Privacy Policy

Introduction

At InnovaAI Integration, we are committed to protecting your privacy and handling your personal information with transparency, care, and compliance.

This Privacy Policy explains how we collect, use, store, and share your personal data, whether you're using our AI services, visiting our website, or working with us on a project or consultation.

We operate in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

What Personal Data We Collect and Why

To Deliver Our Services

• Full name and business contact details
• Company or organisational details
• AI tool usage data (e.g., user inputs/outputs for custom built agents)
• CRM or onboarding data
• Project communications (e.g., calls, emails, Slack messages)
• Documents, data files, or systems access that you choose to provide

Purpose: To scope, build, deliver, and maintain AI solutions tailored to your business needs.

To Communicate with Clients and Stakeholders

• Email address and telephone number
• Project history and feedback
• Meeting notes and training records

Purpose: To manage service delivery, respond to enquiries, and support your team during or after project engagement.

For Marketing and Business Development

• Name, email, and role within the business
• Website usage data (cookies, page views)
• Audit form responses, demo requests, or event attendance

Purpose: To share relevant news, offers, or educational content. You can unsubscribe at any time.

For Analytics and Tool Improvement

• Anonymous website usage statistics
• Aggregated performance data from AI tools
• User interaction logs for support and enhancement

Purpose: To improve our services, website, and agent functionality over time.

To Meet Legal and Operational Obligations

• Client contract data
• Invoicing and financial records
• Regulatory or compliance documents

Purpose: To meet legal, financial, or audit-related responsibilities.

Lawful Bases for Processing

We rely on the following lawful bases as defined in UK GDPR:

• Contractual necessity: For providing our services to clients
• Consent: For marketing communications or collecting optional data
• Legitimate interest: For internal analytics and process improvement
• Legal obligation: Where data must be retained for regulatory or tax reasons

Your Rights Under Data Protection Law

As a UK data subject, you have the right to:

• Request access to your personal data
• Request rectification or correction
• Request erasure or deletion
• Restrict or object to processing
• Request data portability
• Withdraw consent at any time (where applicable)

You can make a request by emailing compliance@innovaaiintegration.com. We will respond within one month as required by law.

Data Retention

We retain personal data related to client projects for up to 7 years post completion, unless required longer for legal or financial reasons. Marketing data is reviewed annually and removed if no longer needed.

Data Sharing

We may share your information with:

• Hosting providers (for AI agents or web integrations)
• Third party software used in your solutions (e.g., APIs or CRM tools)
• Subcontracted developers or consultants under contract
• Legal or financial advisors where appropriate

We do not sell your data and only share it when necessary to fulfil service delivery or legal obligations.

International Transfers

Where data is processed outside the UK, we use appropriate legal safeguards such as:

• Standard Contractual Clauses (SCCs)
• Data processing agreements
• Providers operating under adequacy decisions

We will inform you if international transfers affect your project.

Data Security

We implement security measures including:

• Role based access and encryption
• Secure password policies
• Data audits and version control
• Developer NDAs and access logs

We monitor systems regularly and respond quickly to any security concerns or breaches.

Cookies and Tracking

Our website may use cookies to understand user behaviour and improve your experience. You can manage cookie preferences when visiting our site.

Complaints or Concerns

If you have questions or complaints about how your data is handled, contact:

InnovaAI Integration Ltd
Email: compliance@innovaaiintegration.com

If we cannot resolve your concern, you may contact the UK's data authority:

Information Commissioner's Office (ICO)
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Tel: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint