Privacy Policy

BOTIFY BOT LTD · Last updated 22 September 2026

This privacy policy explains how BOTIFY BOT LTD (“we”, “us”, “our”) handles personal data when you use the website at https://botifybot.vip and when you write to us about software publishing, computer systems design, media streaming platforms, custom software, telecommunications, cloud and high-load architecture, network infrastructure, consulting, integration, or maintenance. It is written for visitors, prospective clients, and people who correspond with the company. It is not a substitute for a contract-specific data processing arrangement where a later engagement requires one.

BOTIFY BOT LTD is the controller for personal data described in this policy. The company can be reached at Diamond Court, Water Street, Bakewell, DE45 1EW, United Kingdom, by email at it.team@botifybot.vip, and by telephone at +44 7891 837264. Please use the email address for privacy requests so that the request is recorded with the correspondence it relates to.

1. What this policy covers

This policy covers personal data collected through the public website, including the contact forms on the homepage and the contact page, email sent to it.team@botifybot.vip, telephone calls to the published number, and ordinary technical records created when a browser requests pages from the site. It also covers the single preference stored in your browser when you dismiss the cookie notice, which is described more fully in the Cookie Policy.

The website describes business-to-business services. It is not a consumer shop, it does not take payment, and it does not create user accounts. If you later commission work, the engagement may be governed by the Terms and Conditions and, where personal data is processed on a client’s instructions, by a separate written arrangement. That later arrangement will prevail for the processing it covers. This policy continues to apply to website enquiries and to our own business records.

We do not use this policy to describe personal data that a client places inside a system we design, publish, or support, except to say that such data is handled under the instructions and contract for that engagement. A streaming platform, a telecommunications environment, or an enterprise application may contain personal data belonging to the client’s users. Responsibility for that data is allocated in the contract, not by this website notice.

2. The data we collect

Identity and contact details

If you use a form, we collect the name you enter, the email address you enter, and the message you write. Those fields are required for the form to be accepted. We do not ask for a job title, company name, or telephone number on the form. If you include them in the message, we will receive them because you chose to write them. If you email or telephone us, we receive whatever you choose to say, together with the address or number you used to reach us.

Content of an enquiry

The message may describe a prospective system, a technical problem, a budget range, a timetable, or the name of an organisation. We treat that content as personal data where it relates to an identifiable person, and as confidential business information where the Terms and Conditions or a later contract says so. Please do not send special-category data, such as health information, unless we have asked for it in writing for a defined purpose. The website forms are not designed for that kind of information.

Technical data

Like most websites, the server that delivers pages may record the IP address of the requesting device, the date and time of the request, the address of the page requested, the referring address if the browser sends one, and a user-agent string that describes the browser. These records are created so the site can be operated, secured, and repaired. We do not use them to build advertising profiles, and we do not sell them.

Preference data

If you dismiss the notice at the bottom of the site, the browser stores a cookie named bb_notice with the value 1. It records only that the notice has been dismissed. It does not store your name, your message, or an identifier that we use to recognise you across other sites. The cookie is described in the Cookie Policy.

What we do not collect on this site

The site does not ask you to create an account, upload a file, or pay. It does not include advertising pixels, social plugins, or an analytics product that sets tracking cookies. It does not include a map embed. If that changes, this policy and the Cookie Policy will be updated before the change is used to collect personal data in a new way.

3. How data is collected

You provide enquiry data by typing it into a form and submitting it, or by emailing or calling the details published on the site. The forms send a POST request to contact.php on this website. If the fields pass basic checks, the script attempts to deliver the message by email to it.team@botifybot.vip and then sends the browser to the acknowledgement page. If the checks fail, or the message cannot be delivered, the browser is returned to the form with a notice that the message was not sent. Do not assume a message has arrived unless you see the acknowledgement page or you receive a reply.

Technical data is collected automatically by the hosting environment when your browser requests a page. The preference cookie is stored only after you use the dismiss control. We do not obtain enquiry data from brokers, and we do not enrich form submissions with data bought from other sources.

4. Why we use personal data, and the lawful basis

We use enquiry data to read what you sent, to decide whether we can respond, and to reply. The lawful basis is our legitimate interest in answering people who contact a business, and, where the message is about a possible contract, the steps needed before entering into a contract at your request. Article 6(1)(f) and Article 6(1)(b) of the UK GDPR are the relevant bases. We do not rely on consent for ordinary enquiries, because answering a message you sent does not require a separate permission.

We keep a record of the correspondence so that we can see what was asked and what was answered, deal with a follow-up, and defend or pursue a legal claim if a dispute arises. The lawful basis is legitimate interest, and, where a law requires a record to be kept, legal obligation. We balance those interests against your rights by limiting the record to the correspondence itself, restricting who can read it, and not using it for unrelated promotion.

We use technical logs to keep the site available, to diagnose faults, and to detect misuse such as attempts to inject headers into the mail function or to submit automated noise. The lawful basis is legitimate interest in running a secure site. The logs are not used to single you out for advertising.

We store the notice cookie so that the same browser is not shown the notice on every page after you have dismissed it. The lawful basis is legitimate interest in keeping the site usable. Because the cookie is limited to that purpose and is not used for tracking, we describe it as a preference cookie in the Cookie Policy. You can refuse it by not dismissing the notice; the site remains usable, and the notice will continue to appear.

We do not use personal data from this site for automated decision-making that produces legal or similarly significant effects. A member of the team reads enquiries. We do not score visitors, and we do not decide eligibility for a service by an algorithm operating on website data.

5. Who we share data with

Enquiry messages are addressed to it.team@botifybot.vip. They may be read by people at BOTIFY BOT LTD who need them to reply or to prepare a proposal. We do not publish enquiries, and we do not pass them to other prospective clients.

The website is hosted, and email is carried, by service providers who process data so that the site and the mailbox can function. Those providers act on our instructions for this purpose or as independent controllers of their own network records, depending on the service. We do not name a particular host in this policy because the hosting arrangement can change without changing the categories of data or the reasons for using them. If a provider is outside the United Kingdom, we use a transfer mechanism described below.

We may disclose personal data if the law requires it, if a court or a competent regulator such as the Information Commissioner’s Office asks for it, or if disclosure is needed to protect the rights of the company, a client, or another person. We may also disclose data to professional advisers who are bound to confidentiality, where that advice concerns an enquiry or a dispute. We do not sell personal data.

6. International transfers

BOTIFY BOT LTD is established in the United Kingdom. We intend to keep enquiry records in the United Kingdom or in a country that is covered by UK adequacy regulations. If a hosting, email, or support provider processes personal data in a country that is not covered by those regulations, we will put in place a transfer safeguard recognised by UK law, such as the International Data Transfer Agreement or the Addendum to the EU standard contractual clauses, together with any transfer assessment that the law requires at the time.

Technical transmission across networks can involve routing that we do not control. That is a feature of the internet rather than a decision to export a file. Where we do choose a provider in another country, the safeguard above applies to that choice.

7. How long we keep data

We keep an enquiry, and the reply, for as long as it is needed to correspond with you and to keep a coherent record of what was discussed. For an enquiry that does not become an engagement, that period is normally twenty-four months from the last message, unless a longer period is needed because a claim has been threatened or a legal duty requires the record. For an enquiry that becomes a contract, correspondence that forms part of the contract record is kept for the life of the contract and for six years after it ends, which is a usual period for contractual claims in England and Wales, unless a longer statutory period applies.

Server logs are kept for a shorter operational period, normally no longer than ninety days, unless a log is needed to investigate a security incident, in which case the relevant extract is kept until the incident is closed and any related claim period has passed. The notice cookie remains in the browser for up to one hundred and eighty days unless you delete it sooner. Deleting the cookie does not delete an enquiry you have already sent.

When a retention period ends, we delete the data or anonymise it so that it can no longer be linked to you. Backups may retain a copy until the backup cycle overwrites it. We do not restore a backup in order to keep using data that has passed its retention period.

8. Security

We use reasonable technical and organisational measures to protect personal data against unauthorised access, loss, and alteration. Those measures include limiting access to the mailbox, using the site over HTTPS where the hosting environment provides it, validating form input on the server, and rejecting mail-header characters in the email field so that a submission cannot add extra recipients. No website transmission is perfectly secure. Do not send passwords, private keys, or production data sets through the public form.

If we become aware of a personal-data breach that is likely to result in a risk to your rights, we will notify the Information Commissioner’s Office where the law requires it, and we will notify you where the breach is likely to result in a high risk, unless an exception applies.

9. Your rights

Under the UK GDPR you may have the right to ask for access to personal data we hold about you, to correct inaccurate data, to erase data in certain cases, to restrict processing, to object to processing based on legitimate interests, and to receive data you provided in a portable format where the processing is based on contract and is carried out by automated means. You may also ask for a human review where a decision is based solely on automated processing; we do not make such decisions with website data.

These rights are not absolute. We may refuse a request where the law allows it, for example where a record must be kept for a legal claim, or where fulfilling a request would disclose another person’s data. We will explain the reason when we refuse, unless the law prohibits that explanation.

To exercise a right, email it.team@botifybot.vip with the subject “Privacy request” and enough detail for us to find the correspondence. We may ask you to confirm that you are the person the data relates to. We will respond within one month, or within three months where the law allows an extension because the request is complex. We will tell you if we need the extension, and why, within the first month.

