Privacy Policy
AIVANTA AI LTD ("AIVANTA AI", "we", "us" or "our") respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, make an enquiry, become a client, supplier or business partner, or otherwise interact with our services.
1. WHO WE ARE
Company Name: AIVANTA AI LTD
Company Number: 17433102
Registered in: England and Wales
Registered Office: 128 City Road, London, United Kingdom, EC1V 2NX
Email: ask@aivantaai.co.uk
Website: www.aivantaai.co.uk
AIVANTA AI LTD provides technology services and solutions including artificial intelligence, software development, IT infrastructure, automation, cloud technologies, data solutions, systems integration and digital transformation.
For the purposes of applicable UK data protection law, AIVANTA AI LTD will generally act as the data controller in relation to personal information collected directly through our website and ordinary business activities.
Where we process personal information on behalf of a client as part of providing technology services, we may instead act as a data processor, with the client acting as the data controller.
2. INFORMATION WE MAY COLLECT
Depending on how you interact with us, we may collect and process information including:
Identity information
- Name
- Job title
- Company or organisation
- Professional role
Contact information
- Email address
- Telephone number
- Business address
- Correspondence details
Business information
- Company details
- Services you are interested in
- Project requirements
- Business requirements
- Enquiries, proposals and communications
Transaction and contractual information
- Services purchased
- Quotations and proposals
- Contracts
- Invoices
- Payment and billing information
- Transaction records
Technical information
- IP address
- Browser type
- Device type
- Operating system
- Website usage information
- Referral information
- Approximate location derived from technical information
- Security and diagnostic data
Communications
We may retain records of communications you have with us, including emails, enquiry forms, meetings and customer support communications.
We do not intentionally collect more personal information than is reasonably necessary for the relevant purpose.
3. HOW WE COLLECT PERSONAL INFORMATION
We may collect information:
- Directly from you when you contact us
- Through forms on our website
- When you request information or a quotation
- When you purchase or use our services
- During client onboarding
- Through business communications and meetings
- When you enter into a contract with us
- Through cookies and similar technologies
- From publicly available business sources
- From professional networking platforms
- From authorised business partners or service providers
- Through systems used to provide our technology services
4. HOW WE USE YOUR INFORMATION
We may use personal information to:
- Respond to enquiries
- Communicate with prospective and existing clients
- Provide quotations and proposals
- Deliver our products and services
- Manage client relationships
- Develop and implement technology solutions
- Provide technical support
- Operate and improve our website
- Maintain the security of our systems and services
- Manage contracts and accounts
- Process invoices and payments
- Maintain business records
- Manage suppliers and business partners
- Improve our products and services
- Analyse website performance and usage
- Prevent fraud, misuse and security incidents
- Comply with legal and regulatory obligations
- Establish, exercise or defend legal claims
- Send relevant business or marketing communications where permitted by law
We will not use personal information for purposes that are incompatible with the reason it was originally collected unless permitted or required by law.
5. OUR LAWFUL BASES FOR PROCESSING
Under UK data protection law, we must have a lawful basis for processing personal information.
Depending on the circumstances, we may rely upon:
Contract
Processing may be necessary to enter into or perform a contract with you.
Legitimate Interests
We may process information where necessary for our legitimate business interests, including operating our company, responding to business enquiries, improving our services, maintaining security and managing client relationships, provided those interests are not overridden by your rights and interests.
Legal Obligation
We may process information where necessary to comply with applicable legal, regulatory, accounting or taxation requirements.
Consent
Where required, we may ask for your consent to process information for a particular purpose. Where processing relies on consent, you may withdraw that consent at any time.
6. ARTIFICIAL INTELLIGENCE AND AUTOMATED TECHNOLOGIES
As a technology and artificial intelligence company, some of our products, services and internal systems may use artificial intelligence, machine learning, automation or other advanced technologies.
Where personal information is processed using AI or automated technologies, we will seek to do so in accordance with applicable data protection requirements.
Depending on the service, AIVANTA AI LTD may act as either a data controller or data processor.
Where we act as a processor on behalf of a client, the handling of personal information will also be governed by the relevant client agreement, data processing terms and the client's instructions.
We do not intend to make solely automated decisions producing legal or similarly significant effects on individuals unless there is an appropriate lawful basis and applicable safeguards are implemented.
7. CLIENT DATA
Our clients may provide access to information, systems or datasets as part of a technology, software, infrastructure, automation or AI project.
Where personal information is included within client data and we process that information solely on behalf of the client, we will generally act as a data processor.
