Privacy Policy

Introduction

This policy tells you everything you need to know about how AI Consultants handles your personal data, written in plain English, not legalese.

AI Consultants is a UK-based AI consultancy providing artificial intelligence consulting, development, and automation services to businesses across the United Kingdom and internationally. We take your privacy seriously and are committed to protecting the personal data of everyone who visits our website, contacts us, or engages our services.

This Privacy Policy explains:

• What personal data we collect from you
• Why we collect it and how we use it
• The legal basis on which we process it
• Who we share it with
• How long we keep it
• Your rights over your personal data
• How to contact us with questions or concerns

By using our website or engaging our services, you acknowledge that you have read and understood this Privacy Policy.

Information We Collect

We only collect the personal data we genuinely need to provide our services and communicate with you effectively.

Information You Provide Directly

When you interact with AI Consultants through our website contact form, email, or service enquiries, you may provide us with:

• Full name and job title
• Business email address
• Company name and industry
• Phone number (if provided)
• The content of your enquiry or message
• Information about the services you are interested in
• Any other information you choose to share with us

Information Collected Automatically

When you visit our website, we automatically collect certain technical data including:

• IP address and approximate geographic location
• Browser type, version, and operating system
• Pages visited, time spent, and navigation paths
• Referring website or search query that brought you to our site
• Device type (desktop, mobile, tablet)
• Date and time of your visit

Information From Third Parties

We may receive information about you from third-party sources including:

• LinkedIn and other professional networks (if you connect with us)
• Referral partners who recommend our services
• Publicly available business directories and company databases

How We Use Your Information

We use your personal data only for the purposes for which it was collected or for compatible purposes you would reasonably expect.

We use the personal data we collect for the following purposes:

• Responding to your enquiries and providing information about our services
• Delivering the AI consulting and development services you have engaged us for
• Sending you relevant updates, case studies, or insights you have requested (with your consent)
• Improving our website, content, and service offerings based on how visitors use our site
• Complying with our legal and regulatory obligations
• Protecting our legitimate business interests and preventing fraud
• Analysing how our services are used to improve them over time

We will never use your personal data for purposes incompatible with those listed above, and we will never sell your personal data to third parties.

Legal Basis for Processing (GDPR)

Under UK GDPR, we must have a valid legal basis for processing your personal data. We rely on the following bases:

• Contractual Necessity — Processing necessary to deliver the services you have contracted us to provide
• Legitimate Interests — Processing for our genuine business interests where these are not overridden by your privacy rights (for example, responding to enquiries and improving our website)
• Consent — Where you have given us explicit consent to process your data for a specific purpose (for example, subscribing to our newsletter or blog updates)
• Legal Obligation — Where we are required to process your data to comply with a legal or regulatory requirement

Where we rely on legitimate interests as our legal basis, we conduct a balancing test to ensure our interests do not override your fundamental rights and freedoms.

Data Sharing & Third Parties

We do not sell your personal data. We share it only where necessary and with appropriate safeguards in place.

We may share your personal data with the following categories of third parties:

• Service Providers — Technology and software vendors who help us operate our website and deliver our services (for example, email hosting, analytics, and CRM platforms). These parties process data only on our instructions and are bound by data processing agreements.
• Professional Advisors — Lawyers, accountants, and insurers where necessary to operate our business or comply with legal obligations.
• Regulatory Authorities — Government bodies, law enforcement agencies, or regulatory authorities where we are legally required to disclose personal data.
• Business Transfers — In the event of a merger, acquisition, or sale of our business, your data may be transferred to the acquiring entity subject to equivalent privacy protections.

We require all third parties to respect the security of your personal data and to treat it in accordance with applicable law. We do not permit third parties to use your personal data for their own purposes.

Data Retention

We keep your personal data only for as long as necessary for the purposes for which it was collected.

Our data retention periods are as follows:

• Enquiry and contact data — 2 years from last contact, unless you become a client in which case we retain for the duration of the client relationship plus 6 years
• Client project data — 6 years from project completion in accordance with our legal and contractual obligations
• Website analytics data — 26 months on a rolling basis
• Marketing consent records — Until you withdraw consent plus 1 year for record-keeping purposes
• Financial and invoicing records — 7 years in accordance with UK HMRC requirements

When personal data is no longer required, we securely delete or anonymise it so it can no longer be associated with you.

Your Rights Under GDPR

Under UK GDPR, you have significant rights over your personal data. We take these rights seriously and will respond to all valid requests within one calendar month.

You have the following rights regarding your personal data:

• Right of Access — You can request a copy of the personal data we hold about you (a Subject Access Request)
• Right to Rectification — You can ask us to correct any inaccurate or incomplete personal data we hold about you
• Right to Erasure — You can ask us to delete your personal data where there is no longer a legal basis for us to hold it
• Right to Restrict Processing — You can ask us to suspend processing your data in certain circumstances
• Right to Data Portability — You can request your personal data in a structured, machine-readable format
• Right to Object — You can object to processing based on legitimate interests or for direct marketing purposes
• Right to Withdraw Consent — Where processing is based on consent, you can withdraw it at any time without affecting the lawfulness of prior processing

To exercise any of these rights, please contact us at info@aiconsultants.com. We will respond within one calendar month. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk if you believe we have not handled your personal data correctly.

Cookies & Tracking

Our website uses cookies and similar tracking technologies to improve your experience and understand how our site is used.

We use the following types of cookies:

• Strictly Necessary Cookies — Essential for the website to function correctly. These cannot be disabled.
• Analytics Cookies — Help us understand how visitors interact with our website so we can improve it. We use anonymised analytics data only.
• Preference Cookies — Remember your settings and preferences to improve your experience on return visits.
• Marketing Cookies — Used to show you relevant content and measure the effectiveness of our communications. These are only set with your explicit consent.

You can control and manage cookies through your browser settings. Disabling certain cookies may affect the functionality of our website. When you first visit our site, you will be presented with a cookie consent banner allowing you to manage your preferences.

Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or disclosure.

Our security measures include:

• Encryption of data in transit using TLS/SSL protocols
• Secure access controls and authentication on all systems
• Regular security assessments and vulnerability reviews
• Staff training on data protection and information security
• Incident response procedures for data breach management
• Data minimisation — we only collect and retain what we need

In the event of a personal data breach that is likely to result in risk to your rights and freedoms, we will notify you and the Information Commissioner's Office (ICO) in accordance with our legal obligations under UK GDPR.

International Data Transfers

Where we transfer personal data outside the United Kingdom or European Economic Area, we ensure appropriate safeguards are in place to protect your data to the same standard as required under UK GDPR. This includes using Standard Contractual Clauses (SCCs) or transferring only to countries recognised by the UK as providing an adequate level of data protection.

Our primary service providers and subprocessors are located in the UK, EEA, or countries with adequacy decisions. Where transfers to other countries occur, we document and safeguard them in accordance with UK GDPR requirements.

Children's Privacy

Our website and services are directed at business professionals and are not intended for use by individuals under the age of 18. We do not knowingly collect personal data from children. If you believe we have inadvertently collected personal data from a minor, please contact us immediately at info@aiconsultants.com and we will take steps to delete it promptly.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will update the "Last Updated" date at the top of this page.

We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your personal data. Your continued use of our website following any changes constitutes your acknowledgement of the updated policy.

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data protection practices, please contact us: