Privacy notice

01Who is responsible

Marine Deep Ltd, 4 Broad Street, Kirkwall, Orkney KW15 1NX, registered in Scotland no. SC665446, is the data controller for personal information you submit through this website. Contact us at info@marinedeep.com.

02What we collect

What you type into an enquiry form or a live chat, and the few technical details needed to handle them.

Enquiry forms: three fields are required — your name, your company and your work email address — and the rest are optional: a phone number, your country, the size of your team, the kind of work you do, and anything you choose to tell us about your operation. We also record which kind of enquiry you chose — a trial, a demonstration or a general question — and the date and time, so that we can reply in context.

Live chat, when it is available on this site: the messages you and we write in the conversation, and the date and time of each. The chat system also records the country your network address points to and may record your language and time zone settings. Anything else, such as your name, email address or phone number, is recorded only if you give it in the chat.

Like any website, our server records the network address a request came from; we use that only to protect the site and the enquiry form from abuse.

Website statistics: we use no advertising service and no outside analytics service. Our own website system keeps simple daily counts so that we can see which pages are useful and how people find us. Each page view adds one to a count for that page and day, together with the type of device (phone, tablet or computer) and, for the first page of a visit, the name of the website that linked to it (not the full address of the linking page) and any campaign label in the link. The country is added only if our own server can tell it from the network address. Clicks on our phone numbers, email address, app store link and contact buttons, use of the pricing slider and of the cost calculator, and enquiries sent are counted in the same way. No cookie or other identifier is used for this and nothing is stored in your browser for it; your network address is not recorded with the counts; the counts cannot be linked to you or to each other; and nothing you type into a form is part of them. Nothing is counted if you are signed in to the site or if your browser sends a Do Not Track or Global Privacy Control signal.

The paperwork cost calculator runs entirely in your browser: the figures you put into it are never sent to us — we only count that it was used. The website system itself sets three cookies: session_id, which keeps your connection to the site (and your sign-in, if you have an account); frontend_lang, which remembers the language version of the site; and tz, which holds your device's time zone setting until you close the browser. Apart from these and the live chat, described below, this site sets no cookies and stores nothing in your browser.

03Live chat

The chat window keeps a few items in your browser so that a conversation carries on as you move between pages: an identifier for your chat session, the last few pages you viewed on this site (kept for a day, and shown to our team only if they ask for it during a chat), and which member of our team you last spoke to. The chat service may also set a cookie on its own address for the same purpose.

Chat conversations are recorded in our own customer records system (Odoo), in the same place as enquiries, so that we can follow up on them. When you end a chat, the chat window offers a copy of the conversation to download.

04The AI assistant in the chat

We may have an AI assistant answer chats first. When it does, its first message says that it is an AI assistant and not a person.

To produce a reply, the recent part of the conversation — at most the last ten messages since the assistant took the chat, each shortened to a set length — is sent to the AI service we have configured. Before it is sent, email addresses and phone numbers written in the usual way are replaced with placeholders. Your name, email address, location and network address are not sent with it. Other details you type, such as names or account references, are not removed, so please keep anything you would not want passed on out of the chat.

Some messages are not sent to the AI service at all: requests for a person, complaints, questions about privacy or legal matters, and questions about a particular account go straight to our team.

You can ask for a person at any time, with the “Talk to a person” button or simply by saying so. Once a member of our team takes the conversation over, the assistant stops replying. We keep a technical record of what the assistant did — timings, which of our own information it drew on and whether it answered or handed over, but not the text of the conversation — and delete it after 180 days. A note of when the conversation passed between the assistant and our team, and the general reason (for example that you asked for a person), stays with the conversation for as long as the conversation is kept.

05Why we hold it, and on what basis

We use it to reply to your enquiry or chat and to keep a record of the conversation. Our basis for that is our legitimate interest in responding to a business enquiry you have chosen to send us.

We keep the website counts described in section 2 in our legitimate interest in knowing which parts of this website are useful and how people find it; they do not identify anyone.

We do not sell it, and we do not share it for marketing.

06How long we keep it

We keep enquiry correspondence and chat conversations for as long as there is a live commercial conversation, and for a reasonable period afterwards so that we can pick the conversation back up. Ask us to delete it sooner and we will. The daily website counts described in section 2 are deleted after 13 months.

07What happens to your enquiry

It is recorded in our own customer records system or, if that system is unavailable, sent to us by email. It is not passed to any advertising or analytics service, and it is not used to build a profile of you.

The providers who host those systems and carry that email process it on our behalf under contract. If the chat assistant is in use, the AI service receives the chat text described above only to produce replies. We do not pass it to anyone else unless we are required to by law.

08Your rights

You can ask us what we hold about you, ask us to correct it, ask us to delete it, or object to our holding it. Email info@marinedeep.com and we will deal with it.

If you are not satisfied with how we have handled your information you can complain to the Information Commissioner's Office at ico.org.uk.