1. Introduction
Your privacy is important to us. This Privacy Policy explains how Adaptif AI collects, uses, shares, stores and protects personal data when you visit our website (adaptifai.co.uk), contact us, request information, book a meeting, use our chatbot or automation services, or interact with integrations we provide.
Adaptif AI is a brand operated by AI Automation Solutions Ltd.
Company Name: AI Automation Solutions Ltd
Registered Address: Ashley House, Office 304, 235-239 High Road, London, United Kingdom, N22 8HF
Company Number: 16441287
Email: info@adaptifai.co.uk
We process personal data in accordance with applicable data protection laws, including the UK GDPR and the Data Protection Act 2018 where applicable.
2. Our Role: Controller, Processor and Technology Provider
For data collected through our own website, contact forms, marketing activities, analytics, meeting bookings and direct business enquiries, AI Automation Solutions Ltd will usually act as the data controller.
When we provide AI automation, chatbot, voice agent, workflow, integration or data processing services for a client, we may act as a data processor, technology provider or service provider acting on the client’s instructions. In those cases, the client is usually the data controller for its own customer, lead, employee, supplier or business contact data.
The exact role may depend on the service, integration and agreement in place. Where required, we may enter into a data processing agreement with the client.
3. Personal Data We May Collect
Depending on how you interact with us, we may collect:
– name, job title, company name and business contact details;
– email address, phone number, postal address and communication history;
– information submitted through forms, chatbots, emails, messages, calls, meeting bookings or social media interactions;
– information about your business needs, project requirements, workflows, systems, platforms and integrations;
– technical data such as IP address, browser type, device information, pages visited, timestamps, referral source and cookie or analytics data;
– chatbot messages, voice-agent call information, transcripts, recordings, summaries, logs, extracted data, support tickets or automation history where relevant to the service;
– data supplied by clients for automation, reporting, document processing, CRM integration, marketing, customer support or workflow purposes.
We do not intentionally seek to collect special category personal data, such as health information, biometric data, religious beliefs, political opinions or similar sensitive information, unless it is necessary for an agreed service and appropriate safeguards and lawful conditions apply. Clients should not provide special category personal data unless it is necessary for the agreed project and they have a lawful basis to do so.
4. How We Collect Data
We may collect personal data:
– directly from you when you contact us, complete a form, book a meeting, use a chatbot, send us an email or speak with us;
– from our clients when they provide data for a project or integration;
– from third-party platforms connected to agreed workflows, such as CRM systems, email platforms, calendar tools, Meta/Facebook/Instagram/WhatsApp tools, analytics tools, telephony systems or automation platforms;
– automatically through website cookies, analytics, logs and similar technologies.
5. How We Use Personal Data
We may use personal data to:
– respond to enquiries and provide information about our services;
– arrange demos, meetings, consultations and follow-ups;
– prepare proposals, quotes, statements of work and service agreements;
– deliver, configure, test, monitor, support and improve AI automation services;
– operate chatbots, voice agents, email automations, document processing, CRM updates, reporting dashboards and integrations;
– personalise website, marketing and service communications where appropriate;
– manage client relationships, invoices, payments, records and support requests;
– maintain security, prevent misuse, troubleshoot errors and protect our systems;
– comply with legal, regulatory, tax, accounting and contractual obligations;
– establish, exercise or defend legal claims.
6. Lawful Bases for Processing
Depending on the situation, we may rely on one or more lawful bases, including:
– consent, for example where you agree to receive certain marketing communications or accept optional cookies;
– contract, where processing is necessary to provide requested services or take steps before entering into a contract;
– legal obligation, where we must keep certain business, tax, accounting or compliance records;
– legitimate interests, such as responding to business enquiries, improving services, maintaining records, securing our systems, developing our business, managing client relationships and establishing, exercising or defending legal claims.
Where we process personal data on behalf of a client, the client is usually responsible for identifying and documenting the lawful basis for the processing.
7. How We Use Data Accessed via Meta APIs
Where we access data through Meta, Facebook, Instagram, WhatsApp or related APIs, we use that data only for the agreed and disclosed business purpose, such as:
– replying to messages or comments;
– managing customer enquiries;
– supporting chatbot or automation workflows;
– generating operational reports;
– routing enquiries to the relevant person or system;
– improving the relevant client workflow.
We do not sell Meta API data. We do not use Meta API data for unauthorised profiling, unlawful advertising, discriminatory purposes or unrelated purposes. We only share such data where necessary to provide the agreed service, comply with the law, use approved service providers or follow the relevant client’s lawful instructions.
8. Sharing Personal Data
We may share personal data with:
– our clients, where data relates to their customers, leads, staff, suppliers, systems or workflows;
– trusted technology providers, hosting providers, cloud providers, LLM providers, automation platforms, CRM systems, analytics providers, email platforms, telephony providers, messaging providers, payment providers and professional advisers;
– subcontractors or subprocessors who help us deliver the services;
– public authorities, regulators, courts or law enforcement where required by law.
Where we use subprocessors to process personal data on our behalf, we take reasonable steps to ensure appropriate confidentiality, security and data protection terms are in place.
We do not sell personal data.
9. International Transfers
Some technology providers, cloud services, LLM providers, automation platforms or support providers may process data outside the UK or the European Economic Area.
Where international transfers occur, we aim to use appropriate safeguards where required, such as adequacy regulations, standard contractual clauses, international data transfer agreements or other lawful transfer mechanisms.
10. Data Retention
We keep personal data only for as long as reasonably necessary for the purposes for which it was collected, including service delivery, support, legal, accounting, tax, regulatory, security and legitimate business purposes.
As a general guide, enquiry and contact records may be kept for up to 24 months after the last meaningful interaction; accounting and transaction records may be kept for up to 6 years; and client project data, chatbot transcripts, call records, automation logs and integration data may be retained according to the relevant client agreement, platform rules and operational requirements.
Where we process data on behalf of a client, retention may be governed by the client’s instructions and the relevant service agreement.
11. Cookies and Similar Technologies
Our website may use cookies and similar technologies to operate the site, improve performance, understand visitor behaviour and support marketing or analytics.
Where required, we will ask for consent before using non-essential cookies. You can control cookies through your browser settings and, where available, our cookie banner or preference tool.
If we use analytics, advertising pixels, remarketing tags or similar technologies, additional cookie information may be provided in a cookie notice or cookie policy.
12. Security
We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration or disclosure. However, no website, internet transmission, cloud service, AI system or third-party platform can be guaranteed to be completely secure.
13. Your Rights
Depending on your location and the circumstances, you may have rights to:
– access your personal data;
– request correction of inaccurate data;
– request deletion of your data;
– object to or restrict certain processing;
– request data portability;
– withdraw consent where processing is based on consent;
– complain to a data protection authority.
If you are in the UK, you also have the right to complain to the Information Commissioner’s Office (ICO). We would appreciate the opportunity to deal with your concern first, so please contact us before approaching the ICO.
Where we process data on behalf of a client, we may need to refer your request to the relevant client.
14. Children
Our website and services are intended for business and professional users. We do not knowingly target or collect personal data from children through our website.
15. Changes to This Policy
We may update this Privacy Policy from time to time. The updated version will be posted on our website with a revised “Last updated” date.
16. Contact
If you have any questions about this Privacy Policy or how we handle personal data, please contact us at:
info@adaptifai.co.uk