Privacy Policy

Updated 18 Sep 2026

Privacy & Cookie Policy

3D Web Technologies Ltd, trading as 3DW ('3DW', 'we', 'us', 'our'), operates the website www.3dwtech.co.uk (the 'Service'). This Policy explains how we collect, use, store, share and protect personal information when you visit our website, submit an enquiry, request a quote, or otherwise interact with our digital services, including our AI-assisted chat tools.

1. Who We Are

3DW is the data controller responsible for your personal information for the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. By using the Service, you agree to the collection and use of information in accordance with this Policy. We will not use or share your information except as described here.

2. Information We Collect

2.1 Information You Provide Directly

When you interact with our website - for example by submitting a feedback form, making an enquiry, requesting a quote, or using our digital engagement portals or chat tools - we may collect:

• Contact details: full name, email address, telephone number, and postal address.
• Communication content: feedback, comments, project details, messages, or other information you type into free-text fields, forms, or chat conversations.
• Organisational information: company name, job title, or role, where relevant to your enquiry.

2.2 Information We Collect Automatically

Whenever you visit the Service, we automatically collect certain information sent by your browser or device, sometimes referred to as 'Log Data'. This may include:

• IP address, browser type and version, and operating system.
• Device type, screen and time zone settings.
• Pages visited, links clicked, time spent on pages, and other page-interaction information.
• The date and time of your visit and the website that referred you to us.

3. How We Use Your Information and Our Lawful Basis

Under UK data protection law we must have a valid lawful basis for each way we use your personal data. The table below sets out our main purposes and the corresponding lawful basis.

• Responding to enquiries, quote requests, and providing the Service you have asked for - necessary to take steps at your request and, where a contract results, to perform that contract.
• Operating, maintaining, and securing our website and chat tools, and preventing fraud or misuse - necessary for our legitimate interests in running a secure and functioning service.
• Analysing website and chatbot usage to improve performance, content, and our 3D visualisation tools - necessary for our legitimate interests, or based on your consent where non-essential cookies or similar technologies are used.
• Sending marketing communications about our services or project updates - based on your consent, which you may withdraw at any time, or, where permitted, our legitimate interests in the case of existing clients.
• Complying with legal, tax, and regulatory obligations, and responding to lawful requests from courts or authorities - necessary to comply with a legal obligation.

Where we rely on legitimate interests, we have considered that our processing is proportionate and does not unduly impact your rights and freedoms. You can ask us for more detail about the specific lawful basis we rely on for any particular processing activity by contacting us using the details in Section 13.

4. Use of Artificial Intelligence and Chatbots

Our website may offer AI-powered chat tools, virtual assistants, or similar automated features ('AI Tools') to help answer enquiries, guide you through our services, or support our interactive 3D content.

4.1 What Information Is Processed

When you use an AI Tool, the messages you type, along with limited technical information (such as session identifiers and, where applicable, prior conversation history), are processed in order to generate a relevant response. If you voluntarily share personal or contact details in a chat, that information is processed in the same way as information submitted through our other forms, as described in Section 2.

4.2 Third-Party AI Providers

Our AI Tools may be powered by third-party artificial intelligence providers acting as our processors. These providers process chat content solely to generate and return a response to us or to you, under contractual terms that restrict them from using your data for their own purposes, such as training their general-purpose models, unless we have obtained your explicit consent to do so.

4.3 Automated Decision-Making

We do not use AI Tools to make decisions that produce legal effects concerning you, or that similarly significantly affect you, without meaningful human involvement. Where an AI Tool provides an initial response, you may always request that a member of our team reviews your enquiry or reconsiders any outcome. This reflects your rights under Article 22 of the UK GDPR in relation to automated decision-making, including profiling.

4.4 Retention and Safeguards

Chat transcripts are retained only for as long as necessary to resolve your enquiry, improve our AI Tools, and meet our record-keeping obligations, after which they are deleted or anonymised in line with Section 5. We apply appropriate technical and organisational safeguards, including encryption in transit, access controls, and contractual data processing agreements with our AI providers. Please avoid submitting sensitive personal information (such as health, financial account, or identity document details) through chat tools where this is not necessary for your enquiry.

5. Data Storage, Security, and Retention

We enforce strict technical and organisational measures - including HTTPS encryption, access controls, and multi-factor authentication - to protect your personal data against unauthorised access, loss, alteration, or disclosure. However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.

We do not keep personal information for longer than necessary for the purposes it was collected. As a general guide:

• General feedback or sales enquiry submissions are retained for approximately 12 to 24 months following resolution, before secure deletion or anonymisation.
• Contractual and client relationship data is kept for as long as required by applicable UK tax and legal record-keeping frameworks.
• AI chatbot transcripts are retained in line with Section 4.4 above.

6. Sharing Your Personal Data

We do not sell your personal data. We only share personal data with trusted third parties where necessary to operate our website and services, including:

• Service providers, such as IT hosting providers, CRM systems, web analytics providers (for example, Google Analytics), AI chat providers, and communication platforms.
• Professional advisers and regulators, where necessary for legal, accounting, or compliance purposes.
• Legal and regulatory bodies, where required to do so by law, court order, or a competent authority.

