Introduction PRIVACY POLICY
This privacy policy sets out how AI-MindShift Limited uses and protects your personal data. This privacy policy is provided in a layered format so you can click through to the specific areas set out below.
This privacy policy gives you information about how AI-MindShift Limited collects and uses your personal data through your use of this website, including any data you may provide when you register with us, sign up to our newsletter, or purchase a product or service.
This website is not intended for children and we do not knowingly collect data relating to children.
AI-MindShift Limited is the controller and responsible for your personal data (collectively referred to as “AI-MindShift“, “we”, “us” or “our” in this privacy policy).
Personal data means any information about an individual from which that person can be identified.
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
- Identity Data includes first name, last name, any previous names, username or similar identifier, marital status, title, date of birth and gender.
- Contact Data includes billing address, delivery address, email address and telephone numbers.
- Financial Data includes bank account and payment card details.
- Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
- Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, device ID and other technology on the devices you use to access this website.
- Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
- Usage Data includes information about how you interact with and use our website, products and services.
- Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
We also collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity. For example, we may aggregate individuals’ Usage Data to calculate the percentage of users accessing a specific website feature in order to analyse general trends in how users are interacting with our website to help improve the website and our service offering.
We use different methods to collect data from and about you including through:
- Your interactions with us. You may give us your personal data by filling in online forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
- apply for our products or services;
- create an account on our website;
- subscribe to our service or publications;
- request marketing to be sent to you;
- enter a competition, promotion or survey; or
- give us feedback or contact us.
- Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie policy for further details.
- Third parties or publicly available sources. We will receive personal data about you from various third parties and public sources as set out below:
- Technical Data is collected from the following parties:
- analytics providers;
- advertising networks; and
- search information providers.
- Contact, Financial and Transaction Data is collected from providers of technical, payment and delivery services.
- Identity and Contact Data is collected from data brokers or aggregators.
- Identity and Contact Data is collected from publicly available sources such as Companies House and the Electoral Register based inside the UK.
Legal basis
The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:
- Performance of a contract with you: Where we need to perform the contract we are about to enter into or have entered into with you.
- Legitimate interests: We may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example to prevent fraud and enable us to give you the best and most secure customer experience. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
- Legal obligation: We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to. We will identify the relevant legal obligation when we rely on this legal basis.
- Consent: We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example if you subscribe to an email newsletter.
Purposes for which we will use your personal data
We have set out below, in a table format, a description of all the ways we plan to use the various categories of your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
|
Purpose/Use |
Type of data |
Legal basis and retention period |
|
To process your initial contact or enquiry for our consultancy services |
(a) Identity (b) Contact |
Performance of a contract with you (taking steps at your request before entering into a contract) This covers processing your name, email, phone number, company details and enquiry information when you contact us to request information about our AI assurance and governance consultancy services. Retention Period: 6 years after last contact |
|
To enter into and perform consultancy service contracts with you including: (a) Providing AI assurance, digital governance, and technical consultancy services (b) Managing project deliverables and timelines (c) Processing payments, fees and invoicing (d) Collecting money owed to us |
(a) Identity (b) Contact (c) Financial (d) Transaction (e) Marketing and Communications |
(a) Performance of a contract with you to maintain the client relationship and fulfill service obligations (b) Necessary to comply with a legal obligation to notify you of changes required by law (c) Necessary for our legitimate interests to keep our records updated, manage client relationships effectively, and provide excellent client service This covers ongoing communication with clients throughout and after project engagements, responding to queries about our services, handling complaints or concerns, providing project status updates, and maintaining accurate client records. Retention Period: 6 years from last interaction |
|
To manage our relationship with you which includes: (a) Notifying you about changes to our contract terms or privacy policy (b) Handling your requests, questions, complaints and feedback (c) Providing ongoing support and project updates (d) Managing communication preferences |
(a) Identity (b) Contact (c) Profile (d) Marketing and Communications |
(a) Performance of a contract with you to maintain the client relationship and fulfill service obligations (b) Necessary to comply with a legal obligation to notify you of changes required by law (c) Necessary for our legitimate interests to keep our records updated, manage client relationships effectively, and provide excellent client service This covers ongoing communication with clients throughout and after project engagements, responding to queries about our services, handling complaints or concerns, providing project status updates, and maintaining accurate client records. Retention Period: 6 years from last interaction |
|
To work with third-party consultants (including anycollaborators) to deliver services to you |
(a) Identity (b) Contact (c) Profile (d) Technical (e) Transaction |
(a) Performance of a contract with you to deliver consultancy services using our network of specialist consultants (b) Necessary for our legitimate interests to provide high-quality services by engaging appropriate expertise This covers sharing your company information, project requirements, and technical data with third-party consultants under our Collaboration Agreement when necessary to fulfillour service obligations to you. All consultants are bound by confidentiality obligations and data protection requirements. Retention Period: 6 years from end of project |
|
To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) |
(a) Identity (b) Contact (c) Technical |
(a) Necessary for our legitimate interests for running our business, provision of administration and IT services, network security, fraud prevention, and ensuring business continuity (b) Necessary to comply with a legal obligation where required by law (e.g., tax records, regulatory requirements) This covers using your data to maintain our IT systems, ensure website functionality, protect against security threats, maintain backups of client data for business continuity, and comply with legal and regulatory obligations. Retention Period: 6 years for business records; technical logs may be retained for shorter periods (typically 12 months) unless required for longer |
