This Privacy Policy explains how we use personal data when you visit our website and use our products:

• Planning Data Assistant (PDA) — London-only planning data assistant
• Development Management App (DMA) — site capacity estimator (can be used globally)

This notice is not legal advice. If you have questions, contact us using the details below.

1. Who we are

Controller: Quixotifai Ltd (UK)
Company number: 17156611
Contact: hello@quixotifai.com

This website and our products are operated by Quixotifai Ltd.

2. What this policy covers

This policy covers personal data processed through:

• Our marketing website (including contact and demo request forms)
• Planning Data Assistant (PDA) (including account features, feedback, and optional location-based queries)
• Development Management App (DMA) (including security verification and calculation requests)
  It does not cover third-party websites we link to.

3. Important product notes and disclaimers

Planning Data Assistant (PDA) — London scope and data source
PDA helps you explore planning applications and statistics across Greater London using data from the Planning London Datahub, managed by the Greater London Authority (GLA).

• PDA is not run or endorsed by the GLA.
• We do not control the underlying dataset. Where it matters, you should verify information with the relevant local planning authority.

Not planning advice
Our website and products are provided for information and workflow support only. They do not constitute legal, planning, or professional advice.

4. Personal data we collect

Depending on what you do, we may collect:

A. Website

• Contact and demo forms: name, work email, organisation, your message and any fields you submit.
• Basic technical data: device/browser information and approximate location from IP address (typically collected via standard server logs for security and troubleshooting).

B. Planning Data Assistant (PDA)

• Account data: email address for sign-in; optional first and last name if you provide them.
• Usage and feedback: feedback you submit (comments, optional rating/category), and basic usage counts (for service limits and account features).
• Optional device location (only if you enable it in your browser for “near me” searches): latitude/longitude (and sometimes accuracy).

C. Development Management App (DMA)

• Security verification: reCAPTCHA verification data (processed via Google reCAPTCHA) to protect the service from automated abuse.
• Calculation inputs and outputs: the site and scenario inputs you submit to run an estimate, and the resulting outputs returned to you.
• Basic technical data: device/browser info and approximate location from IP address (standard server logs).

We do not sell personal data and we do not use it for advertising.

5. How we use your data

We use personal data to:

• Respond to enquiries and demo requests (website forms)
• Provide PDA and DMA functionality (including security, troubleshooting, and improving reliability)
• Maintain accounts (PDA) and provide account features such as sign-in and self-serve account management
• Improve the products (for example, by reviewing feedback and error reports)
• Protect the services from fraud, abuse, and security threats

6. Lawful bases (UK GDPR)

We process personal data under one or more of these lawful bases:

• Contract (or steps prior to entering a contract): to provide the service you request (e.g. PDA account features, DMA calculations).
• Legitimate interests: to operate, secure, and improve our website and services, and to respond to messages you send us.
• Consent: where you actively choose to provide something optional (for example, enabling precise device location in your browser for a “near me” query). You can withdraw that consent by disabling location access in your device/browser settings.

If you want more detail about the lawful basis for a specific processing activity, contact us.

7. Where data is stored and processed (processors)

We use service providers to host and operate parts of our systems. Depending on the feature, this may include Google services (for example, Firebase for PDA authentication and storage, and Google reCAPTCHA for DMA abuse protection), and our website hosting providers.

Some providers may process data outside the UK. Where that happens, we rely on appropriate safeguards (such as standard contractual clauses) and provider security measures.

8. PDA-specific details

Accounts

For PDA, we collect:

• Email (sign-in)
• Optional first and last name (if you provide them)

Feedback

If you use the feedback flow, we collect what you submit. If you are signed in, feedback may be associated with your account; if not signed in, it may be submitted without account association.

Optional location (“near me” searches)
If you ask for applications near you, your browser/device may ask permission to share location.

• What is sent: latitude and longitude (and sometimes an accuracy value) with that request over HTTPS.
• What we do not do: we do not use location for marketing or profiling.
• If you deny location: PDA can still answer London-wide questions without precise location.

To keep responses fast, the service may briefly cache search results in memory using approximate/rounded coordinates. This is not used to track you.

NLU / model processing

PDA uses Google services to help interpret user queries. Under some trial or provider terms, user queries may be used by the provider to improve their services, including model training. We will update this notice if our configuration changes.

9. DMA-specific details

Abuse protection (reCAPTCHA)

DMA uses Google reCAPTCHA to reduce automated abuse. reCAPTCHA may collect device and browser signals as part of its verification process. This data is processed under Google’s terms and privacy information.

Calculation inputs and reports

When you run an estimate, DMA processes the inputs you provide to calculate outputs. The report/PDF output is generated to help you save or share results. If DMA offers template customisation in your browser, those templates may be stored locally in your browser storage (depending on your device and settings).

10. Cookies and similar technologies

Our website may use cookies or similar technologies for essential functionality and performance.

See our Cookie Policy for details of what is used on the website and how to control cookies.

11. Data retention

We keep personal data only for as long as necessary for the purposes described:

• Website enquiries/demo requests: kept for as long as needed to respond and maintain reasonable business records.
• PDA account data: retained until you delete your account (or we delete it as part of account management and security).
• Security logs: retained for a limited period for security and troubleshooting.

If you want deletion outside normal account controls (where applicable), contact us.

12. Sharing your data

We share personal data only where necessary:

• With service providers who help us operate the website and products (processors)
• If required by law, regulation, or to protect rights/safety

We do not sell personal data.

13. Your rights (UK GDPR)

You have rights including:

• Access, rectification, erasure, restriction, objection, and data portability (where applicable)
• The right to complain to the Information Commissioner’s Office (ICO): https://ico.org.uk/make-a-complaint/

Where PDA provides in-app controls (such as account deletion/export), those are the fastest way to exercise certain rights. You can also contact us at hello@quixotifai.com.

14. Children

Our website and products are intended for adults. You must be 18 or over to create an account where account creation is available.

15. Changes to this policy

We may update this Privacy Policy from time to time. We will update the Last updated date at the top. Continued use of the website/products after changes means you accept the updated policy.