We will process such information according to the client's documented instructions, applicable contractual terms and relevant data protection requirements.
Clients remain responsible for ensuring they have an appropriate lawful basis for personal information they provide to us for processing.
8. SHARING YOUR INFORMATION
We may share personal information with carefully selected third parties where reasonably necessary to operate our business or provide our services.
These may include:
- Cloud hosting providers
- IT and infrastructure providers
- Software providers
- AI technology providers
- Data storage providers
- Cybersecurity providers
- Payment processors
- Accountants and professional advisers
- Legal advisers
- Contractors and specialist technology partners
- Analytics providers
- Communications and CRM providers
- Government authorities, regulators or law enforcement where legally required
We do not sell personal information to third parties.
Where third parties process personal information on our behalf, we will seek to use appropriate contractual and organisational safeguards.
9. INTERNATIONAL DATA TRANSFERS
Some technology, cloud, software or AI service providers we use may process or store information outside the United Kingdom.
Where personal information is transferred internationally, we will take appropriate steps to ensure that the transfer complies with applicable UK data protection requirements.
Depending on the circumstances, this may include relying on UK adequacy regulations, appropriate contractual safeguards such as the UK International Data Transfer Agreement or UK Addendum, or another legally recognised transfer mechanism.
10. DATA SECURITY
We take reasonable technical and organisational measures designed to protect personal information against unauthorised access, alteration, disclosure, accidental loss or destruction.
Depending on the nature of the information and services involved, measures may include access controls, authentication, encryption, monitoring, secure infrastructure, backups and internal security procedures.
However, no internet transmission, cloud environment or electronic storage system can be guaranteed to be completely secure.
11. DATA RETENTION
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including satisfying legal, accounting, contractual and regulatory requirements.
Retention periods will vary depending on the type of information, our relationship with you, applicable legal requirements and the reason the information is being processed.
When information is no longer reasonably required, we may securely delete, anonymise or otherwise dispose of it.
12. MARKETING COMMUNICATIONS
Where permitted by law, we may send business or marketing communications relating to AIVANTA AI LTD's products, services, technology solutions or company developments.
Where consent is required, we will obtain it before sending such communications.
You may unsubscribe from marketing communications at any time by using an unsubscribe facility provided in the communication or by contacting us at:
Service-related or administrative communications may still be sent where necessary.
13. COOKIES AND ANALYTICS
Our website may use cookies and similar technologies to operate correctly, remember preferences, understand website usage, maintain security and improve the user experience.
Some cookies may be essential for the website to function, while others, such as certain analytics or advertising technologies, may require consent.
Where required, non-essential cookies will not be placed until appropriate consent has been obtained.
Further information about cookies used by our website should be provided through our Cookie Policy and cookie consent controls.
14. YOUR DATA PROTECTION RIGHTS
Depending on the circumstances and applicable UK data protection law, you may have rights including:
- The right to be informed about how your information is used
- The right to request access to your personal information
- The right to request correction of inaccurate information
- The right to request deletion of your information in certain circumstances
- The right to request restriction of processing
- The right to object to certain processing
- The right to data portability in certain circumstances
- Rights relating to certain automated decision-making
- The right to withdraw consent where processing is based on consent
These rights are not absolute and may be subject to legal exemptions.
To exercise a data protection right, contact:
We may need to verify your identity before responding to a request.
15. CHILDREN'S PRIVACY
Our website and business services are primarily intended for businesses, organisations and professional users and are not directed at children.
We do not knowingly seek to collect personal information from children through our general business website.
16. THIRD-PARTY WEBSITES
Our website may contain links to third-party websites, applications or services.
AIVANTA AI LTD does not control the privacy practices of independent third parties. If you follow an external link, you should review the privacy policy of the relevant third party before providing personal information.
17. CHANGES TO THIS PRIVACY POLICY
We may update this Privacy Policy from time to time to reflect changes to our business, services, technologies, legal requirements or data processing activities.
The latest version will be published on our website with an updated revision date.
18. COMPLAINTS
If you have concerns about how we handle your personal information, please contact us first so that we have an opportunity to address your concerns.
You also have the right to raise a complaint with the Information Commissioner's Office (ICO), the UK's independent data protection regulator.
Further information is available from the ICO.
19. CONTACT US
For privacy enquiries, data protection requests or questions about this Privacy Policy, please contact:
AIVANTA AI LTD
128 City Road
London
United Kingdom
EC1V 2NX
Company Number: 17433102
Email: ask@aivantaai.co.uk
Website: www.aivantaai.co.uk