AI Workforce Ltd is committed to protecting your privacy. This policy explains what personal data we collect, why we collect it, how we use it, and your rights under UK GDPR. We are registered in England and Wales (Company No. 16977702) and operate as a data controller for the purposes of this policy. By using our platform or website, you agree to the practices described here.
1. Data We Collect
We collect the following categories of personal data:
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Contact and account information: Your name, email address, phone number, job title, company name, and login credentials when you register an account.
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Business data: Information about your company, industry, and how you use the platform, including preferences and account settings.
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Content you submit: Any data you input into the platform for AI agents to process, such as lead lists, campaign content, or instructions. If you connect external accounts such as email or CRM systems, we access data from those sources only to perform the services you request.
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Usage and technical data: IP address, browser type, device, operating system, pages visited, time on site, and interaction logs. This data is collected automatically and helps us maintain security and improve the platform.
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Third-party integration data: When you connect services such as a CRM, calendar, email provider, or LinkedIn, we access the minimum data necessary to carry out the tasks you have authorised.
We do not collect sensitive personal data such as health information, political opinions, or financial account details. Payment details are handled by Stripe. Their privacy policy is available at stripe.com/gb/privacy.
2. How We Use Your Data
Providing the Service
We use your data to create and maintain your account, authenticate your access, and enable AI agent functionality such as outreach campaigns, content generation, scheduling, and CRM integrations. We also process usage data to identify bugs, improve performance, and develop new features.
Account Management and Support
We use your contact information to send administrative communications such as account confirmations, policy updates, security alerts, and to respond to support requests.
Marketing
With your permission, we may send you information about new features, updates, or offers. You can opt out at any time via the unsubscribe link in any email or by contacting us. We do not sell your data to third-party marketers.
Analytics
We analyse aggregated or anonymised usage data to understand how the platform is used, measure feature performance, and inform product decisions. We do not use this data in a way that identifies individual users.
Security and Legal Compliance
We process data to detect fraud, enforce our Terms and Conditions, respond to lawful requests from authorities, and meet our legal obligations under applicable law.
3. Legal Basis for Processing
We only process your personal data where we have a valid legal basis under UK GDPR. Depending on the purpose, this will be one of the following:
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Contract: Processing is necessary to provide the services you have subscribed to.
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Legitimate interests: Processing is necessary for our legitimate business interests, such as improving the platform, preventing fraud, and conducting B2B outreach, where these do not override your rights.
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Legal obligation: Processing is required to comply with applicable law.
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Consent: Where we rely on consent, such as for marketing emails or analytics cookies, you may withdraw it at any time.
4. Third-Party Integrations
Our platform integrates with external services including CRMs, email and calendar providers, LinkedIn, telephony APIs, and data enrichment tools. When you connect a third-party account, we access data from it only to the extent needed to perform the tasks you have authorised. We do not share your data with these providers for their own use.
We do not use data from third-party integrations, including Google Workspace data, to train AI models beyond what is required to deliver the agreed services.
Your use of connected third-party services is also governed by their own privacy policies. We encourage you to review those policies. We cannot be responsible for how third parties handle data they collect independently.
5. Data Sharing
We do not sell your personal data. We share it only in the following circumstances:
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Service providers: Trusted vendors who help us operate the platform, such as cloud hosting, email delivery, analytics, and customer support tools. These providers act under our instructions and are contractually bound to protect your data.
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Business partners: Where we work with resellers or implementation partners to support your use of the platform, we may share limited account information under confidentiality obligations.
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Legal compliance: Where required by law, court order, or regulatory request, or where necessary to protect the rights, safety, or property of AI Workforce or our users.
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Corporate transactions: In the event of a merger, acquisition, or sale of assets, your data may be transferred to a successor entity. We will notify you before this happens and ensure the recipient upholds your privacy rights.
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With your consent: In any other circumstance, only with your explicit agreement.
6. International Data Transfers
AI Workforce is based in the United Kingdom. Some of our service providers, including Google and Hotjar, operate servers outside the UK. Where personal data is transferred internationally, we ensure appropriate safeguards are in place, including Standard Contractual Clauses approved by the UK Information Commissioner.
You can contact us for details of the specific safeguards we use for any given transfer.
7. Data Retention
We retain personal data only for as long as necessary to fulfil the purposes described in this policy, or as required by law. Specifically:
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Account data is retained for the duration of your subscription and for up to 30 days after termination, after which it is deleted.
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Usage and analytics data is typically retained in anonymised or aggregated form and may be kept indefinitely for product improvement purposes.
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Data we are legally required to retain, such as financial records, will be kept for the period required by law.
8. Your Rights
Under UK GDPR, you have the following rights regarding your personal data:
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Access: Request a copy of the personal data we hold about you.
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Rectification: Ask us to correct inaccurate or incomplete data.
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Erasure: Request deletion of your data where it is no longer necessary or where you withdraw consent.
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Restriction: Ask us to pause processing of your data in certain circumstances.
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Portability: Receive your data in a structured, machine-readable format and have it transferred to another provider where feasible.
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Objection: Object to processing based on legitimate interests or for direct marketing purposes.
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Withdraw consent: Where processing is based on consent, withdraw it at any time without affecting prior processing.
To exercise any of these rights, contact us at team@aiworkforce.co.uk with the subject line Data Subject Request. We will respond within one month. We may ask you to verify your identity before fulfilling your request. There is no fee unless a request is excessive or unfounded.
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk. We would welcome the opportunity to address any concerns directly before you contact the ICO.
9. Data Security
We apply appropriate technical and organisational measures to protect your data, including HTTPS encryption in transit, encryption of sensitive data at rest, access controls, and regular security reviews. Access to personal data is limited to staff and contractors who need it to do their jobs.
No internet transmission is completely secure. You should use a strong password and notify us immediately at team@aiworkforce.co.uk if you suspect unauthorised access to your account. We will report any data breaches to the ICO and affected individuals as required by law.
10. Cookies
We use cookies and similar technologies on our website. For full details of the cookies we use, your consent options, and how to manage preferences, please see our Cookie Policy at aiworkforce.co.uk/cookies.
11. Updates to This Policy
We may update this policy from time to time. Material changes will be communicated by email or via a notice on the platform before they take effect. The date at the top of this page reflects the most recent version. Continued use of our services after an update constitutes acceptance of the revised policy.
12. Contact
For any questions about this policy or to exercise your data rights, contact us at:
Email: team@aiworkforce.co.uk
AI Workforce Ltd | Company No. 16977702 | 3rd Floor, 86-90 Paul Street, London, EC2A 4NE