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Website Privacy Notice

This notice describes how we process your personal data if you use our website.

Our Privacy Promise

We promise: To be clear and open about how we collect and use your Information.

We’ve designed this Privacy Notice to be transparent and make it as easy to find out whatInformation we collect and what we do with it.

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We promise: To use your Information only for the purposes we’ve specified.

We’ll only use your Information for the purposes we tell you about in this Privacy Notice. If we need to process your Information for any other purpose, we will provide another Privacy Notice to explain that or those other purpose(s).

We can’t – and won’t – use or share it for any other purposes without your permission unless, of course, we have a legal obligation to do so.

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We promise: To collect only the Information we need for those purposes.

We only collect the Information we need for the purposes stated in the below Privacy Notice.

We also restrict and monitor access to your Information so only people with a genuine, legitimate need can see it (such as the person best placed to handle your enquiry).

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We promise: To check that your Information is accurate and kept up to date.

We do what we reasonably can to check that the Information we collect is accurate and, with your help, we can make sure it’s kept up to date.

If you do spot a mistake in your Information, contact us and we’ll fix it.

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We promise: To keep it for no longer than we need it

The length of time we keep Information depends on what we need it for, and this varies.You’ll find details in the relevant sections below.

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We promise: To protect your Information.

Security is atop priority. We have technical and organisational measures in place and we constantly monitor our systems to protect your Information.

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We promise: To uphold your Privacy Rights and make it easy for you to exercise them.

See ‘YourPrivacy Rights and how to exercise them’ below.

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We promise: To treat you and your Information fairly and lawfully.

We will only collect, use and share your Personal Information if we are legally permitted or required to do so, or if you have given us your consent.

We explain the legal bases for us to use your Information in the section “Why is it lawful to use your information this way?” below.

We’ll always use your Information fairly and you’ll always be in control.

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We promise: To respond quickly to your requests and concerns.

We aim to respond to Data Subject Requests within a few days, and to fulfil the request within 30 days.

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Links to social media and other websites

Our website contains links to Facebook, Twitter andInstagram and we may add links to other websites and social media.

If you click on any of these links, you will be taken to their sites so you will need to read their Privacy Notices to find out what information they will collect and how they’ll use it.

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How do we collect and use your information?

Web form for technical support or enquiries

If you use a form on our website to contact us, we will use your name, contact details and any other Information you may provide to respond to your enquiry.

We may also use your Information to email you with details of our other products and services if you tick the applicable box in the web form. You can stop receiving them at any time by clicking on the “unsubscribe” link that you will find in the footer of all our marketing emails.

Your Information will be stored on servers located in the UK or European Economic Area and will be retained for up to seven years in our email system. If we engage a service provider outside the UK or EU/EEA, we will put in place measures approved by the ICO that legally binds it to provide to the same level of data protection as is required in the UK.

Cookies

Our website uses cookies, in order to manage your cookie preferences, to ensure the smooth functioning of the website and to help us measure how the website is being used.Click here to see our Cookie Notice.

Marketing

If you have opted-in to receive marketing communications, we will keep records of your marketing preferences. You can stop receiving them at any time by clicking on the “unsubscribe” link that you will find in the footer of all our marketing emails. If you would like to exercise your rights, or have concerns about the way your Information is being handled, please contact ourData Protection Officer (DPO) at dpo@ai.io

If you are under 13 you can contact us yourself or ask your guardian or parent to do it for you.

We’ll reply straight away and let you know if we need anything else from you. We have to respond to requests without delay and no later than a month.

If we take more than a month or if you are unhappy with our response, you have the right to complain to the Information Commissioner’s Office: https://ico.org.uk/make-a-complaint.

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How long do we keep your information?

Technical Support

If you contact us for technical support via the web form, we will store a record of this communication for 2 years in order to ensure that the issue has been dealt with to your satisfaction and that there are no secondary or related issues.

Enquiries

If you contact us with an enquiry, we will store a record of this communication for [e.g. 2years] from the last interaction with you. This is to ensure that your enquiry, as well as any ensuing enquiries on your part, has been managed to your satisfaction.

Cookies

Our Cookie Notice sets out the precise storage duration of each cookie that we use, varying from 1 year to 1 year, 1 month and 4 days. Click here to see our Cookie Notice.

Marketing

For marketing purposes, we will keep your name and email address for as long as you wish to receive details of other products and services. If you unsubscribe, we will keep your name an email address on a “No Email Marketing” list for as long as necessary to comply with your wishes.

The confirmation of the retention period has been added to the agenda for the next meeting between JP and Simon Park (Integral IT).

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Who we are and how to contact us

The ai.Io website is developed and owned by Project 23^rd Century Limited, t/aai.io, which is the Controller of your Personal Information. This means we are responsible for the way we use your Information and for complying with the law, your Privacy Rights, and our Privacy Promise.

Our registered address is: 60 Wensleydale Rd, Hampton, TW12 2LX

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Who do we share your information with?

Technical support and Enquiries

We share your Information internally between colleagues as necessary to respond to your enquiry. It may also be accessed by our IT support team and external service providers to provide the ai.io website services, fix technical problems and maintain systems.

Cookies

We share cookie data with two third parties:

· CookieYes, our Cookie Management provider

· Google Analytics, our website analytics provider

For further information regarding our cookies, please see our Cookie Notice.

Marketing

We use third-party services for the sending of marketing emails and text messages, as well as for our CRM software. We have data processing agreements (DPA) in place with each of these third-party service providers, to ensure that your Information is protected and not used for any other purpose by either party.

If Project 23rd Century is merged with or acquired by a third party, we will share your Information with them so they can continue processing it as described in this notice.

If required bylaw, we will provide information to government, judicial or law enforcement agencies and, in exceptional circumstances, this could include Information about you.

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Why is it lawful for us to use your information in this way?

Informationyou give us

When yourequest technical assistance or contact us with an enquiry, you consent to ourprocessing of your personal Information in order to fulfil your request.

When you opt-in to receive our marketing communications, you consent to us sending you marketing communications in the formats to which you have consented (e.g. email, SMS).

You have the right to withdraw your consent at any time – see “Your Privacy rights and how to exercise them” below.

Cookies

The legal basis for our use of cookies is Consent. You can modify your cookie consent from within the cookie settings bar, which can be accessed via our Cookie Policy in the “Manage Cookie Preferences” section, by clicking on the “CookieSettings” button.

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Your Privacy rights and how to exercise them

These are your legal rights and the data protection regulator, the Information Commissioner’s Office (ICO), will help you to enforce them if we slip up.

Right of access – we will provide you with the Information we hold
Right to have inaccurate or out of date Information corrected
Right not to be profiled for marketing purposes
Right to prevent processing of your Information in certain circumstances
Right to have your Information deleted in certain circumstances
Right to transfer your Information to another provider
Right to unsubscribe from marketing messages and emails
If we have asked for your consent, the right to withdraw it at any time
Right to make a complaint to the ICO (see below).

If you would like to exercise your rights, or have concerns about the way your Information is being handled, please contact ourData Protection Officer (DPO) at dpo@ai.io

If you are under 13 you can contact us yourself or ask your guardian or parent to do it for you.

We’ll reply straight away and let you know if we need anything else from you. We have to respond to requests without delay and no later than a month.

If we take more than a month or if you are unhappy with our response, you have the right to complain to the InformationCommissioner’s Office: https://ico.org.uk/make-a-complaint.

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