Privacy Policy

1. Introduction

Overview of Coin-op Technologies Ltd’s Commitment to Privacy

At Coin-op Technologies Ltd (“Coin-op,” “we,” “us,” or “our”), we are committed to protecting your privacy and safeguarding your personal information. This Privacy Policy explains how we collect, use, disclose, and protect your data when you interact with our website, free tools, and services.

Scope of the Policy

This Privacy Policy applies to all users of our website (responsehub.ai), our free lead generation tools, and any other services we provide. By accessing or using our services, you agree to the terms outlined in this Privacy Policy.

2. Data We Collect

Personal Information

We may collect the following personal information:

  • Name and contact details (such as email address, phone number)
  • Company information (company name, job title, industry)
  • Billing information when you purchase our services
  • Account credentials
  • Communication preferences

Usage Data

We automatically collect certain information when you visit our website or use our services:

  • IP address
  • Browser type and version
  • Operating system
  • Device information
  • Time and date of visits
  • Pages visited and features used
  • Referring websites
  • Click patterns and interaction with our site

Content Data

When you use our free tools, we collect:

  • Input data you provide to generate results
  • Output data generated by our tools
  • Usage patterns of our tools
  • Feedback and suggestions you provide

Cookies & Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience and collect information about how you interact with our services. For more details, please see Section 8 of this Privacy Policy.

3. How We Use Your Data

Providing and Improving Services

We use your data to:

  • Deliver the services you request
  • Provide access to our free lead generation tools
  • Personalize your experience
  • Develop new features and improve existing ones
  • Analyze usage patterns to enhance user experience

Account Management & Authentication

We use your information to:

  • Create and manage your account
  • Verify your identity
  • Process your requests
  • Maintain the security of your account

Billing & Transaction Processing

When applicable, we use your data to:

  • Process payments
  • Issue invoices
  • Maintain financial records
  • Prevent fraudulent transactions

Customer Support & Communication

We use your information to:

  • Respond to your inquiries
  • Provide technical support
  • Send service-related notifications
  • Communicate important updates about our services

Improving AI Models

With appropriate safeguards and anonymization, we may use data to:

  • Train and improve our AI algorithms
  • Enhance the accuracy and relevance of our tools
  • Develop new features based on usage patterns

Marketing & Promotional Emails

With your consent, we may use your information to:

  • Send newsletters and updates about our services
  • Inform you about new features or promotional offers
  • Provide relevant content and resources
  • You can opt out of these communications at any time

Contractual Necessity

We process your data when necessary to fulfill our contractual obligations to you, including providing our services and tools.

Legitimate Interests

We process your data when it is in our legitimate business interests to do so, such as:

  • Improving our services
  • Ensuring security and preventing fraud
  • Understanding how our services are used
  • Marketing our services to existing customers

We process certain types of data based on your explicit consent, including:

  • Marketing communications
  • Cookie usage (except for essential cookies)
  • Using anonymized data for AI model training

We process your data when necessary to comply with legal requirements, such as:

  • Tax and accounting regulations
  • Data protection laws
  • Legal proceedings
  • Law enforcement requests

5. Sharing & Disclosure of Data

Third-party Service Providers

We may share your information with trusted third-party service providers who help us operate our business and deliver services, including:

  • Cloud hosting providers (e.g., AWS, Google Cloud)
  • Payment processors (e.g., Stripe)
  • Analytics providers (e.g., Google Analytics)
  • Customer relationship management tools
  • Email service providers

All third-party providers are required to maintain the confidentiality and security of your data.

Read more about our sub-procecesors here.

Legal & Regulatory Compliance

We may disclose your information if required to do so by law or if we believe in good faith that such action is necessary to:

  • Comply with legal obligations
  • Respond to legal claims or proceedings
  • Protect our rights, property, or safety
  • Protect the rights, property, or safety of our users or others

Business Transfers

If Coin-op Technologies Ltd is involved in a merger, acquisition, or sale of all or a portion of its assets, your information may be transferred as part of that transaction. We will notify you via email and/or a prominent notice on our website of any change in ownership or uses of your personal information.

6. Data Retention & Deletion

Retention Period

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. This typically includes:

  • Account information: retained while your account is active
  • Transaction data: retained for the period required by tax and accounting regulations
  • Usage data: retained for a reasonable period to support our legitimate business interests

Inactive Accounts

If your account is inactive for 6 months, we may contact you to determine if you wish to maintain your account. If we do not receive a response, we may deactivate your account and securely archive your data.

Data Deletion Requests

You can request deletion of your personal information by:

We will respond to your request within 30 days. Note that some information may be retained for legal, regulatory, or security purposes even after you request deletion.

7. User Rights (GDPR & UK Data Protection Act)

Under applicable data protection laws, you have the following rights:

Right to Access

You have the right to request a copy of the personal information we hold about you.

