Privacy policy

Who is responsible for your data

The data controller is Ox-Ram System — Smart Automation (Ox-Ram), a sole trader business registered in the United Kingdom, Stirling, Scotland.

Privacy contact: oxram.smart@gmail.com.

Contact form

When you send a form on the site or in the chat panel, we store: your name or company, your contact details (email or phone), your message, the form or place through which you contacted us, your language, the time of submission and a salted hash of your IP address.

The data is kept in a database on our server, and we read the enquiry in a password-protected admin view. Our internal Discord channel (Discord Inc., USA) only receives a notification that contains no personal data — just the enquiry number and the source.

We use it to reply to your enquiry and to prepare an offer. Legal basis: steps taken at your request before entering into a contract (Art. 6(1)(b) UK GDPR / GDPR) and our legitimate interest (Art. 6(1)(f)).

We keep it for 24 months (730 days) from submission, then it is deleted — we clean up daily.

Chat with the AI assistant

The content of your messages is sent to our AI model provider, MiniMax (api.minimax.io), only to generate the reply. This is a transfer of data outside the UK and the EEA.

We do not store the content of conversations — we only keep a daily message counter. For abuse protection we hold a salted hash of your IP address in the server’s memory.

Please do not type sensitive data into the chat.

Our own visit counter (no cookies)

Our own simple visit counter works without cookies and without third-party scripts, and needs no consent. We record the event type, the page path, the language, the time and a salted hash of your IP address. This data is kept for 90 days.

Visit statistics in Google Analytics (only with your consent)

Legal basis: your consent (Art. 6(1)(a) UK GDPR / GDPR, together with the cookie rules: PECR in the UK, the ePrivacy Directive in the EU). With it we measure how many people visit the site and where they come from, so we can improve the site and our ads. Consent is voluntary, and declining or not giving it does not change how the site works.

Google Analytics 4 records: the pages visited, where you came from (for example a link or an ad — UTM parameters), the device and browser type, and an approximate location derived from your IP address (GA4 does not store the IP address). We send Google the page address with the campaign parameters only (utm_*), without the rest of the query and without the fragment after #. Google signals (Google Signals) and ad personalisation are switched off.

In first-party cookies _ga and _ga_DQ7C9PYQW6 (set only on the ox-ram.uk address, not on its subdomains) a random browser identifier is stored that lets visits and sessions be told apart (no name, e-mail or login). By default they are valid for up to 2 years and renewed on each visit; browsers may shorten that. This is how long the cookies last, not how long data is kept.

Retention in Google Analytics: event data 2 months, user data (the cookie identifier) 14 months from your last activity. Recipients: Google Ireland Limited (Ireland) and Google LLC (USA); data may be processed in the USA under the EU-US Data Privacy Framework (and its UK Extension). Without your consent, no connection to Google servers (googletagmanager.com, google-analytics.com) is made.

You can withdraw consent at any time: click “Cookie settings” in the page footer and choose “Decline”. Measurement stops and the _ga cookies are deleted from your browser; withdrawal does not affect the lawfulness of processing before it. We store the decision itself in the browser’s storage (localStorage, key oxram.consent.analytics); without that record the banner returns on every visit.

Cookies and browser storage

Apart from the Google Analytics cookies (set only after your consent, see above), the ox-ram.uk site uses no cookies. In the browser’s storage we keep: your decision about statistics (localStorage, oxram.consent.analytics) and, in session storage (sessionStorage), your language choice (oxlang) and whether the intro animation has played (oxHeroBoot) — this is not tracking.

The campaign landing page at /oferta/ uses the same banner and the same Google Analytics consent; details: privacy policy of the /oferta/ page.

Hosting and server logs

The site is delivered by our VPS provider, which processes data as a hosting provider. The web server writes standard logs (IP address, time, URL) and keeps them for a limited time for security.

Your rights

You have the right to access, rectify, erase, restrict or object to the processing of your data, and to data portability. Where processing is based on consent, you can withdraw it at any time. Write to us: oxram.smart@gmail.com.

You can also complain to a supervisory authority: the ICO (United Kingdom), the President of UODO (Poland) or the authority in your own country.

We do not sell data, and we do not make automated decisions about you that have legal effects.