1. Important information and who we are
askAiB Ltd is the controller responsible for personal data covered by this privacy policy. We are registered in England and Wales under company number 15107419, with registered office at 585a Fulham Road, London, SW6 5UA, United Kingdom.
This policy covers personal data we use in connection with this website, sales and marketing enquiries, customer and supplier relationships, and other direct interactions with askAiB. Where askAiB processes workplace-platform data on behalf of a customer, the relevant customer agreement, data processing terms and the customer's own privacy information may also apply.
Our website is not intended for children and we do not knowingly collect personal data relating to children through the public website.
2. The personal data we may collect
Depending on how you interact with us, we may collect:
- Identity and contact data, such as your name, job title, organisation, work email address, telephone number and postal address.
- Enquiry and relationship data, including messages you send us, demo requests, meeting details, correspondence, feedback and information about your organisation's requirements.
- Customer and commercial data, such as order, contract, billing, transaction and account administration information where you become a customer.
- Technical and usage data, such as IP address, browser and device information, website activity, security logs and cookie or analytics identifiers where these technologies are used.
- Marketing and communications data, including your marketing preferences and records of communications with you.
We may also create aggregated or statistical information that does not identify an individual.
3. How we collect personal data
We may collect personal data directly from you when you contact us, request a demo or quote, correspond with us, enter into a contract, use our services, attend a meeting or otherwise interact with askAiB.
We may also collect technical information automatically through server logs, security technologies, cookies or analytics where enabled. We may receive relevant business contact information from customers, partners, suppliers, publicly available sources and service providers where lawful.
4. How we use personal data and our legal bases
| Purpose | Typical data | Legal basis |
|---|---|---|
| Responding to enquiries, demos and sales requests | Identity, contact, enquiry and relationship data | Legitimate interests and steps taken at your request before a contract |
| Providing and administering contracted services | Identity, contact, customer, commercial and transaction data | Performance of a contract and legitimate interests |
| Support, security, troubleshooting and administration | Contact, technical, usage and customer data | Legitimate interests, contractual obligations and legal obligations where applicable |
| Improving our website, products and customer experience | Usage, technical, feedback and aggregated data | Legitimate interests, or consent where required for the technology used |
| Marketing our products and services | Identity, contact, relationship, usage and communications data | Legitimate interests where permitted, or consent where required |
| Accounting, legal, regulatory and business administration | Identity, contact, commercial and transaction data | Legal obligations and legitimate interests |
Where we rely on legitimate interests, we consider the impact on your rights and do not use that basis where our interests are overridden by your rights and freedoms.
5. Marketing
We may send relevant business-to-business communications where permitted by law, including where you have requested information from us or have an existing relationship with askAiB. Where consent is required, we will obtain it before sending the communication.
You can ask us to stop marketing communications at any time by using any unsubscribe mechanism provided or by contacting us. Service and administrative messages may still be sent where necessary.
6. Cookies and website technologies
Our website uses Vercel Web Analytics for aggregated, anonymous pageview statistics to improve the website, with a simple visitor opt-out. We separately use consent-controlled Google Analytics 4 and, if configured, Google Ads conversion measurement. Optional cookies and advertising measurement remain subject to applicable consent requirements. See our Cookie Policy, including the anonymous statistics objection control, for more information.
7. Sharing personal data
We may share personal data with service providers that help us operate our business, such as hosting, IT, communications, scheduling, professional advisers, payment or accounting providers and analytics or marketing providers where enabled.
We may also disclose information where required by law, to protect our legal rights, in connection with a corporate transaction, or where you ask or authorise us to do so. We require service providers acting on our behalf to protect personal data and use it only for authorised purposes.
8. International transfers
Some service providers may process personal data outside the UK. Where UK data-protection law requires additional safeguards for an international transfer, we use an appropriate transfer mechanism or other lawful safeguard.
You can contact us if you would like more information about the safeguards relevant to a particular transfer.
9. Data security
We use appropriate technical and organisational measures designed to protect personal data against accidental or unlawful loss, alteration, disclosure or access. Access is limited to people and service providers who have a legitimate need to use the information.
We maintain processes for responding to suspected personal-data breaches and will notify affected individuals or regulators where we are legally required to do so.
10. Data retention
We keep personal data only for as long as reasonably necessary for the purpose for which it was collected, including legal, regulatory, tax, accounting, security and reporting requirements.
Retention periods vary by record type. For example, core customer, contract and transaction records may need to be retained for up to six years after the relevant relationship ends. For other information we consider its nature, sensitivity, purpose, legal requirements and whether the same purpose can be achieved with less data or through anonymisation.
11. Your rights
Depending on the circumstances and the lawful basis we rely on, you may have rights to request access to your personal data, correction, erasure, restriction, portability, or to object to certain processing. Where we rely on consent, you can withdraw that consent at any time without affecting processing that was lawful before withdrawal.
You have the right to object to the use of your personal data for direct marketing.
We may need to verify your identity before acting on a rights request. We normally respond to valid requests within the period required by applicable data-protection law.
12. Contact details
For questions about this policy or to exercise your privacy rights, email DPO@askaib.com or write to askAiB Ltd, 585a Fulham Road, London, SW6 5UA, United Kingdom.
13. Complaints
You have the right to complain to the Information Commissioner's Office, the UK regulator for data protection. We would appreciate the opportunity to address your concern first, so please contact us if you are unhappy with how we have handled your personal data.
You can find the Information Commissioner's Office at ico.org.uk.
14. Changes to this policy
We keep this privacy policy under review and may update it when our services, website, suppliers or legal obligations change. The latest version will be published on this page.
15. Third-party links
Our website may link to third-party websites, plug-ins or applications. We do not control those third parties and their privacy practices are governed by their own notices. We encourage you to review those notices when leaving our website.