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Privacy Policy

How Marvanova collects, uses, and protects your personal data in accordance with the UK General Data Protection Regulation.

1. Who We Are

Marvanova is a trading name operated from Dunton Green, Sevenoaks, Kent, United Kingdom. We provide AI chatbot development, automation workflow services, and AI-enhanced website design and development.

For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, Marvanova is the data controller responsible for your personal data.

Contact details:

2. What Data We Collect

We may collect and process the following categories of personal data:

2.1 Information You Provide Directly

  • Contact form submissions: your name, email address, phone number (if provided), company name (if provided), and any message content you submit through our website contact forms.
  • Chatbot conversations: any text, questions, or information you enter when interacting with our AI-powered chatbot on the website.
  • Booking information: your name, email address, and any details you provide when scheduling a call or meeting through our Calendly integration.
  • Email correspondence: any personal data included in emails you send to us.

2.2 Information Collected Automatically

  • Analytics data: pages visited, time spent on pages, referral source, browser type, device type, screen resolution, approximate geographic location (city/country level), and interaction events. This data is collected via Google Analytics (GA4).
  • Technical data: IP address, browser type and version, operating system, and other technical identifiers collected by our hosting provider (Netlify) as part of standard web server operations.
  • Cookie data: information stored by cookies placed on your device (see Section 6 for full details).

3. How We Use Your Data

We use your personal data for the following purposes:

  • Service delivery: to respond to your enquiries, provide quotes, deliver our AI chatbot, automation, and website services, and manage our client relationships.
  • Communication: to reply to your messages, follow up on project discussions, and send relevant service-related information.
  • Website improvement: to understand how visitors use our site, identify popular content, diagnose technical issues, and improve the user experience.
  • Chatbot functionality: to process your inputs through our AI chatbot and provide helpful, relevant responses about our services.
  • Legal compliance: to comply with legal obligations, resolve disputes, and enforce our agreements.

We do not sell your personal data to third parties. We do not use your data for automated decision-making or profiling that produces legal or similarly significant effects.

4. Legal Basis for Processing

Under UK GDPR, we must have a lawful basis for processing your personal data. We rely on the following bases:

  • Consent (Article 6(1)(a)): when you submit a contact form, interact with our chatbot, or accept non-essential cookies, you consent to the processing of your data for those specific purposes. You may withdraw consent at any time by contacting us at hello@marvanova.com.
  • Contractual necessity (Article 6(1)(b)): when processing is necessary to perform a contract with you or to take steps at your request before entering into a contract, such as providing a quote or delivering agreed services.
  • Legitimate interests (Article 6(1)(f)): we may process data where it is in our legitimate business interests to do so, provided those interests are not overridden by your rights. This includes website analytics to improve our services, maintaining security, and preventing fraud. Our legitimate interest in understanding website usage is balanced against your privacy through the use of anonymised or aggregated data where possible.

5. Third-Party Services

We use a number of third-party services to operate our website and deliver our services. Each of these services may process your personal data as described below:

5.1 Anthropic (Claude API)

Our website chatbot is powered by the Anthropic Claude API. When you interact with the chatbot, your conversation inputs are sent to Anthropic's servers for processing and response generation. Anthropic processes this data as a data processor on our behalf. Please refer to Anthropic's Privacy Policy for information on how they handle data.

5.2 Google Analytics (GA4)

We use Google Analytics 4 to collect anonymised usage data about how visitors interact with our website. GA4 uses cookies to distinguish unique users and track sessions. IP anonymisation is enabled. Google processes this data on servers which may be located outside the UK, subject to appropriate safeguards including Standard Contractual Clauses. Please refer to Google's Privacy Policy for further details.

5.3 Netlify

Our website is hosted on Netlify. Netlify processes server logs (including IP addresses) as part of standard hosting operations. Contact form submissions made on our site are processed and stored by Netlify Forms. Netlify acts as a data processor on our behalf. Please refer to Netlify's Privacy Policy for more information.

5.4 Calendly

We use Calendly to allow you to book calls and meetings with us. When you schedule a meeting, Calendly collects your name, email address, and any additional information you provide. Calendly processes this data as a data processor on our behalf. Please refer to Calendly's Privacy Policy for further information.