|
To use data analytics to improve our website, products/services, customer relationships and experiences and to measure the effectiveness of our communications and marketing |
(a) Technical (b) Usage |
Legal Basis: Necessary for our legitimate interests – to understand how clients use our website, improve user experience, keep our website updated and relevant, develop our services, and inform our business strategy This covers using analytics tools (such as Google Analytics) to collect data about how visitors interact with our website, which pages are visited, how long users spend on the site, and what devices/browsers are used. This helps us improve website functionality and user experience. Retention Period: Analytics data typically retained for 26 months; aggregated/anonymized data may be retained indefinitely |
|
To send you relevant marketing communications and make personalised suggestions and recommendations to you about goods or services that may be of interest to you based on your Profile Data |
(a) Identity (b) Contact (c) Technical (d) Usage (e) Profile (f) Marketing and Communications |
(a) Consent where you have specifically opted in to receive marketing communications from us (b) Necessary for our legitimate interests to provide relevant information to existing and prospective clients about developments in AI governance and our consultancy services (soft opt-in for existing clients) This covers sending professional marketing communications by email or telephone about our services, industry insights, and relevant updates. You can opt out at any time by clicking unsubscribe links in emails or contacting us directly. Retention Period: Until you unsubscribe or ask us to stop, or 3 years of inactivity (whichever is sooner); we will then securely delete your data or anonymize it
|
|
To conduct client satisfaction surveys and improve our service delivery (voluntary participation only) |
(a) Identity (b) Contact (c) Profile (d) Usage |
Necessary for our legitimate interests to understand client satisfaction, improve our consultancy services, and develop our business This covers voluntary feedback surveys sent to clients during or after project completion to gather insights about service quality, delivery, and areas for improvement. Participation is entirely optional. Retention Period: 3 years from collection; survey responses may be anonymized after 1 year |
Direct marketing
During the registration process on our website when your personal data is collected, you will be asked to indicate your preferences for receiving direct marketing communications from AI-MindShift, you will receive marketing communications from us if you have requested information from us or purchased goods or services from us and you have not opted out of receiving the marketing.
We may also analyse your Identity, Contact, Technical, Usage and Profile Data to form a view which products, services and offers may be of interest to you so that we can then send you relevant marketing communications.
Third-party marketing
We will get your express consent before we share your personal data with any third party for their own direct marketing purposes.
Opting out of marketing
You can ask to stop sending you marketing communications at any time by logging into the website and checking or unchecking relevant boxes to adjust your marketing preferences.
If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative or customer service purposes for example relating to order confirmations for a product/service warranty registration, appointment reminders, updates to our Terms and Conditions, checking that your contact details are correct.
Cookies
For more information about the cookies we use and how to change your cookie preferences, please see the cookie policy.
We may share your personal data where necessary with the parties set out below for the purposes set out in the table Purposes for which we will use your personal data above.
- Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
Whenever we transfer your personal data out of the UK to countries which have laws that do not provide the same level of data protection as the UK law, we always ensure that a similar degree of protection is afforded to it by ensuring that the following safeguards are implemented:
We use specific standard contractual terms approved for use in the UK which give the transferred personal data the same protection as it has in the UK, namely the International Data Transfer Agreement for international data transfers.
We currently use the following service providers that involve international data transfers:
- Google Analytics for website analytics
We may transfer your personal data to service providers that carry out certain functions on our behalf. This may involve transferring personal data outside the UK to countries which have laws that do not provide the same level of data protection as the UK law.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
How long will you use my personal data for?
Details of retention periods for different aspects of your personal data are set out in the table above.
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.
In some circumstances you can ask us to delete your data: see paragraph 8 below for further information.
In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
You have a number of rights under data protection laws in relation to your personal data.
You have the right to:
- Request access to your personal data (commonly known as a “subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
- Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
- Request erasure of your personal data in certain circumstances. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
- Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object.
- You also have the absolute right to object any time to the processing of your personal data for direct marketing purposes (see OPTING OUT OF MARKETING in section 3 for details of how to object to receiving direct marketing communications).
- Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
- Withdraw consent at any time where we are relying on consent to process your personal data (see the table in section 4 for details of when we rely on your consent as the legal basis for using your data). However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
- Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in one of the following scenarios:
- If you want us to establish the data’s accuracy;
- Where our use of the data is unlawful but you do not want us to erase it;
- Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
- You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
If you have any questions about this privacy policy or about the use of your personal data or you want to exercise your privacy rights, please contact us in the following ways:
- Email address: [email protected]
- Postal address: 71-75 Shelton Street, Covent Garden, London WC2H 9JQ
- Telephone number: +44 (0) 204 628 1686
You have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). However, before doing so please make sure you have first made your complaint to us or asked us for clarification if there is something you do not understand. The ICO will expect you to have done this before reviewing your complaint.
We keep our privacy policy under regular review. This version was last updated on [21/1/26]. Historic versions can be obtained by contacting us.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us, for example a new address or email address.
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.