Right to Rectification

You have the right to request that we correct any inaccurate or incomplete personal information we hold about you.

Right to Erasure

You have the right to request deletion of your personal information in certain circumstances.

Right to Restrict Processing

You have the right to request that we restrict the processing of your personal information in certain circumstances.

Right to Data Portability

You have the right to receive your personal information in a structured, commonly used, and machine-readable format, and to transmit that data to another controller.

Right to Object

You have the right to object to our processing of your personal information based on legitimate interests, including profiling. You also have the right to object to the use of your data for direct marketing.

Where we rely on your consent to process your personal information, you have the right to withdraw that consent at any time.

To exercise any of these rights, please contact us at hello@responsehub.ai

8. Cookies & Tracking Technologies

Types of Cookies We Use

We use the following types of cookies:

  • Essential cookies: Required for the operation of our website and services
  • Functional cookies: Enable enhanced functionality and personalization
  • Analytics cookies: Help us understand how visitors interact with our website
  • Marketing cookies: Used to track visitors across websites to display relevant advertisements

Third-Party Cookies

Our website may use third-party cookies from services such as:

  • Google Analytics
  • LinkedIn Insight Tag
  • Facebook Pixel
  • Other advertising and analytics providers

You can manage your cookie preferences through:

  • Our cookie consent banner
  • Your browser settings
  • Third-party opt-out tools

You can withdraw your consent for non-essential cookies at any time, though this may affect your ability to use certain features of our services.

9. Data Security Measures

Security Protocols

We implement appropriate technical and organizational measures to protect your personal information, including:

  • Encryption of sensitive information
  • Secure socket layer (SSL) technology
  • Regular security assessments
  • Secure data storage systems

Access Controls

We limit access to personal information to authorized employees, contractors, and third-party service providers who require access to perform their job functions and are subject to strict contractual confidentiality obligations.

Breach Notification

In the event of a personal data breach affecting your information, we will notify affected users and the appropriate regulatory authority within 72 hours, where required by law.

10. International Data Transfers

Global Operations

Our services may be provided using resources and servers located outside of your country. Your data may be transferred to and processed in countries where data protection laws may differ from those in your country.

Transfer Safeguards

When transferring data internationally, we implement appropriate safeguards, including:

  • Standard Contractual Clauses approved by the European Commission
  • UK International Data Transfer Agreements
  • Vendor assessments and contractual requirements
  • Additional technical and organizational measures where necessary

We ensure that any transfer of personal data outside the UK/EU complies with UK GDPR through legally approved mechanisms such as Standard Contractual Clauses (SCCs).

11. Children’s Privacy

Age Restrictions

Our services are not directed to individuals under the age of 16. We do not knowingly collect personal information from children under 16. If you are a parent or guardian and believe we have collected information from a child under 16, please contact us at hello@responsehub.ai.

Accidental Collection

If we discover that we have collected personal information from a child under 16, we will promptly delete that information.

12. Marketing & Communication Preferences

Types of Communications

With your consent, we may send you:

  • Service updates and announcements
  • Newsletters and educational content
  • Product information and offers
  • Event invitations
  • Surveys and feedback requests

Managing Your Preferences

You can manage your communication preferences by:

  • Clicking the “unsubscribe” link in any marketing email
  • Contacting us directly at hello@responsehub.ai

We will honor your preferences and process opt-out requests promptly.

13. Use of Free Tool Outputs & Commercial Use

Content Ownership

You retain ownership of the content you generate using our free tools. However, we may use anonymized outputs to improve our services.

Limitations and Disclaimers

  • Outputs generated by our free tools are provided “as is” without any warranties
  • We do not guarantee that outputs are legally compliant, accurate, or fit for a particular purpose
  • You are responsible for reviewing and validating all content generated by our tools

Permitted Use

You may use the outputs for your personal or business use, but you may not:

  • Resell outputs as a standalone service
  • Claim that outputs were created manually rather than generated by our tools
  • Use outputs to create a competing service

14. Changes to the Privacy Policy

Policy Updates

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or applicable laws. The updated policy will be effective when posted on our website.

Notification of Changes

For significant changes, we will notify you by:

  • Sending an email to the address associated with your account
  • Displaying a prominent notice on our website
  • Updating the “Last Updated” date at the top of this policy

Review

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

15. Contact Information

Privacy Inquiries

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

Email: hello@responsehub.ai

Complaints

If you have concerns about our data practices that we have not addressed satisfactorily, you have the right to file a complaint with the Information Commissioner’s Office (ICO) in the UK or your local data protection authority.

16. Business Information

Coin-op Technologies Ltd Company Registration Number: 15845409 Registered in England and Wales

Last Updated: 7th March 2025