Last updated: April 2026 Effective date: April 2026
AutoNinja ("we", "us", "our") is committed to protecting the privacy of anyone who visits our website, fills in a contact form, or becomes a client or affiliate. This policy explains what data we collect, why we collect it, how we use it, and what your rights are.
If you have questions about anything in this policy, email us at privacy@autoninja.co.
1. Who We Are
AutoNinja is an AI automation agency that builds custom workflow automation systems for small businesses using n8n. Our website is autoninja.co.
For the purposes of applicable data protection law, AutoNinja is the data controller responsible for your personal data.
2. What Data We Collect
We collect personal data in the following ways:
2.1 Data you give us directly
When you fill in our contact form, intake form, or affiliate application, we may collect:
- Full name
- Email address
- Phone number
- Business name and website
- Information about your business — team size, revenue range, tools you use, operational challenges
- Any other information you choose to include in open-text fields
When you book a discovery call or ops audit, we collect the data associated with your calendar booking (name, email, any notes you add).
2.2 Data collected automatically
When you visit our website, we may collect:
- IP address
- Browser type and version
- Pages visited and time spent on each
- Referring URL (the page you came from)
- Device type and operating system
This data is collected via cookies and analytics tools. See Section 6 for details on cookies.
2.3 Data from third parties
If you are referred to us by an affiliate, we may receive your name and contact details from that affiliate as part of the introduction. We handle this data under the same standards as data collected directly.
3. Why We Collect Your Data and the Legal Basis
We only collect and use personal data where we have a lawful basis to do so.
Purpose | Data used | Legal basis |
|---|---|---|
Responding to contact form submissions | Name, email, message content | Legitimate interest / pre-contractual steps |
Running discovery and qualification calls | Name, email, business information | Pre-contractual steps |
Sending proposals and service agreements | Name, email, business details | Pre-contractual / contractual necessity |
Delivering automation services to clients | Name, email, business tools and workflows | Contractual necessity |
Managing affiliate referrals and commissions | Name, email, payment details | Contractual necessity |
Sending follow-up emails to prospects | Name, email | Legitimate interest |
Improving our website and services | Analytics data, usage data | Legitimate interest |
Complying with legal obligations | Relevant personal data | Legal obligation |
We do not use your data for automated decision-making or profiling that produces legal or similarly significant effects.
4. How We Use Your Data
For prospects: We use your contact information to respond to your inquiry, conduct a discovery call, assess fit, and send a proposal if appropriate. We may follow up by email if we believe there is a genuine fit and you have not responded to our first message. You can opt out of follow-up emails at any time.
For clients: We use your data to deliver the agreed automation services, communicate about your project, send invoices, and provide post-launch support. We retain client data for as long as the engagement is active plus 6 years for legal and accounting purposes.
For affiliates: We use your data to manage your referral link, track commissions, process payouts, and communicate programme updates. We retain affiliate data for as long as your affiliate relationship is active plus 6 years.
For website visitors: We use anonymised analytics data to understand how people use our website and improve the content and structure. We do not sell or share this data with third parties for advertising purposes.
5. Who We Share Your Data With
We do not sell your personal data. We may share it with the following categories of third parties where necessary to deliver our services:
Recipient | Purpose |
|---|---|
CRM software (e.g. HubSpot, Pipedrive) | Contact management and pipeline tracking |
Email service providers (e.g. Gmail, Outlook) | Sending and receiving emails |
Calendar and scheduling tools (e.g. Calendly) | Booking discovery calls and meetings |
Project management tools (e.g. Notion, ClickUp) | Managing client delivery |
Payment processors (e.g. PayPal, bank transfer services) | Processing affiliate commission payouts |
Website analytics (e.g. Plausible, Google Analytics) | Understanding website usage |
n8n (self-hosted or cloud) | Building and running automation workflows |
Accounting software | Invoicing and financial records |
All third parties we work with are required to handle your data securely and in accordance with applicable law. Where we transfer data outside of your jurisdiction, we ensure appropriate safeguards are in place.
6. Cookies
Our website uses cookies to function correctly and to understand how visitors use the site.
Essential cookies: Required for the website to work. Cannot be disabled.
Analytics cookies: Used to collect anonymised data about page views, session duration, and navigation. We use privacy-first analytics tools that do not track individuals across websites or share data with advertisers. You can disable these in your browser settings.
No advertising cookies: We do not use advertising or retargeting cookies.
You can manage or delete cookies at any time through your browser settings. Disabling analytics cookies will not affect your ability to use the website.
7. How Long We Keep Your Data
Data type | Retention period |
|---|---|
Prospect data (no engagement) | 12 months from last contact |
Prospect data (proposal sent, no close) | 24 months from last contact |
Client data | Duration of engagement + 6 years |
Affiliate data | Duration of relationship + 6 years |
Website analytics data | 24 months (anonymised) |
Financial records | 7 years (legal requirement) |
When data is no longer needed, we delete or anonymise it securely.
8. Your Rights
Depending on your location, you may have the following rights regarding your personal data:
Right to access - You can request a copy of the personal data we hold about you.
Right to correction - You can ask us to correct inaccurate or incomplete data.
Right to erasure - You can ask us to delete your personal data where we no longer have a lawful reason to keep it.
Right to restrict processing - You can ask us to pause processing your data in certain circumstances.
Right to data portability - You can ask us to provide your data in a structured, machine-readable format.
Right to object - You can object to us processing your data on the basis of legitimate interest, including marketing follow-up emails.
Right to withdraw consent — Where we rely on your consent, you can withdraw it at any time.
To exercise any of these rights, email info@autoninja.co. We will respond within 30 days. We may need to verify your identity before processing your request.
If you are based in the EU or UK and are not satisfied with how we have handled your data, you have the right to lodge a complaint with your local supervisory authority.
9. Data Security
We take reasonable technical and organisational measures to protect your personal data against unauthorised access, disclosure, alteration, or destruction. These include:
- Encrypted email and file storage
- Access controls limiting who can view client and prospect data
- Use of reputable, security-audited third-party tools
- Regular review of data access and storage practices
No system is completely secure. If you believe your data has been compromised, contact us immediately at info@autoninja.co.
10. Children's Privacy
Our website and services are not directed at children under 16. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a child, contact us and we will delete it promptly.
11. Links to Other Websites
Our website may contain links to third-party websites. We are not responsible for the privacy practices of those sites. We recommend reviewing the privacy policy of any website you visit.
12. Changes to This Policy
We may update this Privacy Policy from time to time. When we make changes, we will update the "Last updated" date at the top of this page. For significant changes, we will notify active clients and affiliates by email.
We encourage you to review this policy periodically.
13. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, contact us at:
Email: info@autoninja.io
Website: autoninja.io
Response time: Within 5 business days
