1. About this policy
Hybrid AI Solutions Ltd takes your privacy seriously. This policy explains what personal data we collect, how we use it, who we share it with, how long we keep it, and the rights you have over it.
It applies to anyone whose personal data we hold, including visitors to our website, prospective customers, customers, suppliers, partners, and job applicants. It does not cover personal data processed by third parties whose websites you may visit through links from ours; those are governed by their own privacy policies.
2. Who we are
Hybrid AI Solutions Ltd ("Hybrid AI Solutions", "we", "us", "our") is the controller of the personal data described in this policy.
14 Clerkenwell Green, Third Floor, London, England, EC1R 0DP
Registered in England and Wales, company number 17220447.
If you have any questions about this policy, or about how we handle your personal data, please contact us using the details in section 14.
3. What we mean by personal data
Personal data is any information that identifies you or could be used to identify you, either on its own or in combination with other information. It does not include data where your identity has been permanently removed (anonymised data).
We do not collect any special category data about you. This includes information about your race or ethnicity, religious or philosophical beliefs, political opinions, trade union membership, health, sex life, sexual orientation, or biometric or genetic data. We also do not collect information about criminal convictions or offences.
4. What personal data we collect
The personal data we collect depends on how you interact with us. It typically falls into the following categories:
- Contact data: name, work email address, telephone number, business address, job title, and the name of the organisation you work for.
- Enquiry and engagement data: the content of messages you send us, including through our website forms, by email, and during meetings or calls.
- Contract and transactional data: information necessary to provide our services to you, including project scope, deliverables, billing information, and bank or payment details where relevant.
- Marketing and communications data: your preferences for receiving communications from us, and a record of your engagement with our communications.
- Technical and usage data: IP address, browser type and version, device information, time zone setting, operating system, and information about how you interact with our website.
- Recruitment data: if you apply for a role with us, the information contained in your CV and application, and any further information you provide during the recruitment process.
5. How we collect personal data
We collect personal data in the following ways:
- Directly from you, when you fill in a form on our website, send us an email, request information about our services, sign up to a newsletter, attend an event, or otherwise interact with us.
- Through automated technologies, such as cookies and similar tracking technologies. Please see our Cookie Policy for more detail.
- From third parties, including business contact databases, publicly available sources such as Companies House and LinkedIn, our partners (including Microsoft and Tramlines), and analytics or marketing service providers acting on our behalf.
6. How we use personal data and our lawful basis
Under UK GDPR we may only process your personal data if we have a lawful basis for doing so. Where we rely on legitimate interests, we have considered your rights and interests and concluded that our processing does not unfairly override them. You can object to processing on this basis at any time by contacting us.
Where we rely on consent (for example, to send you direct marketing emails), you can withdraw your consent at any time.
7. Marketing communications
We may send you marketing communications about our services, insights, and events that we believe are relevant to you. You can opt out at any time by using the unsubscribe link in any marketing email we send, or by contacting us directly.
Opting out of marketing communications will not affect any communications we send you in connection with a contract you have with us, or in response to an enquiry you have made.
8. Who we share personal data with
We do not sell your personal data. We may share it in the following circumstances:
- Service providers and processors, who process personal data on our behalf, including providers of cloud hosting, customer relationship management, email and productivity tools, marketing platforms, accounting software, and IT support. Many of these are Microsoft services (including Microsoft 365 and Microsoft Azure), in line with our role as a Microsoft Dynamics 365 Business Central implementation partner.
- Professional advisers, such as legal, tax, accountancy, insurance, and audit advisers.
- Partners, including Tramlines (our parent and investment partner) and Microsoft, where relevant to a service we are providing to you or where you have requested an introduction.
- Regulators, law enforcement, and other authorities, where required by law, or to protect our rights, property, or the safety of others.
- Successors in title, in connection with a sale, restructuring, or transfer of our business.