You can complain to the Information Commissioner’s Office if you think we have handled personal data unlawfully. The ICO’s website is https://ico.org.uk. The ICO’s postal address is Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, and the ICO helpline is 0303 123 1113. We would like the chance to look at the problem first, and we ask that you write to us before you complain, but you are not obliged to do so.

10. Children

The site describes services for organisations. It is not directed at children, and we do not knowingly collect personal data from anyone under 18 through the forms. If you believe a child has sent personal data, email us and we will delete the enquiry unless we must keep it for a legal reason.

11. Links

Pages may link to the ICO and to our own legal documents. A link is not an endorsement of another organisation’s privacy practices. If you leave botifybot.vip, the other site’s policy applies.

12. Changes

We may update this policy when the site, the law, or our record-keeping changes. The date at the top will change when we do. The version on this page is the current version. If a change materially affects how we use enquiry data already collected, we will take any extra step the law requires, which may include telling correspondents by email where we still have a working address.

13. Enquiries that name other people

A message sometimes names colleagues, a client of yours, or a supplier. If you include another person’s name, role, or contact details, you should do so only where you are allowed to share that information with us. We will use those details only to understand the enquiry and to reply. We do not add those people to a marketing list. If the other person contacts us and asks about data you sent, we will consider both of your rights and may ask you to resolve the request where the data is mixed with your own confidential instructions.

Please do not send us a production database, a user export, a recording of a call, or a set of credentials in order to illustrate a problem. Describe the problem in ordinary language. If a later engagement needs sample data, we will agree the format, the minimisation, and the deletion date in writing before you send it.

14. Telephone calls

The published number, +44 7891 837264, is for business contact. We do not operate a recorded announcement that says calls are recorded, and this policy does not authorise call recording. If that practice ever changes, we will say so at the start of the call and update this policy. Notes of a call may be written into the correspondence record where they are needed to remember what was asked. Those notes are kept for the same period as the related enquiry.

15. Proposals and pre-contract discussions

If an enquiry develops into a discussion of scope, we may prepare notes, questions, and a proposal. Those documents often repeat the contact details you gave and the description of the system you want. The lawful basis remains the pre-contract steps you requested and our legitimate interest in keeping an accurate record. A proposal is not a contract until both sides agree in writing, as the Terms and Conditions explain. Personal data in a draft proposal is not shared with other prospects.

During that stage you might tell us how your organisation is structured, who would approve a contract, or which existing systems an interface would touch. We use that information to understand the work, not to profile your staff. If the discussion stops, the retention period for unsuccessful enquiries applies.

16. Data inside a later engagement

Software publishing, custom programming, streaming platforms, telecommunications, API integration, and support can all involve personal data that belongs to a client’s users or employees. This website policy does not decide who is controller of that data. Where BOTIFY BOT LTD processes such data only on the client’s documented instructions, the client is typically the controller and we are the processor, and the contract or a data processing schedule will set the subject matter, duration, nature, purpose, types of data, and categories of people. Where we decide the means and purposes ourselves, for example in running our own mailbox, we remain the controller and this policy applies.

We will not treat a client’s user data as our marketing data. We will not use it to train a general model for other clients unless a written agreement says so in terms a reader can understand. The public website does not offer that use.

17. Recruitment messages

The site has no careers form. If you email a curriculum vitae to it.team@botifybot.vip, we will read it only to decide whether to reply. We do not keep an open talent pool. If we are not going to correspond further, we delete the message within the unsuccessful-enquiry period, or sooner if you ask and we have no legal reason to keep it. Do not send information about health, trade-union membership, or other special-category data with a speculative approach.

18. Marketing

We do not operate a newsletter on this site, and we do not add you to a mailing list because you sent an enquiry. A reply to your message is not marketing. If we ever send a promotional message by email, we will do so only where UK PECR allows it, and we will include a way to opt out. Until that exists, you should not expect promotional mail from this domain as a result of browsing the site.

19. Accuracy and your own copies

Please tell us if an email address in an enquiry was wrong, so that further replies do not go to someone else. We rely on the address you typed. We do not check it against a public directory. You should keep your own copy of anything you need, because the acknowledgement page confirms delivery of the form and does not store a personal archive for you to log into later.

20. Access requests in practice

An access request should describe, as far as you can, the dates of contact and the email address you used. We will search the mailbox and the form records we still hold. We will not search client production systems for your name unless the contract for that system makes us the controller of that search, which the public site does not. We may redact other people’s data and our own confidential negotiating positions where the law allows. We do not charge a fee unless a request is manifestly unfounded or excessive, in which case we may charge a reasonable fee or refuse, and we will explain that choice.