5.5 International Transfers

Some of our third-party service providers (including Anthropic, Google, Netlify, and Calendly) are based in the United States. Where personal data is transferred outside the UK, we ensure that appropriate safeguards are in place, such as Standard Contractual Clauses approved by the UK Information Commissioner's Office (ICO), or that the receiving country has been deemed to provide an adequate level of data protection.

6. Cookies

Cookies are small text files placed on your device when you visit our website. We use the following types of cookies:

6.1 Essential Cookies

These cookies are strictly necessary for the website to function correctly. They enable core features such as page navigation and do not collect personally identifiable information. These cookies cannot be disabled.

6.2 Analytics Cookies

We use Google Analytics cookies to understand how visitors use our website. These cookies collect information in an anonymised form, including the number of visitors, the pages they visit, and where they came from. The following cookies may be set:

  • _ga: used to distinguish unique users. Expires after 2 years.
  • _ga_[ID]: used to persist session state. Expires after 2 years.

You can opt out of Google Analytics tracking by installing the Google Analytics Opt-out Browser Add-on or by adjusting your browser's cookie settings to block third-party cookies.

6.3 Managing Cookies

Most web browsers allow you to control cookies through their settings. You can set your browser to refuse cookies or to alert you when cookies are being sent. Please note that disabling cookies may affect the functionality of our website. For more information on managing cookies, visit www.aboutcookies.org.

7. Data Retention

We retain your personal data only for as long as is necessary for the purposes for which it was collected:

  • Contact form submissions: retained for up to 2 years from the date of submission, unless an ongoing business relationship is established.
  • Chatbot conversation data: retained for up to 90 days for quality assurance and service improvement, then deleted.
  • Client project data: retained for the duration of the business relationship and for up to 6 years after the relationship ends, in accordance with UK tax and accounting requirements.
  • Analytics data: Google Analytics data is retained for 14 months, after which it is automatically deleted by Google.
  • Email correspondence: retained for up to 6 years from the date of the last communication, in line with business record-keeping requirements.
  • Booking data (Calendly): retained for up to 2 years from the date of the meeting, unless an ongoing business relationship is established.

When personal data is no longer required, it is securely deleted or anonymised.

8. Your Rights Under UK GDPR

Under the UK General Data Protection Regulation, you have the following rights in relation to your personal data:

  • Right of access (Article 15): you have the right to request a copy of the personal data we hold about you.
  • Right to rectification (Article 16): you have the right to request that we correct any inaccurate or incomplete personal data we hold about you.
  • Right to erasure (Article 17): you have the right to request that we delete your personal data where there is no compelling reason for us to continue processing it, also known as the "right to be forgotten."
  • Right to restriction of processing (Article 18): you have the right to request that we restrict the processing of your personal data in certain circumstances, such as when you contest the accuracy of the data.
  • Right to data portability (Article 20): you have the right to receive the personal data you have provided to us in a structured, commonly used, and machine-readable format, and to transmit that data to another controller.
  • Right to object (Article 21): you have the right to object to the processing of your personal data where we are relying on legitimate interests as the legal basis, and there is something about your particular situation which makes you want to object.
  • Right to withdraw consent: where we rely on consent as the legal basis for processing, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.

These rights are not absolute and may be subject to exemptions under applicable law. We will respond to any valid request within one month, though this period may be extended by a further two months where necessary, taking into account the complexity and number of requests.

9. How to Make a Data Request

To exercise any of your rights, or if you have any questions about how we handle your personal data, please contact us:

  • Email: hello@marvanova.com
  • Subject line: Please include "Data Request" or "Privacy Enquiry" in the subject line so we can handle your request promptly.

We may need to verify your identity before processing your request to ensure the security of your personal data. We will not charge a fee for handling your request unless it is manifestly unfounded or excessive.

10. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices, services, or legal requirements. When we make material changes, we will update the "Last updated" date at the bottom of this page. We encourage you to review this policy periodically to stay informed about how we are protecting your data.

Continued use of our website and services after any changes to this policy constitutes your acceptance of the updated terms.

11. Complaints

If you are unhappy with the way we have handled your personal data or responded to a data request, you have the right to lodge a complaint with the UK's supervisory authority:

  • Information Commissioner's Office (ICO)
  • Website: ico.org.uk
  • Telephone: 0303 123 1113
  • Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

We would appreciate the chance to address your concerns before you approach the ICO, so please contact us at hello@marvanova.com in the first instance.

Last updated: March 2026