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Privacy Policy

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This Privacy Policy describes Our policies and procedures on the collection, use and disclosure of Your information when You use the Service and tells You about Your privacy rights and how the law protects You.

Information Collection and Use

While using Our Service, We may ask You to provide Us with certain personally identifiable information that can be used to contact or identify You. Depending on which form You use, this may include: Your name, email address, phone number, company name, job role, and information You choose to tell Us about Your organisation. We also record technical information about the submission itself, described below.

What You type into a form is sent to Us when You submit it. The AI Readiness Assessment is the one place where something is recorded before that, and both parts of it are described in the section below.

Contact Forms and Newsletter Signup

When You submit a message through any contact form on Our website — including a newsletter signup, which creates the same kind of record — We collect:

  • Name and Email Address — Provided directly by You so We can identify You and respond to Your inquiry.
  • Subject and Message Content — Provided directly by You to describe Your inquiry.
  • Areas of Interest and Project Stage — If You select them, so We know which services You are asking about and how far along You are.
  • Referring Page — The page on Our website where You submitted the form (e.g., the Prototyping page or the Home page). This helps Us understand which services You are interested in.
  • Marketing Attribution (UTM Parameters) — If You arrived at Our website via a marketing campaign (such as a Google Ad or LinkedIn post), We record the campaign source, medium, and name. This data is anonymous and does not personally identify You; it helps Us measure the effectiveness of Our marketing.
  • IP Address — The network address the submission came from. See IP Address and Approximate Location below.

AI Readiness Assessment

The AI Readiness Assessment asks about Your organisation so We can respond with something specific rather than generic. Completing it is entirely optional, and every question except Your name and email address may be skipped.

If You submit it, We collect the contact details You provide — name, email address, and optionally company, job role, preferred method of reply and a phone number if You ask Us to call — together with the answers You gave, which may include:

  • What You are hoping to get out of working with Us, Your industry, the approximate size of Your organisation, and how many people AI would touch.
  • Which teams are involved, what work takes up the week, and which systems that work lives in.
  • Which AI tools are already in use and whether that use is official.
  • Anything that limits which tools You can use — client contracts or NDAs, IT or security policy, regulated data, or a requirement that data stay in Canada.
  • Whether the interest comes from leadership or the team, how far along You are, and Your timeline.
  • Anything You choose to write in the two free-text questions.

We also store the recommendation Our system derives from those answers, along with the referring page, marketing attribution and IP address described above. We use this to reply to You, to prepare for a conversation if You want one, and to understand what the people who contact Us actually need.

A summary is emailed to You, and a copy of Your answers is emailed to Us. Nothing is shared beyond that.

Before You submit the assessment

As You move through the assessment, two things happen before You reach the end.

  • Your progress is saved on Your own device so You can leave and come back — see Information Stored in Your Browser below. That copy stays in Your browser.
  • We record which step You reached, along with what You chose at the first question and Your IP address. We use this to find questions that are not working — a step where everyone stops is something We can only see this way. It contains none of Your other answers and neither Your name nor Your email address.

If You start the assessment and never submit it, that record of Your progress is all We have.

AI ROI Calculator

You can use the ROI calculator without giving Us anything. If You ask Us to email You the report, We collect Your name, email address and company, together with the figures the report is based on — the industry, organisation size, number of employees, salary assumption, degree of automation and implementation budget You selected, and the results calculated from them — along with the IP address of the submission.

Customer Support

Our customer support portal is available only to contacts specifically authorized by Holmes Consultants. We use Your exact email address to authenticate You with a one-time code. When You create or reply to a ticket, We retain the ticket subject, messages, status history, company relationship, delivery records and operational audit events so We can provide and document support.

Email sent to Our support addresses may be automatically inspected for a ticket number and configured subject patterns. We retain the decoded subject and text body for support messages, but discard email attachments and active content. Messages that cannot be safely or automatically associated with an authorized contact may be held for administrator review.

You may optionally upload PNG, JPEG or WebP screenshots and plain-text TXT, LOG or CSV diagnostics through the private portal. Images are reprocessed to remove metadata, files are subject to strict size and type limits, and access requires ticket authorization. Do not include passwords, secret keys, health information or personal information that is not necessary to solve the issue.

Support ticket content is retained after resolution or closure until an administrator deletes it or You make an applicable deletion request. Some minimal deletion and security audit information may remain to document the action and protect the service.

IP Address and Approximate Location

We record the IP address of every form submission. We use it to prevent abuse of Our forms and to understand roughly where enquiries come from.

To do that We send the IP address to a third-party geolocation service, which returns an approximate country, region, city, timezone, internet provider and organisation. This is approximate — city-level at best — and is not Your precise location. We store the result so We do not have to look the same address up twice.

These geolocation records form part of Our operational and security history and are retained indefinitely.

Information Stored in Your Browser

Two things are stored on Your own device. Neither is sent to Us on its own, and both can be removed by clearing this site's data in Your browser.

  • Your light or dark mode preference, so the site looks the way You left it.
  • Your progress through the AI Readiness Assessment — the answers You have given so far and anything You have typed into the contact fields — so You can leave and come back without starting again. It is erased as soon as You submit the assessment, and automatically expires after seven days if You do not.

Where Your Data Is Stored

Our database is hosted in Canada. Some of the service providers described below operate elsewhere, so information passing through them — for example an email in transit, or an IP address sent for geolocation — may be processed outside Canada.

Service Providers

We do not sell, rent or trade Your personal information, and We do not share it with anyone for their own purposes. We do rely on a small number of providers that process data on Our behalf in order to run the website: application and database hosting, email delivery, website analytics, and the IP geolocation service described above.

How Long We Keep Your Information

Enquiries, assessment responses and calculator requests are kept while they remain useful for responding to You. Our systems retain the most recent records of each kind and automatically remove the oldest once a fixed limit is reached; the same applies to Our server logs. IP geolocation records are retained indefinitely, as described above. You can ask Us to remove Your information sooner at any time.

Analytics

We use Google Analytics to collect anonymous usage data about how visitors interact with Our website. This includes pages visited, time spent on site, and general geographic region. This data is aggregated and cannot be used to personally identify You.

Your Rights

You have the right to request access to, correction of, or deletion of any personal data We hold about You, and to withdraw consent for Us to contact You. To exercise these rights, contact Us through Our contact page and tell Us which of the above You are asking for. We will respond within a reasonable time.

Security of Your Data

The security of Your Personal Data is important to Us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While We strive to use commercially acceptable means to protect Your Personal Data, We cannot guarantee its absolute security.