21. Objection and legitimate interests

Where we rely on legitimate interests, you can object. We will stop the processing unless we show compelling grounds that override your interests, rights, and freedoms, or unless the processing is for a legal claim. A typical example is an objection to keeping an enquiry after the conversation has ended. We will delete it if the retention period is not needed for a claim or a legal duty. An objection does not require you to delete the cookie yourself, but deleting the cookie is the direct way to remove the notice preference from your own browser.

22. Security incidents you notice

If you receive a message that appears to come from botifybot.vip and you did not expect it, or if a form submission seems to have gone astray, email it.team@botifybot.vip from an address you control and describe what you saw. Do not send passwords in that report. We will look at whether the message came from our mailbox. We cannot control look-alike domains registered by other people, and a similar name is not proof that we sent the message.

23. Records of processing and assessments

We keep an internal note of the processing described in this policy, including the purposes, the categories of data, the recipients, and the retention periods, as part of the accountability duty under the UK GDPR. A contact form of this kind, used to answer business enquiries, does not by itself trigger a data protection impact assessment. If a future feature of the site were likely to result in a high risk to people, we would carry out that assessment before launching it.

We have not appointed a statutory data protection officer because this policy does not describe large-scale monitoring or large-scale processing of special-category data. That is a statement about the website processing in this document, not a claim about every future contract. Privacy correspondence still goes to the email address above, and it is read by the people who handle company administration.

24. No EU or UK representative beyond the company

The company is established in the United Kingdom and can be contacted at the Bakewell address. We do not appoint a separate representative in another country for this website. The site is a company site, not a service directed at children or at a particular non-UK consumer market. People outside the United Kingdom may still read it and may still write to us. If you do, this policy applies to the enquiry, and your local law may give you additional rights that we will respect where they bind us.

25. Cookies and similar technologies

The only cookie the site sets itself is the notice preference described above and in the Cookie Policy. We do not use local storage or session storage for tracking. Essential operation of the site does not require you to accept analytics. If your browser blocks all cookies, the notice may reappear; the pages, the forms, and the telephone and email links still work.

26. Changes in the team who can read mail

Access to it.team@botifybot.vip is limited to people who need it for the company’s work. When someone no longer needs that access, it is removed. We do not publish a list of individual readers. A privacy request is not forwarded to a client unless the request cannot be answered without that client and the law allows the disclosure.

27. How a form submission is handled as a record

When the server accepts a form, it prepares an email that contains the name, the email address, and the message, and it sends that email to the company mailbox. The acknowledgement page does not repeat your message back to the browser. That reduces the chance that a shared screen keeps showing the text after you have finished. It also means the acknowledgement is not itself a copy you can retrieve later. If you need a copy, keep one before you submit, or ask us to confirm what we received.

If the server rejects a submission, it does not add the text to a permanent enquiry file. Your browser may still have the text in the form fields if you used the back control, and the address bar may show an error flag. That flag is not a cookie and does not identify you. It only tells the page to show a short notice that the message was not sent. You can edit the fields and try again. Repeated failures can be avoided by writing to it.team@botifybot.vip directly from your own mail programme.

We may keep a short technical trace of a rejected submission where it is needed to see whether the form is being misused, for example by an automated script inserting line breaks into the email field in an attempt to add hidden recipients. That trace is part of the security log, not part of your enquiry record, and it is kept for the log period described above. It is not used to evaluate you as a prospective client.

28. Professional advisers and corporate records

If an enquiry leads to a contract, personal data in the correspondence may be visible to accountants, insurers, or solicitors who advise the company, under a duty of confidence. We do not send the whole mailbox to an adviser as a matter of routine. We send the extract that the advice requires. Company records that the law tells us to keep, such as tax records that happen to mention a contact name on an invoice, are kept for the period the relevant statute requires, which may be longer than the enquiry period. This policy does not shorten a statutory period.

We do not publish a company registration number, a VAT number, or the names of directors on this site, and we do not collect those details from you through the forms. If a contract later requires them, they will be exchanged in that contract, not through this policy.

29. How to read this policy alongside a contract

If a later contract includes a data processing schedule, that schedule governs processing we carry out on your instructions. This policy continues to govern the website, the mailbox, and our own business records. If a sentence in a schedule and a sentence in this policy both appear to cover the same act, the schedule applies to client-instructed processing and this policy applies to everything else. Neither document authorises a new use of enquiry data for marketing.

30. Contact

Privacy questions and requests go to BOTIFY BOT LTD, Diamond Court, Water Street, Bakewell, DE45 1EW, United Kingdom, or to it.team@botifybot.vip. The telephone number +44 7891 837264 is also published for general contact. Please use email for privacy requests so that the wording of the request is clear.

Related documents: Cookie Policy, Terms of Service, Terms and Conditions.