Urnamai Privacy Policy

Urnamai Ltd (“Urnamai”, “we”) is committed to protecting your personal data in accordance with UK and EU law. This notice explains in plain language what information we collect on our website, why we collect it, and how we handle it. We follow guidance to make our policy concise and transparent, covering our identity, purposes, legal bases, retention periods, and your rights.

Personal Data We Collect

When you contact us, we collect personal information that you provide. This includes your name and email address and any message or other details you submit via our contact form. These are examples of Personally Identifiable Information (PII). We also collect certain technical and usage data automatically when you visit our site. For example, we use cookies (small text files placed on your device) to track website activity. Cookies may record your IP address, browser type, and which pages you visit. As the GDPR guidance notes, cookies can sometimes contain enough information to identify you.

• Contact form data: Name, email address, and the content of any message you submit via the website form.
• Device and analytics data: Information collected through cookies and logs, such as IP address, browser/operating system details, and pages visited. This data is used in aggregated form for analytics, not to identify you personally.

How We Use Your Data

We use your data only for the purposes we specify. In particular:

• Responding to inquiries: We use your name and email to reply to your questions or requests and to provide any information or support you ask for.
• Communications: If you give consent, we may send you administrative messages or updates related to your request. You can opt out at any time.
• Website analytics: We use tools like Google Analytics to understand how our site is used. This collects aggregated, non-identifying data (e.g. page views, clicks, session duration) to help us improve the site.
• Legal and security: We may use data to comply with laws or to protect our rights (for example, to prevent fraud or respond to legal requests).
• No sharing for marketing: We will not sell or share your personal data with third-party marketers. We only share data with trusted service providers (e.g. hosting, analytics) under contract, or when required by law.

These uses align with official guidance. The ICO advises that privacy notices explain why data is collected and how it will be used. We will only process your information for legitimate purposes as described above.

Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies. As UK guidance explains, we will inform you about all cookies and obtain your consent before setting any non-essential ones. Cookies are defined as small text files stored on your device that allow the website to recognize you and remember your preferences.

• Essential cookies: These are strictly necessary for basic site functions (e.g. keeping you signed in or remembering form input between pages). These cookies do not require consent under the law.
• Analytics (performance) cookies: We use Google Analytics cookies to collect information about how visitors use the site (e.g. which pages are visited, how long, etc.). These cookies aggregate data and cannot identify you personally. We rely on your consent for these cookies and you can disable them (see below).
• No advertising cookies: We do not use any advertising or social media tracking cookies on our site.

You can manage your cookie preferences at any time. For example, a cookie banner on our site lets you opt in or out of non-essential cookies. You can also disable cookies in your browser settings. (See the ICO's guidance for how to manage cookies in your browser.)

Legal Basis for Processing

Under the UK GDPR (and EU GDPR), we must have a lawful basis to process your data. The main legal bases we rely on are:

• Consent (Art. 6(1)(a)): When you explicitly agree – for example, by consenting to cookies or opting in to receive emails – we process data on that basis. You can withdraw consent at any time.
• Legitimate Interests (Art. 6(1)(f)): We have a legitimate business interest in using your data to operate our website and respond to inquiries (for example, to improve our services or prevent fraud). We ensure that this interest does not override your privacy rights.
• Contractual necessity (Art. 6(1)(b)): If you engage our services, we process data as needed to perform any contract with you (e.g. to deliver legal AI solutions).
• Legal obligation (Art. 6(1)(c)): We may process data to comply with legal requirements (for instance, keeping financial records for tax or regulatory purposes).

These bases are in accordance with data protection law. In all cases, we balance our interests with your rights and use only the minimum data necessary.

Data Retention and Storage

We keep your personal data only as long as needed for the purposes above, and no longer. For example, we will generally retain contact form submissions until your inquiry is resolved (or for up to two years after the last interaction) and then securely delete the data. Google Analytics data is retained in aggregate form (typically up to 26 months by default) and then deleted or anonymized.

Your data is stored on Microsoft Azure servers. Microsoft designed Azure "to safeguard your data in the cloud," with built-in privacy and security controls that align with GDPR requirements. Azure allows Urnamai to choose EU/UK data centers, so your data remains under our control in those regions. All data in transit and at rest is encrypted using industry-standard methods (Microsoft provides FIPS 140-2 encryption by default) to protect your information.

Your Rights

Under GDPR and UK data protection law, you have the following rights regarding your personal data:

• Access: You can request a copy of the personal data we hold about you ("subject access request").
• Rectification: You can ask us to correct any inaccuracies in your data.
• Erasure: You can request deletion of your data ("right to be forgotten"), subject to any legal obligations we have to retain certain information.
• Restriction: You can ask us to limit how we use your data (for example, while a dispute is resolved).
• Portability: You can request that we provide your data in a structured, commonly-used format to take elsewhere.
• Objection: You can object to certain processing (for example, direct marketing or analytics) if you feel it infringes your privacy.
• Consent Withdrawal: If processing is based on your consent (e.g. analytics cookies), you can withdraw that consent at any time.
• Complain: You have the right to lodge a complaint about our data practices. In the UK you can contact the Information Commissioner's Office (ICO), or the appropriate EU data protection authority if outside the UK.

We will respond to any valid request to exercise these rights without undue delay, typically within one month of receipt. (If a request is complex, we may extend this period and will inform you.)

Contact Information

Urnamai Ltd is the data controller for the information collected on this site. In other words, we decide how and why your personal data is processed. If you have questions about this policy or wish to exercise your data rights, please contact us at:

Email: hi@urnamai.com  
Urnamai Ltd (Registered in England)  

(As recommended by the ICO, we provide this contact information so you can reach out with any privacy concerns.)

Updates to This Policy

We may update this Privacy Policy from time to time (for example, if our practices or the law change). When we do, we will publish the revised policy on this page with a new "Last Updated" date. Please check back periodically to stay informed.

Last updated: May 28, 2025.

We have drafted this policy in line with official guidance and law (UK GDPR/Data Protection Act 2018), including ICO recommendations on content and style. All treatments of cookies and data use comply with GDPR and the UK's Privacy and Electronic Communications Regulations.