At a glance
- We only collect what we need to answer you, work with you, and keep our website and premises safe.
- We never sell or rent your information, and we don’t use advertising or tracking cookies.
- We keep information only for as long as we need it, and then we delete it.
- You can ask to see, correct or delete your information at any time by emailing info@ecobelt.eco.
01Who we are
This website, our client portal and our visitor sign-in are run by Ecobelt Ltd, a company registered in England and Wales (company number 14495874). Our registered office is at Unit B, Plot 10 Broadway, Chadderton, Oldham, OL9 0JA.
Ecobelt Ltd is the “controller” of the personal information described in this policy. This means that we decide how it is used and are responsible for looking after it. If you have any questions about this policy or your information, email us at info@ecobelt.eco or write to us at the address above.
02What we collect and why
The information we collect depends on how you deal with us. For each situation below, we set out what we collect, why we need it, the legal basis that allows us to use it under UK data protection law, and how long we keep it.
When you contact us
- What we collect
- Your name, email address, phone number and company (if you give them), and the content of your message.
- Why
- To reply to you, deal with your enquiry and keep a record of our correspondence.
- Legal basis
- Our legitimate interest in responding to enquiries and running our business.
- How long we keep it
- For as long as we need to deal with your enquiry. If it leads to us working together, see “When you do business with us”.
When you do business with us
- What we collect
- The names, job titles and contact details of the people we deal with at your organisation, and order, delivery, invoice and payment records.
- Why
- To quote for, supply and support our products and services, and to keep the accounts that the law requires.
- Legal basis
- Performance of our contract with you or your organisation, and our legal obligations (for example, under tax law).
- How long we keep it
- Six years from the end of the financial year in which the work was completed, as required for tax and accounting records.
When you use our chat assistant
- What we collect
- The messages you type into the chat.
- Why
- To answer your question. We don’t keep a copy of the conversation.
- Legal basis
- Our legitimate interest in answering questions about our products and services.
- How long we keep it
- We don’t store it. Your messages are processed by Anthropic to produce a reply (see section 3).
When you use our client portal
- What we collect
- Your name, email address and password (stored only in encrypted form, so that no one can read it), the documents shared with you, and when and from which device you sign in.
- Why
- To give you secure access to your documents and to protect your account, for example by spotting sign-ins from an unfamiliar device.
- Legal basis
- Performance of our contract with you, and our legitimate interest in keeping your account secure.
- How long we keep it
- For as long as you have an account. When your account is closed, it is deleted.
When you visit our premises
- What we collect
- Your name, company, phone number, vehicle registration, a photo, your signature, who you are visiting, and when you arrive and leave.
- Why
- For health, safety and security: so that we know who is on site in an emergency, and so that our site rules are followed.
- Legal basis
- Our legitimate interest in keeping people and our premises safe, and our duties under health and safety law.
- How long we keep it
- Photos are deleted after 30 days. Visit records are deleted after two years.
When you visit this website
- What we collect
- Your IP address, the type of browser and device you use, and the pages you request. These are recorded in our web server’s logs.
- Why
- To keep the website running, secure and protected against misuse.
- Legal basis
- Our legitimate interest in keeping our website secure and working properly.
- How long we keep it
- 14 days.
Where we rely on our legitimate interests, we have weighed them against your rights and are satisfied that our use of your information is fair and is what you would reasonably expect. We do not use your information for automated decision-making or profiling, and we do not send you marketing unless you have asked us to.
03Who we share it with
We use a small number of trusted companies to run our services. They may use your information only on our instructions, and they must keep it secure.
Fast Panda LtdHosts the server that runs this website, the client portal and the visitor sign-in, in a data centre in London.
MicrosoftProvides our email (Microsoft 365), so it handles any email you send us.
AnthropicProvides the AI behind our chat assistant. Your messages are sent to Anthropic to produce a reply. Under its commercial terms, Anthropic may not use them to train its AI models. Please don’t enter personal or confidential information in the chat.
We may also share information where the law requires it, for example with HM Revenue & Customs or the police, or with our professional advisers, such as our accountants and lawyers. If our business is ever sold or restructured, the information may pass to the new owner, who would have to follow this policy.
We never sell or rent your personal information to anyone.
04Transfers outside the UK
Some of our suppliers, including Microsoft and Anthropic, may handle information outside the UK, including in the United States. When they do, the transfer is protected by safeguards approved under UK law, such as the UK International Data Transfer Addendum or the UK–US “data bridge”.
05How we keep it safe
We protect your information with appropriate technical and organisational measures. These include encrypted connections (HTTPS) across the website and portal, passwords stored only in encrypted form, access limited to the people who need it, regular security updates, and secure daily backups.
No system is completely secure. If a breach ever puts your information at risk, we will tell you and the Information Commissioner’s Office where the law requires us to.
06Your rights
Under UK data protection law, you have the right to:
- AccessAsk for a copy of the information we hold about you.
- CorrectionAsk us to correct information that is wrong or incomplete.
- DeletionAsk us to delete your information where we no longer have a good reason to keep it.
- RestrictionAsk us to limit how we use your information, for example while a complaint is looked into.
- ObjectionObject to our use of your information where we rely on our legitimate interests.
- PortabilityAsk us to send information you gave us to you, or to another organisation, in a common electronic format.
To exercise any of these rights, email info@ecobelt.eco. There is no charge, and we will reply within one month. We may need to confirm your identity before we act on your request.
07Cookies
This website doesn’t use advertising or tracking cookies. It stores only a few small items that it needs in order to work, such as your choice of language. Our cookies policy lists them all.
08Children
Our website and services are intended for businesses and are not aimed at children. We do not knowingly collect information from anyone under the age of 13.
09Questions and complaints
If you have a question, or you are unhappy with how we have handled your information, please contact us first and we will do our best to put things right.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113.
10Changes to this policy
We may update this policy from time to time, for example if we change how we use your information. When we do, we will publish the new version on this page and change the date at the top. This version was last updated on 26 October 2026.