Privacy Policy

Last updated: 15 October 2026

Epic Motion Limited ("we", "us", "our") is committed to protecting your privacy. This policy explains how we collect, use, and safeguard your personal data when you visit our website at epicmotion.ai (the "Site") or subscribe to our AI Brief newsletter.

We are a company registered in England and Wales. For data protection purposes, we are the data controller.

1. What data we collect

Information you provide directly

When you submit our contact form, we collect:

• Your name
• Your email address
• Your company name (optional)
• Your service interest selection
• Your message

Information collected automatically

When you visit our Site, we may collect certain information automatically through cookies and similar technologies, depending on your consent preferences. This may include device and browser information, pages visited, click behaviour, and IP address. See Section 3 (Cookies) for details.

2. How we use your data

We use the data we collect for the following purposes:

• To respond to your enquiry — when you submit the contact form, your details are sent to our customer relationship management platform so we can respond to you. The legal basis is your consent (you actively submit the form) and our legitimate interest in responding to business enquiries.
• To understand how our Site is used — we use analytics tools to understand visitor behaviour, improve our Site, and measure performance. The legal basis is your consent, obtained via our cookie banner.

3. Cookies and tracking technologies

We use different categories of cookies and tracking technologies on our Site. Non-essential cookies are only activated after you give your consent via our cookie banner. You can change your preferences at any time using the "Manage Cookies" link in our site footer.

Essential (always active)

We use Vercel Web Analytics and Vercel Speed Insights to measure page performance and count page views. These are cookieless, privacy-friendly tools that do not set cookies and do not require consent. Our site is hosted on Vercel (Vercel Inc., US).

Analytics (requires consent)

With your consent, we use Microsoft Clarity (Microsoft Corporation, US) to provide session recordings, heatmaps, and interaction data to help us understand how visitors use our Site and improve the experience. We also use HubSpot (HubSpot Inc., US) for analytics tracking. These tools may set cookies to distinguish between visitors. Data collected may include click behaviour, scroll depth, mouse movements, page interactions, and device information.

Cookie table

The following table lists the cookies that may be set on our Site:

Cookie	Provider	Category	Purpose	Duration
hubspotutk	HubSpot	Analytics	Unique visitor tracking token	13 months
__hstc	HubSpot	Analytics	Tracks visitor ID, first and last visit, session count	13 months
__hssc	HubSpot	Analytics	Session tracking — page views and duration	30 minutes
__hssrc	HubSpot	Analytics	Indicates new session start	Session
_clck, _clsk	Microsoft Clarity	Analytics	Session recordings and heatmap data	12 months / Session

4. Contact form

When you submit the contact form on our Site, your data is processed and stored by HubSpot (HubSpot Inc., US), which acts as our data processor.

We use this platform to:

• Receive and manage enquiries submitted through the contact form
• Respond to your enquiry by email
• Keep a record of our correspondence for business purposes

We will not add you to any marketing lists or send you unsolicited emails as a result of submitting the contact form. We will only use your email address to respond to the specific enquiry you raised.

5. AI Brief newsletter

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 are set out in section 6, and how to complain to the Information Commissioner’s Office in section 13.

6. Your rights

Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, you have the following rights:

• Right of access — you can request a copy of the personal data we hold about you
• Right to rectification — you can ask us to correct inaccurate data
• Right to erasure — you can ask us to delete your personal data
• Right to restrict processing — you can ask us to limit how we use your data
• Right to data portability — you can request your data in a structured, commonly used, machine-readable format
• Right to object — you can object to our processing of your data
• Right to withdraw consent — where we rely on consent, you can withdraw it at any time by clicking "Manage Cookies" in our site footer (which will reset your cookie preferences) or by contacting us
• Right to complain — you have the right to raise a complaint directly with us about how we handle your personal data

To exercise any of these rights, please contact us at hello@epicmotion.ai. We will respond to your request within one month of receiving it, as required by law.

7. Data sharing and international transfers

We do not sell your personal data. We share data only with third-party service providers who act as data processors on our behalf:

• Vercel Inc. (US) — website hosting and essential analytics
• Microsoft Corporation (US) — session analytics and visitor behaviour (Clarity)
• HubSpot Inc. (US) — contact form processing, CRM, and analytics tracking
• Beehiiv Inc. (US): the AI Brief mailing list, as described in section 5

Some of these providers are based outside the UK. Where data is transferred internationally, we ensure appropriate safeguards are in place, including reliance on standard contractual clauses or adequacy decisions.

8. Data retention

We retain your data only for as long as necessary for the purposes described in this policy:

• Contact form submissions — retained for as long as necessary to manage the business relationship, and deleted upon request
• AI Brief subscriptions: as set out in section 5
• Analytics data — retained according to standard provider retention periods (typically 30 days for session data, up to 12 months for aggregated analytics)

9. Security

We take reasonable technical and organisational measures to protect your personal data. Our Site is served over HTTPS, and all third-party services we use maintain their own security certifications and practices.

10. Automated decision-making

We do not use your personal data for automated decision-making or profiling.

11. Children's data

Our Site and services are not directed at individuals under the age of 18. We do not knowingly collect personal data from children.

12. Changes to this policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated "Last updated" date.

13. Contact us

If you have any questions about this privacy policy or how we handle your data, please contact us at:

Epic Motion Limited
Email: hello@epicmotion.ai

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's supervisory authority for data protection: ico.org.uk.