Privacy Policy | newlens

1. Introduction

newlens limited ("we", "us", or "our") is committed to protecting and respecting your privacy. This policy explains how we collect, use, and protect your personal data when you visit our website (newlens.uk) and use our services, including the AI Readiness Assessment tool and the "Admin Tax" Calculator.

newlens limited is the data controller for the personal data we process. newlens limited is registered in England and Wales, company number 16945634. Registered office: 2 Burghley Way, Littleover, Derby, DE23 4TD. We are registered with the Information Commissioner's Office (ICO Registration Number: ZC095203).

2. The Data We Collect

We may collect and process the following data about you:

Contact Information: Name and business email address provided when requesting an audit or contacting us.
Audit Data: Business size, current strategy, data maturity, and operational friction points provided during the AI Readiness Assessment.
"Admin Tax" Calculator Data: First name, email address, optional company name, free-text descriptions of the repetitive tasks you enter, task frequency and duration, optional hourly staff cost, consent timestamp, source URL, user agent, and IP-derived rate-limiting information used to protect the form from abuse.
Usage Data: Information about how you use our website, collected via cookies or similar technologies.
Marketing Performance Data: Information about visits and actions on our website, collected through Google Analytics 4 and Google Ads cookies where you have accepted analytics and advertising cookies.

3. How We Use Your Data

We use your information for the following purposes:

To provide the AI Readiness Assessment results and bespoke efficiency reviews.
To calculate, email, and archive reports you request, including AI Readiness Assessment reports and "Admin Tax" Calculator reports.
To communicate with you regarding our services and your enquiries.
To follow up on an "Admin Tax" Calculator submission within three working days where you have consented to that contact. You can opt out by using the form option where provided or by replying to any email asking us not to contact you about it.
To improve our website and tailor our solutions to SME needs.
To measure the performance of our marketing campaigns and understand which website journeys lead to enquiries or bookings.
To comply with legal and regulatory obligations.

4. Lawful Basis for Processing

Under the UK GDPR, we rely on the following lawful bases to process your personal data:

Consent: Where you have given us clear consent to process your data for a specific purpose, including accepting analytics and advertising cookies, requesting an audit report, or asking us to follow up on an "Admin Tax" Calculator submission.
Legitimate Interests: Where processing is necessary for our legitimate business interests, including responding to enquiries, protecting forms from abuse, and keeping proportionate business records, provided these do not override your fundamental rights.
Contract: Where processing is necessary for a contract we have with you, or because you have asked us to take specific steps before entering into a contract, including generating a report you have requested.

5. Processors and Third Parties

We use carefully selected third-party processors and service providers to run the website, handle enquiries, process bookings and payments, and deliver our services.

Vercel: Used to host the website. Vercel may process technical request data needed to serve pages and maintain site security and performance.
Google: Google Analytics 4 is used for usage measurement, and Google Ads is used for advertising conversion measurement and remarketing. These tools only load after you accept analytics and advertising cookies. They may process usage, device, browser, advertising and conversion-event data.
Calendly: Used for session booking. Calendly may process your name, email address, selected appointment time, booking details, and any information you provide in the booking form.
Stripe: Used for payment processing. Payment card data is handled by Stripe and is not stored by newlens.
HubSpot: Used as our CRM. HubSpot may process contact details, enquiry records, booking context, "Admin Tax" Calculator submission context, and related communication history.
Resend: Used for transactional email delivery of enquiry, booking, and "Admin Tax" report messages. Resend may process email addresses and message content needed to deliver those emails.
Google Drive: Used to archive generated report PDFs, including AI Readiness Assessment reports and "Admin Tax" Calculator reports, for business record keeping and follow-up.
Cloudflare: Used for website security and rate limiting. Cloudflare may process IP addresses and request metadata to protect the "Admin Tax" Calculator and other website forms from abuse.

6. Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Typically, audit data, calculator submissions, generated report PDFs, and contact information are retained for 24 months unless a business relationship is established.

7. Cookies and Advertising Measurement

We use essential technologies to make the website work. With your consent, we also use Google Analytics 4 and Google Ads cookies to understand how the site is used, measure campaign performance, support remarketing, and record whether advertising leads to actions such as discovery-session bookings or enquiry submissions.

Google Analytics and Google Ads are not loaded unless you choose Accept in the cookie banner. If you choose Decline, Google Analytics and Google Ads cookies are not loaded, your choice is saved for up to six months, and you can continue to use the website.

You can change your choice at any time by using the Cookie choices link in the footer, or by clearing your browser storage for newlens.uk. Google may process usage and advertising-measurement data as the provider of these tools. You can read more in Google's privacy policy at https://policies.google.com/privacy.

8. Your Rights

Under the UK GDPR, you have rights including:

Your right of access: You have the right to ask us for copies of your personal information.
Your right to rectification: You have the right to ask us to rectify information you think is inaccurate.
Your right to erasure: You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing: You have the right to ask us to restrict the processing of your information in certain circumstances.
Your right to object to processing: You have the right to object to the processing of your personal data in certain circumstances.

To exercise any of these rights, please contact us at [email protected].

9. How to Complain

If you have any concerns about our use of your personal information, you can make a complaint to us at [email protected].

You can also complain to the ICO if you are unhappy with how we have used your data.

Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk