Privacy policy
Last updated: 28 September 2026
This policy explains how we collect and use personal information when you visit this website, book a demo, contact us, or receive an email from us introducing Bieda.
1. Who we are
This website is run by Bieda Ltd, a company registered in England and Wales with company number 16143161 (“Bieda”, “we”, “us”). We are the controller of the personal information described in this policy, which means we decide how and why it's used.
Contact us about anything in this policy at contact@bieda.ai, or by post at our registered office address, which is available on the Companies House register. If we have emailed you about Bieda, you can also simply reply to that email.
2. What this policy covers
This policy covers this website, our dealings with people who contact us or book demos, and the emails we send to care providers to introduce Bieda. It does not cover the Bieda application used by care providers. When a care provider uses Bieda to record care notes, the care provider is the controller of the information about its residents, clients and staff, and we process it only on its instructions under a written data processing agreement. If you are a resident, client or family member, the care provider's own privacy notice tells you how your information is used, and you can contact them directly.
3. The information we collect
When you book a demo
If you book through our booking calendar, we receive your name, work email address, and the answers you give to the booking questions (such as your organisation and role), plus the time you chose. Please don't include any information about residents, clients or patients in your answers.
When you email us
We receive your email address, name, and whatever you choose to write to us.
When you visit the website
Our hosting provider automatically records basic technical information to deliver the site and keep it secure: your IP address, browser type, the pages requested and the time. We do not use analytics tools, advertising tools, or tracking pixels, and we do not build profiles of visitors.
4. When we contact you first
Bieda is a young UK company looking for its first pilot customers, so we write to UK care providers to introduce Bieda and invite them to try it. If you have received an email from us out of the blue, this section explains how we got your details and what we do with them.
Where your details come from
We only use business contact details that organisations publish themselves, such as on their own website, the Care Quality Commission (CQC) register, or award listings, or details you have given us before. We never buy mailing lists, guess email addresses, or use personal (non-work) email addresses.
What we keep
Your organisation's name and location, a link to the public page where we found it, the published business email address, and a record of our messages. We prefer general addresses such as info@ or enquiries@. We only keep a person's name and job title where the organisation publishes them for this kind of contact, or where we already know you. We never collect information about residents, clients or patients, and we don't collect any sensitive personal information.
How we contact you
- Every email is written for your organisation and is read and sent personally by our founder. Nothing is sent automatically.
- We send at most one first email and two short follow-ups, at least five working days apart. After that we stop.
- Our emails contain no tracking pixels, and we don't track whether you open them.
- We only email companies, limited liability partnerships (LLPs), charities and public bodies. We do not email sole traders or ordinary partnerships unless they have agreed to hear from us.
- Every email says who it is from and tells you how to opt out. Where we write to you by name, the email also says where we found your details and links to this page.
Asking us to stop
Reply “no thanks” to any of our emails, or write to contact@bieda.ai. We will act on it the same day and never contact you again. To make sure of that, we keep your name and email address on a short “do not contact” list.
5. How and why we use it
| What we do | Our lawful basis under UK GDPR |
|---|---|
| Arrange and hold your demo, and reply to your messages | Our legitimate interests in responding to enquiries about our service, and taking steps at your request before entering into a contract |
| Email care providers who haven't contacted us yet to introduce Bieda and invite them to a pilot (see section 4) | Our legitimate interests in finding pilot customers and telling care providers about a product designed to reduce the time carers spend writing notes. We have carried out a legitimate interests assessment, and you can ask us for a copy. |
| Follow up after a demo or enquiry with information about Bieda relevant to your organisation | Our legitimate interests in developing our business. You can tell us to stop at any time and we will. |
| Keep a “do not contact” list so we respect opt-outs | Our legitimate interests in making sure we never contact you again after you have asked us not to |
| Keep the website running and secure, and prevent misuse | Our legitimate interests in operating a safe, working website |
| Keep records we're required to keep, and respond to lawful requests | Compliance with a legal obligation |
| Run a pilot or contract with your organisation | Performance of a contract, or steps before entering into one |
We only send marketing emails to organisations, following the Privacy and Electronic Communications Regulations (PECR). We don't send marketing to sole traders, ordinary partnerships or personal email addresses without consent, and every email we send tells you how to opt out. We never sell or share your information for marketing.
6. Who we share it with
We use a small number of trusted service providers who process information for us under contract and only on our instructions:
- Microsoft Azure: hosts this website and the Bieda application.
- Calendly: runs our demo booking calendar.
- Our business email and video-call providers: so we can correspond with you and hold demos.
- GitHub: securely stores our private business records, including our list of care providers we have contacted and our “do not contact” list.
- Bunny Fonts: delivers the typefaces used on this site. It sets no cookies and does not log visitors' IP addresses for tracking.
We may also share information with professional advisers such as lawyers and accountants, with a buyer or investor if our business is sold or restructured (under confidentiality), or where the law requires us to.
7. International transfers
Some of our providers are based in, or use systems in, the United States. Where information is transferred outside the UK, we make sure it is protected, by relying on the UK Extension to the EU-US Data Privacy Framework where the provider is certified under it, or otherwise on the International Data Transfer Agreement or Addendum approved by the UK Information Commissioner.
8. How long we keep it
- Demo bookings and enquiries: up to 24 months after our last contact with you, unless your organisation becomes a customer.
- Emails we sent to introduce Bieda: up to 24 months after our last contact with you, then deleted.
- Customer and contract records: for as long as the contract lasts and then up to 6 years, for legal, tax and accounting purposes.
- Opt-outs: if you ask us not to contact you, we keep only your name and email address on our “do not contact” list, for as long as we contact care providers, so we can respect your choice.
- Website logs: short periods set by our hosting provider for security and troubleshooting.
9. Your rights
Under UK data protection law you have the right to:
- ask for a copy of the personal information we hold about you;
- ask us to correct information that's wrong or incomplete;
- ask us to delete your information;
- ask us to restrict how we use it;
- object to our use of it, and if you object to marketing, we will always stop;
- ask for information you gave us in a portable format.
Email contact@bieda.ai to use any of these rights, or reply to any email we have sent you. It's free, and we'll respond within one month. We may need to confirm your identity first.
10. Complaints
If you're unhappy with how we've handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator: ico.org.uk/make-a-complaint, or 0303 123 1113.
11. Keeping information secure
We use appropriate technical and organisational measures to protect personal information, including encrypted connections (HTTPS) on this website, access limited to the people who need it, and two-step sign-in on our business accounts.
12. Children
This website is intended for care professionals and organisations, not for children.
13. Changes to this policy
We'll update this page if the way we use personal information changes, and change the date at the top.