Privacy Policy

Introduction

Routine Labs Limited (“Routine Labs”, “we”, “us”, “our”) operates the website routinelabs.co. This policy explains how we collect, use, and protect your personal data when you visit our website or interact with us. We take your privacy seriously and comply with the UK GDPR and the Data Protection Act 2018.

Who we are

Routine Labs is a two-founder team building bespoke AI systems for investment teams. We are based in London, United Kingdom. For any privacy-related questions or requests, contact us at info@routinelabs.co.

What we collect

We only collect information you voluntarily provide. When you submit our “Book a call” form, we collect:

• First and last name
• Work email address
• Company name
• Role
• How you heard about us
• Any optional message you include

When you schedule a call, our scheduling provider (Calendly) additionally collects the meeting time, your timezone, and any responses you give on the booking page. We do not use cookies for advertising, and we do not run any analytics or tracking services on this site.

How we use your data

We use the information you provide to:

• Respond to your enquiry
• Schedule and conduct a discovery call
• Follow up on our conversation where relevant
• Maintain records of prospective and existing client relationships

We rely on your consent (given when you tick the “I agree to the Privacy Policy” box on the booking form) and our legitimate interest in running our business to process your data. We will not use your information for any purpose other than the ones set out in this policy without first asking you.

Third-party services

We use a small number of third-party providers to operate our website and communicate with you. Each processes your data under its own privacy policy:

• Vercel: website hosting.
• Resend: delivery of form submission notifications to our team.
• Calendly: scheduling, calendar invites, and confirmation emails for booked meetings.
• Attio: our customer relationship management (CRM) system, used to keep a record of enquiries and ongoing client conversations.

We do not sell, rent, or share your personal data with any third parties for their own marketing or advertising purposes.

International transfers

Some of our service providers are based outside the United Kingdom (for example, Resend and Calendly are US-based). Where we transfer your data outside the UK, we rely on appropriate safeguards such as the UK International Data Transfer Addendum or Standard Contractual Clauses approved by the UK Information Commissioner's Office.

Data security

We apply appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse. No method of internet transmission is perfectly secure; we cannot guarantee absolute security but we take industry-standard precautions.

Data retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, to comply with legal obligations, or to resolve disputes. Typically this means we keep enquiry records for up to 24 months after our last contact unless you ask us to delete them sooner.

Your rights

Under the UK GDPR you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate or incomplete data
• Request deletion of your data
• Restrict or object to how we process your data
• Request a copy of your data in a portable format
• Withdraw your consent at any time

To exercise any of these rights, email us at info@routinelabs.co. You also have the right to lodge a complaint with the UK Information Commissioner's Office (ico.org.uk) if you believe we have not handled your data properly.

Changes to this policy

We may update this policy from time to time. The “Last updated” date at the top of this page reflects the most recent revision. If we make material changes, we will notify you through the website or by email.