Privacy Notice

At Ai Solutions, we understand that we have a responsibility to protect and respect your privacy and look after your personal data.

This Privacy Notice explains what personal data we collect, how we use your personal data, reasons we may need to disclose your personal data to others and how we store your personal data securely.

For clarity, Ai Solutions may be both data controller and data processor for your personal data under certain circumstances.

This policy is subject to change, so please check our website on a regular basis for any further changes.

Who are we?

Ai Solutions are based in Leighton Buzzard and provide high quality compliance and management software, training and ongoing support. Ai Solutions have a registered office at Vimy Road, Leighton Buzzard, LU7 1ER and company number 03009721.

How the law protects you

Data protection laws state that we are only able to process personal data if we have valid reasons to do so. The reasons we process your personal data include, but are not limited to, your consent, performance of a contract, billing and to contact you.

How do we collect personal data from you?

We receive information about you when you use our website, complete forms on our website, if you contact us by phone, email, live-chat or otherwise in respect of any of our products and services or during the purchasing of any such product. Additionally, we also collect information from you when you sign up, enter a competition, promotion or survey or when you inform us of any other matter.

If you provide us with personal data about a third party (for example when purchasing software on their behalf), you warrant that you have obtained the express consent from the third party for the disclosure and use of their personal data.

Your personal data may be automatically collected when you use our services, including but not limited to, your IP address, device-specific information, server logs, device event information, location information and unique application numbers.

What type of data do we collect from you?

The personal data that we may collect from you includes your name, address, email address, phone numbers, payment information and IP addresses. We may also keep details of your visits to our websites including, but not limited to traffic data, location data, weblogs and other communication data. We also retain records of your queries and correspondence, in the event you contact us.

Please be aware that any content posted, uploaded or otherwise made available by users on our ToolKit CS Hosted platform, whether published content or not, is not subject to our Privacy Notice. We merely process such data on your behalf, subject to our standard Terms and Conditions and the customer is responsible for any applicable legal requirements in respect of that content.

How do we use your data?

We use information about you in the following ways:

Retention periods

We will keep your personal data for the duration of the period you are a customer of Ai Solutions or a user of our services. We shall retain your data only for as long as necessary in accordance with applicable laws.

On the closure of an account, we may keep your data for up to 7 years after you have cancelled your services with us. We may not be able to delete your personal data before this time due to our legal and/or accountancy obligations. We may also keep it for internal research or statistical purposes.

Who has access to your personal data?

For the avoidance of doubt, we do not and never shall sell your personal data to third parties for marketing or advertising purposes.

We work closely with a number of third parties and we may receive information from them about you. These third parties may collect information about you including, but not limited to, your IP address, device-specific information, server logs, device event information, location information, and unique application numbers. We use their features within our website and mobile apps, however, in some instances, they may be acting as data controller and they will have their own privacy policies, which we advise you to read.

We may pass your personal data to third parties for the provision of services on our behalf (for example processing your payment). However, we will only ever share information about you that is necessary to provide the service and where available we have specific contracts in place, which ensure your personal data is secure and will not be used for any marketing purposes.

We may share your information if we are acquired by a third party and therefore your data will be deemed an asset of the business. In these circumstances, we may disclose your personal data to the prospective buyer of our business, subject to both parties entering into appropriate confidentiality undertakings.

Similarly, we may share your personal data if we are under a duty to disclose data in order to comply with any legal obligation or to protect the rights, property, or safety of Ai Solutions, our customers, or others. This includes but is not limited to exchanging information with other companies and organisations for the purposes of fraud protection, credit risk reduction and dispute policies. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.

Your rights

You have the right to object to our use of your personal data, or ask us to delete, remove or stop using it if there is no need for us to keep it. This is known as your right to be forgotten. There are legal and accountancy reasons why we will need to keep some of your data, but please do inform us if you think we are retaining or using your personal data incorrectly.

Our Privacy Notice shall be made clear to you at the point of collection of your personal data.

You have the right to ask us not to process your personal data for marketing purposes. We will not contact you for marketing purposes unless you have given us your prior consent. You can change your marketing preferences at any time using the links within any emails we send you, or by contacting us at privacy@aisolutions.co.uk.

Accessing and updating your data

You must maintain the accuracy of your information and ensure all your details, including but not limited to, name, address, title, phone number, e-mail address and payment details are kept up to date at all times. Where possible, you must do this by updating your personal details within the appropriate area of our websites. You may also do so by contacting us at privacy@aisolutions.co.uk.

You have the right to access the information we hold about you. Please email your requests to privacy@aisolutions.co.uk so that we can obtain this information for you.

Use of cookies

A cookie is a string of information that a website stores on a visitor’s computer, and that the visitor’s browser provides to the website each time the visitor returns. We use cookies across our websites to help identify and track visitors, their usage of our services, and their website access preferences. Visitors who do not wish to have cookies placed on their computers should set their browsers to refuse cookies before using our websites, with the drawback that certain features may not function properly without the aid of cookies.

Some or all of the following cookies may appear in your browser cookie store relating to our websites:

In addition, cookies relating to third parties may also appear and you should view their privacy policies for more information:

Links to other sites

Ai Solutions may provide links to third party sites. Since we do not control those websites, we encourage you to review the privacy policies of these third party sites. Any information that is supplied on these sites will not be within our control and we cannot be responsible for the privacy policies and practices of these.

Embedded Content from other websites

Embedded Content is pieces from other websites that are shown from time to time on our websites. They behave in the exact same way as if the visitor has visited the other website and may use cookies or capture information. Typically, embedded content is from websites that share videos, images, or other content. These services may collect your IP Address, your User Agent, store and retrieve cookies on your browser, embed additional third-party tracking, and monitor your interaction with that embedded content, including correlating your interaction with the content with your account with that service, if you are logged in to that service.

Links to the privacy policies of the most common services we may embed content from have been included below.

Security of your personal data

We will take reasonable technical and organisational precautions to prevent the loss, misuse, or alteration of your personal information.

All personal information provided to us will be stored on secure servers, which are both password and firewall protected, and all electronic transactions you make with us will be encrypted using TLS technology.

You are responsible for keeping your password and user details confidential. We will never request for you to reveal your password to us, under any circumstances.

Liability

We agree to take reasonable measures to protect your data in accordance with applicable laws and in accordance with any Terms and Conditions that apply to any product or service that you register to use or purchase.

Data Breaches

In the event of a data breach, we shall ensure that our obligations under applicable data protection laws are complied with where necessary.

Contact us

Please e-mail any questions or comments you have about privacy to us at privacy@aisolutions.co.uk.

Your right to make a complaint

You have the right to make a complaint about how we process your personal data to the Information Commissioner:

https://ico.org.uk/concerns/

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Tel: 0303 123 1113

Updates