Legal
Privacy notice
What we collect, why we collect it, who else sees it, and how to make us stop. Written to be read, not to be survived.
The short version
- We count page visits in a way that cannot identify you, and that happens whether you agree or not, because there is nothing personal in it.
- Anything that could identify you is opt-in. If you do not accept the cookie banner, we never link your browsing to your name.
- Our product monitors cabins, not people. DataMate and AutoMate measure electricity on circuits. We do not record who was in a room, and we cannot tell you who turned a heater on.
- We never sell your data. Not to anyone, at any price.
- You can ask us what we hold and tell us to delete it. Email info@gaiagroupuk.com and we have one month.
Who we are
Gaia Enabled Ltd, a company registered in England and Wales, number 12768054. Our address is Unit 3, Aberavon Road, Baglan Industrial Park, Port Talbot SA12 7DJ. We trade as Gaia and as Gaia Group.
We are the data controller for everything described on this page. For anything about your data, email info@gaiagroupuk.com.
What we collect, and when
When you visit this website
We use Cloudflare Web Analytics to count page views. It sets no cookies, builds no profile and does not identify individuals, which is why it needs no permission from you and why we chose it. Our host, Cloudflare, also processes your IP address in order to serve the page and to block attacks. That is unavoidable, it is how the internet works, and we keep it to what hosting requires.
When you accept the cookie banner
Only then, we load ActiveCampaign's site tracking script. It links the pages you look at to your record in our email system, and it logs your IP address. That is personal data, which is exactly why it is behind a yes.
Reject and nothing loads. Change your mind at any time, reopen the cookie choice.
When you fill in a form on this site
We collect your first name, your email address and the page you were on when you asked. Those go into ActiveCampaign so we can send you the thing you asked for. If a form asks your role, that is optional and we record a blank rather than a guess.
When you book a call
Our booking calendars run on iClosed. They collect your name, email and anything you type into the booking form, plus the time you chose.
When you use the customer portal
Portal accounts hold your name, email address and which organisation you belong to. Sign-in is handled by Google Firebase.
The energy data behind the portal is about circuits and cabins, how much electricity a heater, light or water heater used, and when. It is not about people. We do not record occupancy, we do not know who was present, and we cannot attribute a reading to a named individual.
If you use the portal's chat, your question and the site data needed to answer it are sent to Anthropic, who provide the AI model. It is used to generate your answer. Do not type anything into it you would not want leaving our systems.
When you email or ring us
We keep the correspondence. Our email runs on Google Workspace.
Why we are allowed to do it
| What | Lawful basis |
|---|---|
| Serving this website and keeping it up | Legitimate interests, you asked for the page |
| Counting page views without identifying anyone | Legitimate interests, no personal data involved |
| Linking your browsing to your contact record | Your consent, given on the banner, withdrawable at any time |
| Sending you something you asked us for | Legitimate interests, or performing a contract if you are a customer |
| Marketing email to a work address at a company we could sell to | Legitimate interests. You can object at any time and every email carries a link to stop it |
| Running your DataMate or AutoMate service | Performing our contract with you |
| Keeping records for tax, insurance and disputes | Legal obligation, and legitimate interests |
Who else sees it
We do not sell data and we do not share it for anyone else's marketing. These are the suppliers who process it on our behalf, and nothing goes anywhere else without telling you.
| Supplier | What for | Where |
|---|---|---|
| Cloudflare | Hosting this website, and page-view counts | Global, including the US |
| ActiveCampaign | Email and, with consent, site tracking | US |
| Google (Workspace, Firebase, Cloud) | Our email, portal sign-in, and where the platform runs | UK, EU and US |
| Anthropic | The AI that answers questions in the portal | US |
| iClosed | Booking calls | US |
Some of these are outside the UK. Where that is the case we rely on the UK Government's adequacy findings, or on the International Data Transfer Addendum to the standard contractual clauses, so your data keeps its protection when it travels.
This is a change from what our old website said. It stated that data was held only on UK servers and never transferred outside the EEA. That is no longer accurate, the suppliers above include US-based services, so we have corrected it rather than leave a promise standing that we would not keep.
We will also hand data over where the law requires it: a court order, a regulator, a properly made request from HMRC.
How long we keep it
| What | How long |
|---|---|
| Marketing contact records | Until you unsubscribe, then two years, then deleted |
| Form submissions | As above, they become the contact record |
| Portal accounts | For the life of the contract, then twelve months |
| Cabin energy data | Six years after the contract ends, because a savings guarantee can be argued about for that long and we would rather have the evidence |
| Emails and correspondence | Six years |
| Accounting records | Six years, as the law requires |
What you can make us do
You have the right to ask us to:
- Show you what we hold about you.
- Correct it if it is wrong.
- Delete it, where we do not have a legal reason to keep it.
- Stop or limit what we do with it.
- Hand it over in a portable format.
- Stop marketing to you. This one is absolute; we do not get to weigh it against anything.
- Withdraw consent for site tracking, without it affecting anything else.
Email info@gaiagroupuk.com. It is free and we will not make you explain why. We aim to acknowledge within two working days and to answer within one month. If a request is genuinely complex we may take up to three months, and we will tell you inside the first month if that applies. We may ask for proof of identity before releasing anything, because handing your data to somebody pretending to be you would be the worse mistake.
If we get it wrong, tell us first and give us a chance to fix it. If you are still not happy you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. Complaining to them does not cost you anything and does not stop you also dealing with us.
Cookies, in one table
| What | Needs your yes? | What it does |
|---|---|---|
| Cloudflare Web Analytics | No | Counts page views. Sets no cookie and identifies nobody |
| Cloudflare security | No | Keeps the site up and blocks attacks |
| Your cookie choice | No | Remembers what you picked, so we stop asking |
| ActiveCampaign site tracking | Yes | Links your visits to your contact record. Loads only if you accept |
Children
This is a business-to-business service. We do not aim any of it at children and we do not knowingly collect their data.
If this notice changes
The date at the top changes with it. If a change actually affects you, a new supplier seeing your data, a new reason for using it, we will tell you rather than leave you to spot it.