Privacy Policy

1. Two kinds of personal data we handle

a) Account data — Managers and Engineers

If you sign in to the Service to manage or work for a business using it, we collect your name and email address, and (if you sign in with Google) the basic profile information Google shares with us. For this data, we are the data controller — we decide why and how it’s used, to operate your account and the Service generally.

b) Enquiry data — a Customer’s own end customers

When someone submits an enquiry through a Customer’s website widget or emails a Customer’s intake address, we process whatever they submit — typically a name, phone number and/or email address, postcode, and a description of what they need — in order to classify it and display it on that Customer’s dashboard. For this data, the Customer is the data controller (it’s their customer, their relationship) and we act as a data processor on their instructions. If you submitted an enquiry to one of our Customers and have a question about your data, please contact that business directly — we process it under their instruction, not our own.

2. What we use it for

• Operating the dashboard, authentication, and account management (account data);
• Classifying enquiries by category and urgency, and generating a plain-English summary, using an AI model (enquiry data);
• Sending an automatic reply and, later, a review-request email to an enquirer, where the Customer has enabled these (enquiry data);
• Sending push notifications and daily/urgent alerts to a Customer’s team about new or ageing enquiries (account data, to identify who to notify);
• Diagnosing faults and keeping the Service secure and running.

We do not sell personal data, and we do not use enquiry data to train our own models or for any purpose beyond providing the Service to the Customer it belongs to.

3. Legal basis

For account data, we rely on performance of a contract (running the account you hold with us) and legitimate interests (keeping the Service secure and improving it). For enquiry data, the lawful basis is determined by the Customer as data controller — typically their legitimate interest in responding to their own enquiries, or performance of a contract with their customer.

4. Sub-processors

We use the following third-party providers to deliver the Service. Each only receives the data necessary to perform its specific function.

Some of these providers may process data on servers outside the UK/EEA (for example, the United States). Where that happens, we rely on the provider’s Standard Contractual Clauses or an equivalent lawful transfer mechanism.

5. How long we keep data

Account data is kept for as long as your account is active, and for a reasonable period afterward for legal and accounting purposes. Enquiry data is kept for as long as the Customer’s account remains active and they choose to retain it on their dashboard; a Customer can delete individual enquiries or ask us to delete their data entirely on account closure.

6. Your rights

Under UK GDPR you have the right to access, correct, delete, restrict, or port your personal data, and to object to certain processing. If you hold an account with us, contact us directly using the details below. If your data reached us as an enquiry you submitted to one of our Customers, please contact that business first — as the data controller, they are best placed to action your request, and can ask us to assist where needed.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) at ico.org.uk.

7. Security

Data is encrypted in transit. Access to a Customer’s enquiry data is restricted to that Customer’s own account by database-level access policies, and administrative operations use credentials that are never exposed to a browser.

8. Cookies

We use only the cookies strictly necessary to keep you signed in (managed by our authentication provider, Supabase). We do not use third-party advertising or analytics cookies.

9. Children

The Service is intended for business use and is not directed at children.

10. Changes to this policy

We may update this policy from time to time; the “last updated” date at the top will always reflect the most recent version.

11. Contact

Questions about this policy, or to exercise a data right, can be sent to support@ia-intelligence.co.uk. See also our Terms of Service.