Third parties who process personal data on our behalf act only on our instructions and are contractually bound to keep it confidential and secure. All third-party processors are vetted to ensure they adhere to appropriate UK GDPR privacy and security standards, including, where data is transferred outside the UK, the use of appropriate safeguards such as the UK's International Data Transfer Agreement or an adequacy decision.

7. Cookies

7.1 What Are Cookies?

Cookies are small text files (or similar technologies) that a website stores on your computer or mobile device when you visit it, or that are transferred to your browser and stored there. Cookies allow a website to recognise your device and remember information about your preferences or past actions.

• • First-party cookies: set directly by 3DW for the 3dwtech.co.uk domain.
• • Third-party cookies: set by a domain other than the one you are visiting, such as Google Analytics, Google Maps, or YouTube.
• • Session cookies: temporary cookies that are deleted automatically when you close your browser.
• • Persistent cookies: cookies that remain on your device for a set period, or until you delete them manually.

7.2 Why We Use Cookies

We use cookies to collect information about your browsing activity and the device you use (including make, model, operating system, IP address, and browser type). This helps us provide essential features and a high-quality user experience, particularly for our interactive 3D content and virtual exhibitions. Specifically, we use cookies to:

• Ensure functionality: make our website as easy and intuitive as possible to navigate, including security features, form submissions, and remembering your privacy consent settings.
• Monitor performance: analyse website usage and performance to measure the effectiveness of our digital tools and 3D visualisations, using aggregated and anonymised data.
• Remember choices: recognise you when you return so we can remember your preferences, such as language or display settings, without you having to re-enter them.
• Personalise content: tailor the content we display based on your previous activity and interests, so that project updates and service information are more relevant to you.
• Strictly necessary cookies: essential for the website to function properly (for example, security features, form submissions, and privacy consent settings). These cannot be disabled in our systems.
• Performance cookies: allow us to count visits and traffic sources so we can measure and improve site performance and 3D visualisation loading times. All data is aggregated and anonymised.
• Functional cookies: enable enhanced features and personalisation, such as remembering your viewing preferences or powering interactive 3D viewers.

7.3 Categories of Cookies We Use

• Strictly necessary cookies: essential for the website to function properly (for example, security features, form submissions, and privacy consent settings). These cannot be disabled in our systems.
• Performance cookies: allow us to count visits and traffic sources so we can measure and improve site performance and 3D visualisation loading times. All data is aggregated and anonymised.
• Functional cookies: enable enhanced features and personalisation, such as remembering your viewing preferences or powering interactive 3D viewers.

7.4 Managing Cookies

When you first visit our website, you will be presented with a cookie banner giving you the choice to accept cookies or manage your preferences. You can also manage or delete cookies at any time through your browser settings, including in Google Chrome, Microsoft Edge, Firefox, and Safari. If you choose to refuse non-essential cookies, some parts of the Service, such as certain interactive 3D features, may not function fully.

8. Children's Privacy

Our Service is not directed at, and does not knowingly collect personal information from, children under the age of 13. If we become aware that a child under 13 has provided us with personal information without appropriate parental or guardian consent, we will take steps to delete that information from our systems. If you are a parent or guardian and believe your child has provided us with personal information, please contact us using the details in Section 13 so that we can take appropriate action.

9. Links to Other Websites

Our Service may contain links to third-party websites. If you click on a third-party link, you will be directed to that site. These external sites are not operated by us, and we strongly advise you to review their own privacy policies. We have no control over, and assume no responsibility for, the content, privacy policies, or practices of any third-party sites or services.

10. Third-Party Content and Credits

We would like to thank Flat Icon and Magnific for certain icon graphics featured on parts of this website.

11. Your Legal Rights Under UK GDPR

Subject to certain exceptions and conditions set out in law, you have the following rights in relation to the personal information we hold about you:

• Right of access: request a copy of the personal data we hold about you.
• Right to rectification: request correction of incomplete or inaccurate data.
• Right to erasure ('right to be forgotten'): request deletion of your personal data where there is no legal reason for us to continue holding it.
• Right to restrict or object: object to processing based on our legitimate interests, including direct marketing, or ask us to restrict processing in certain circumstances.
• Right to data portability: request that certain data you provided to us be transferred to another organisation, or to you, in a structured, commonly used format, where this is technically feasible.
• Right to withdraw consent: where processing is based on your consent, you may withdraw it at any time, without affecting the lawfulness of processing before withdrawal.
• Rights related to automated decision-making: as described in Section 4.3.

To exercise any of these rights, please contact us using the details in Section 13. We may need to verify your identity before responding, and we aim to respond within one month, as required by UK GDPR.

12. Changes to This Policy

We may update this Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by posting the updated Policy on this page with a revised effective date. We encourage you to review this Policy periodically.

13. Contact Us and Data Protection Complaints

If you have questions about this Policy, wish to exercise any of your rights, or have concerns about how we handle your personal data, please contact us through the contact details published on our website.

You also have the right to lodge a complaint with the UK's independent data protection regulator:

Information Commissioner's Office (ICO): www.ico.org.uk - Helpline: 0303 123 1113.