12 months, then we delete it. You can ask us to delete it sooner. Because you have to confirm your address to subscribe, deleting your record won’t lead to you being added again without your say-so.
• Replies: 12 months after our last exchange, unless they become a business enquiry or we need them for a complaint or legal claim.
• Beehiiv and Google keep technical logs for limited periods under their own terms.

Leaving

Use the unsubscribe link in any email, or email brief@epicmotion.ai. You can withdraw consent at any time. It doesn’t affect what we did before.

Your rights, and how to complain to the Information Commissioner’s Office, are set out above.

Changes to this notice

We’ll update this notice if the way we handle information changes. The date at the top shows the latest version.