Where we share personal data with a third-party service provider, we put in place contractual safeguards requiring them to handle your data securely and in line with this policy and applicable data protection law.
9. International transfers
Some of the service providers we use are based outside the United Kingdom, including in the European Economic Area and the United States. Where we transfer your personal data outside the UK, we ensure that adequate safeguards are in place, such as transfers to countries that the UK Government considers to provide an adequate level of protection, or the use of UK-approved standard contractual clauses (the International Data Transfer Agreement or Addendum).
10. How long we keep personal data
We will only keep your personal data for as long as is necessary for the purposes set out in this policy, including for the purposes of meeting any legal, accounting, or reporting requirements. The table below sets out our typical retention periods.
Customer contract records
Six years following the end of the contract, in line with UK contract law and tax requirements
Enquiries that do not result in a contract
Up to 24 months from the date of last meaningful contact
Marketing contact data
Until you unsubscribe or ask us to stop, plus a short suppression period to honour your request
Job applications (unsuccessful)
Up to 12 months after the recruitment decision, unless you have asked us to retain your details for future roles
Website cookies
Up to 12 months, depending on the cookie
Financial and tax records
Six years following the end of the relevant financial year
Where appropriate, we may anonymise your personal data so that it can no longer be associated with you. In that case we may continue to use that data without further notice to you.
11. Security
We have put in place appropriate technical and organisational measures to protect personal data from unauthorised access, accidental loss, alteration, or disclosure. These include access controls, encryption in transit and at rest where appropriate, regular review of supplier security, and staff training.
We limit access to your personal data to those of our employees, contractors, and partners who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.
Where required, we have procedures in place to deal with any suspected personal data breach and we will notify you and any applicable regulator if we are legally required to do so.
12. Your rights
Under UK GDPR you have a number of rights in relation to your personal data. These include:
- The right of access: you can ask us for a copy of the personal data we hold about you.
- The right to rectification: you can ask us to correct any personal data that is inaccurate or incomplete.
- The right to erasure: you can ask us to delete personal data where there is no good reason for us to continue processing it.
- The right to restrict processing: you can ask us to suspend processing of your personal data in certain circumstances.
- The right to object: you can object to our processing of your personal data on legitimate interests grounds, or to direct marketing.
- The right to data portability: you can ask us to transfer your personal data to you or another organisation in a structured, machine-readable format.
- The right to withdraw consent: where we are relying on consent to process your personal data, you can withdraw that consent at any time.
- Rights in relation to automated decision-making and profiling: you have the right not to be subject to decisions based solely on automated processing that produce legal or similarly significant effects on you. We do not currently make decisions about you on this basis.
To exercise any of these rights, please contact us using the details in section 14. We will not charge a fee, unless your request is clearly unfounded or excessive. We will respond to legitimate requests within one month.
If you have a complaint about how we handle your personal data, we would like the chance to put it right. Please contact us first. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at any time, at https://ico.org.uk or on 0303 123 1113.
13. Cookies
Our website uses cookies and similar technologies. A cookie is a small file placed on your device when you visit a website. Some cookies are essential for the website to function. Others help us understand how visitors use our website, or support marketing activity. We only set non-essential cookies with your consent.
You can manage your cookie preferences at any time using the cookie banner on our website, or by adjusting your browser settings. Please see our Cookie Policy for full detail on the cookies we use.
14. How to contact us
If you have any questions about this policy, or you would like to exercise any of your rights, please contact us at:
Hybrid AI Solutions Ltd
14 Clerkenwell Green, Third Floor, London, England, EC1R 0DP
Email: info@hybridsolutions.ai
You can also contact the ICO:
Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Telephone: 0303 123 1113. Website: https://ico.org.uk
15. Changes to this policy
We may update this policy from time to time. The current version will always be available on our website. Where the changes are significant, we will take reasonable steps to bring them to your attention. The "Last updated" date at the top of this policy shows when it was most recently revised.
