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Privacy by design, explained plainly

Privacy & Data Handling Notice

For prospects, clients, client personnel, business contacts and website visitors.

Version 1.120 August 2026
01

Who we are

MAGICKA.AI LTD ("Magicka", "we", "us") is a private limited company registered in England and Wales, company number 16464609. Our registered office is 38 Clearwell Croft, Cusworth, Doncaster, England, DN5 8UL.

Privacy contactrichard@magicka.ai
Business websitehttps://magicka.ai

This notice explains how we handle personal information about prospective clients, clients, client personnel, suppliers, website visitors and other business contacts. Where a client gives us personal information that we process solely on that client's instructions, the client is normally the controller and Magicka may act as its processor under the relevant engagement terms.

02

Information we may collect

  • Business identity and contact information—such as name, employer, job title, work email, work telephone number and professional profile information.
  • Enquiry, sales and relationship information—including correspondence, meeting notes, service interests, outreach status and communication preferences.
  • Contract and billing information—including client legal name, address, invoice details and payment status. We do not need full payment-card details.
  • Audit and project information—such as process descriptions, workflow examples, documents, spreadsheets, metrics, screenshots and comments supplied by a client.
  • Technical and security records—such as access, sharing, delivery, device and audit-log information created by the services used to operate Magicka.
Please do not send special-category personal data, criminal-offence data, passwords, authentication secrets, payment-card data or other highly sensitive information unless we have specifically agreed that it is necessary and appropriate.

Where information comes from

It may come directly from you or your organisation; public business sources such as company websites, Companies House and professional networking sites; referrals and introductions; or our business systems and service providers when you interact with us.

03

Why we use personal information

Respond to enquiries and discuss servicesLegitimate interests and steps requested before entering a contract.
Provide an audit and manage the client relationshipContract, legitimate interests, or client instructions where we act as a processor.
Invoice, receive payment and keep business or tax recordsContract, legal obligation and legitimate interests.
Protect systems, investigate misuse and maintain securityLegitimate interests and legal obligation where applicable.
Send relevant, targeted B2B informationLegitimate interests alongside the applicable electronic-marketing rules.
Establish, exercise or defend legal claimsLegitimate interests and legal obligation where applicable.
04

Website, technical data and cookies

Our hosting and security providers may process limited technical information needed to deliver and protect this website, such as IP address, request time, browser or device details, requested page and security events. This is used for reliable delivery, security and abuse prevention under our legitimate interests.

Magicka does not currently configure advertising cookies, marketing pixels or website analytics, and this website does not contain a contact form. Email links open your own email service. Strictly necessary security or delivery technologies may be used without consent where the law permits. If we add non-essential cookies or similar technology, we will update this notice and request consent where required before using them.

05

Targeted B2B marketing and opt-outs

We may contact relevant people at UK limited companies, LLPs and other corporate organisations about services we reasonably believe may be relevant to their role or organisation. We keep this outreach targeted and proportionate. Marketing messages identify Magicka and provide a simple way to object or opt out.

If you object to direct marketing, we will stop using your personal information for that purpose and keep only the minimum information needed to honour the suppression request. We do not rely on this approach for unsolicited marketing emails to individual subscribers such as sole traders or certain partnerships where consent rules apply, unless another lawful route is available.

06

How we share information

We may share information only where reasonably necessary with:

  • cloud hosting, email, document-management, productivity, analytics and AI-assisted service providers used to operate Magicka and deliver services;
  • professional advisers such as accountants, insurers or legal advisers;
  • regulators, courts, law-enforcement bodies or public authorities where disclosure is required or permitted by law; and
  • a buyer, investor or successor in a genuine corporate transaction, subject to appropriate safeguards.

We do not sell personal information.

AI-assisted processing

We may use business-grade AI-assisted tools to help structure, analyse or present project information. We aim to minimise and, where practical, redact or pseudonymise personal information before using such tools. We do not intentionally place special-category or other highly sensitive personal data into AI tools unless this has been specifically assessed and agreed.

International transfers

Some technology providers may process information outside the UK. Where UK data-protection law treats this as a restricted transfer, we use an available lawful transfer mechanism or other applicable safeguard and take proportionate steps to assess protection.

07

Retention and security

Prospect and outreach recordsNormally reviewed and deleted or anonymised after 12 months without meaningful interaction. Minimal suppression records may be kept to respect an opt-out.
Client audit working filesNormally deleted within 90 days after final delivery unless the engagement requires a different period, earlier deletion is requested, or a legal reason requires longer retention.
Final deliverables and relationship recordsKept only as long as reasonably necessary for service, support, evidential and business purposes.
Contracts, invoices and accounting recordsKept for the period required by applicable law and normal business record-keeping obligations.

Security

We use proportionate controls for a small professional consultancy, including access control, multi-factor authentication where available, business cloud storage, secure client-upload methods, least-privilege sharing, device security, data minimisation and removal of project access links when no longer needed. No system can be guaranteed completely secure, but controls are reviewed against the sensitivity and volume of information involved.

08

Your rights and complaints

Depending on the circumstances, UK data-protection law may give you rights to access, correct, erase or restrict your personal information, object to certain processing, and obtain certain information in a portable form. Where processing is based on consent, you may withdraw consent. You have an absolute right to object to use of your personal information for direct marketing.

To exercise a right, email richard@magicka.ai. We may need information to verify your identity and understand the request. Please contact us first if you have a concern so we can try to resolve it. You may also complain to the UK Information Commissioner's Office at ico.org.uk.

Changes to this notice

We may update this notice when our services, systems or legal obligations change. The version date at the top shows when it was last updated.