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Legal

Privacy Policy

Last updated: 7 October 2026

This policy explains what personal information Motte and Co collects when you use this website, receive an email from us or contact us, why we collect it, how we use and protect it, and the rights you have over it.

Who we are

Motte and Co is a trading name of Apeiron XXV Ltd, a company registered in England and Wales under company number 16031529, with its registered office at Office 1, Izabella House, 24-26 Regent Place, Birmingham, England, B1 3NJ. We are the data controller for the personal information described in this policy.

You can contact us about anything in this policy at hello@motteandco.uk.

The information we collect

We only collect what we need to answer your enquiry and provide our services.

  • Enquiry details. When you contact us, we collect your name, email address, the offer you asked about and your message.
  • Health Report requests. If you request the free Online Health Report, we collect your name, business name, website, town and email address, and whether you agreed to receive marketing emails. To prepare the report we check public information about your website, your Google Business Profile and how AI assistants describe your business.
  • Anything you send us directly. If you email or otherwise contact us, we keep the content of that correspondence.
  • Client records. If you become a client, we hold the information needed to deliver the work and to invoice you, including project details and billing information.
  • Technical data. Our hosting provider processes limited technical information, such as your IP address, to deliver the site securely. This website does not use analytics or tracking cookies (see our Cookie Policy).

How we use your information, and our lawful basis

Under UK data protection law we rely on the following lawful bases.

  • To respond to your enquiry and prepare a quote. Our lawful basis is taking steps at your request before entering a contract, and our legitimate interest in responding to people who contact us.
  • To provide our services if you become a client. Our lawful basis is performance of our contract with you.
  • To meet our legal duties, such as keeping accounting and tax records. Our lawful basis is compliance with a legal obligation.
  • To prepare and send a Health Report you asked for. Our lawful basis is our legitimate interest in providing the free service you requested.
  • To send you tips and offers you have asked for. We rely on your consent, which you can withdraw at any time using the unsubscribe link in any email.

Business outreach to prospective clients

We email UK limited companies and LLPs that we believe could benefit from our services. This section explains how that works if your company is one of them.

  • What we hold. Your company’s name, registered number, address and the names of its directors from Companies House; a business email address found and checked by a business data provider; and public information about your company’s website, Google Business Profile and online presence, which we use to make the email relevant.
  • Our lawful basis is our legitimate interest in introducing our services to businesses they are relevant to. We have documented a Legitimate Interest Assessment and we balance it with safeguards: we only email limited companies and LLPs, never sole traders or partnerships, unless they have asked us to; we send at most three emails and then stop, and do not contact the same company again for at least 12 months; the emails are prepared by an automated system that checks every fact against its source, falls back to a plain template if anything cannot be checked, and is reviewed by a person each week; and every email tells you who we are and how to opt out.
  • Unsubscribing. Reply “unsubscribe” to any of our emails, use the unsubscribe link, or write to hello@motteandco.uk, and we will stop. Your address goes on a suppression list so you are not contacted again, and we delete the other personal data we hold about that contact within 30 days.
  • Retention. If you do not respond, we delete the contact details we hold within 6 months of our last email.
  • No automated decisions about you. Automation helps us choose and write to companies. It never makes a decision with a legal or similarly significant effect on you.

Who we share it with

We do not sell your personal information, and we never share it for anyone else’s marketing. We use a small number of trusted providers that process data on our behalf, under contract and only on our instructions:

  • Web3Forms, which delivers our website form submissions to us.
  • Our email outreach and data providers, which find and check business email addresses and send and track our outreach emails.
  • Anthropic (Claude), an AI service we use to help prepare emails and Health Reports from the information described above.
  • Stripe, which takes card payments. We never see your full card details.
  • Microsoft 365 (Outlook), which we use for email.
  • Cloudflare, which hosts and delivers this website.
  • Our accountant and, where the law requires it, HMRC or other authorities.

Some of these providers may process data outside the UK. Where they do, we rely on appropriate safeguards, such as the UK International Data Transfer Agreement or an equivalent mechanism, so your information stays protected.

How long we keep it

We keep enquiry and contact details for up to 24 months after our last contact with you, then delete them if you do not become a client. Where you become a client, we keep financial and contract records for 6 years, as required by HMRC. If you agree to receive marketing emails, we keep your details until you unsubscribe. We do not keep personal information for longer than we need it.

Your rights

Under UK data protection law you have the right to:

  • ask for a copy of the personal information we hold about you;
  • ask us to correct information that is wrong or incomplete;
  • ask us to delete your information, where there is no reason for us to keep it;
  • ask us to restrict or object to how we use it;
  • ask us to transfer your information to another provider; and
  • withdraw any consent you have given, at any time.

To exercise any of these, email hello@motteandco.uk. We will respond within one month. There is normally no charge.

Complaints

If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office, the UK regulator, at ico.org.uk, by calling 0303 123 1113, or by writing to Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

How we protect your information

We take reasonable technical and organisational measures to keep your information secure and to prevent unauthorised access, loss or misuse. No method of transmission over the internet is completely secure, but we work to protect your data and to deal with any breach as the law requires.

Children

This website and our services are aimed at businesses and are not directed at children. We do not knowingly collect information about anyone under 18.

Changes to this policy

We may update this policy from time to time. The date at the top shows when it was last changed. Please check back for the current version.

Contact

For any question about this policy or your information, email hello@motteandco.uk, or write to us at Office 1, Izabella House, 24-26 Regent Place, Birmingham, England, B1 3NJ.