Privacy Policy

1. Scope of This Policy

This Privacy Policy explains how Akeia AI Ltd collects, uses and shares information.

This policy applies when you interact with us through our websites, products, events, or other services that link to this Privacy Policy (collectively, the "Services"). It also applies when we receive your information from other sources, such as business contact information from your employer.

The term "personal data" in this policy means any information that identifies, or could reasonably be used to identify, a living individual. This aligns with the definitions set out in the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Personal data does not include data that has been aggregated or anonymised, where your identity has been permanently removed. We may use such anonymised data for any business purpose.

This policy applies where Akeia AI Ltd is acting as a "data controller"—meaning we determine the purposes and means of processing your personal data. It does not apply when we act as a "data processor" on behalf of our customers. In those cases, our customers are the data controllers, and the use of your data is governed by their privacy policies and our contractual agreements with them.

2. Personal Data We Collect

We collect personal data in several ways:

2.1 Information You Provide to Us

We collect information that you give us directly. This includes:

Contact and Professional Data: Your name, email address, phone number, mailing address, job title, and company name when you request information about our Services, download content, register for an event, or create an account.

Communications Data: Information you provide when you contact us for support, provide feedback, or participate in surveys or forums on our websites.

Contract and Billing Data: When you purchase our Services, we collect professional contact details, billing addresses, signatures, and payment information, which is processed by our secure payment partners.

2.2 Information We Collect Automatically

When you interact with our Services, we automatically gather certain technical information.

This includes your IP address, browser type, device details, pages viewed, and your interactions with our site (such as links clicked). We collect this using tools like cookies, web beacons, and other similar technologies. This helps us analyse website traffic, improve our Services, and provide a personalised experience. For more detail, please see our Cookies section below.

2.3 Information from Third-Party Sources

We may receive information about you from other sources.

This can include business contact details from data providers, publicly available sources, or event partners. We use this to help us update our records, identify new potential customers, and ensure our marketing is relevant.

3. How We Use Your Personal Data

We use your personal data for the following purposes, based on a lawful basis for processing.

• To provide and manage our Services: Fulfilling your requests for products, services, or information (e.g., product trials, white papers, newsletters).
• For our day-to-day operations: Managing our business, including customer relationships and support.
• To improve our Services: Researching and analysing how users interact with our Services to test, improve, and develop new features.
• To personalise your experience: Tailoring content and communications to be more relevant to your interests.
• For marketing and advertising: Sending you marketing communications about our products and services that may interest you, where we have your consent or a legitimate interest to do so.
• For safety and security: Protecting our business interests and the rights of third parties, and preventing or investigating fraud, security threats, or other unlawful activity.
• To comply with legal obligations: Fulfilling our legal and regulatory requirements.

4. How and Why We Share Your Personal Data

We do not sell your personal data. We may share your personal data with the following categories of third parties:

Service Providers: We engage third-party companies to perform services on our behalf, such as payment processing, IT services, data analytics, and marketing support. They are only permitted to process your data for the specific purposes we instruct.

Event Sponsors and Partners: If you register for an event or webinar we host, we may share your registration details with the event's sponsors. We will make this clear at the point of registration and obtain your consent where required.

Professional Advisors: We may disclose your personal data to our professional advisors, such as lawyers, auditors, and insurers, where necessary to run our business and comply with legal obligations.

Corporate Transactions: Your information may be disclosed or transferred to a third party in the event of a proposed or actual merger, sale, or acquisition of our business.

Legal Obligations and Law Enforcement: We may disclose personal data to government authorities or law enforcement officials if required by law or if we believe in good faith that disclosure is necessary to protect our rights, your safety, or the safety of others.

Social Media Features: Our website may include features from social media networks. These features are governed by the privacy policy of the company providing them.

5. Cookies and Similar Technologies

Cookies are small text files stored on your device when you visit a website. We use cookies and similar technologies (like web beacons) to:

• Make our websites work efficiently.
• Remember your preferences.
• Understand how you use our Services.
• Help with our marketing efforts.

We use different types of cookies: strictly necessary, performance, functional, and targeting cookies. Other than for strictly necessary cookies, we will ask for your consent before placing them on your device. You can manage your cookie preferences through the consent banner on our website and by adjusting your browser settings. Please note that refusing certain cookies may impact your ability to use some features of our website.

6. Data Security

We have implemented appropriate technical and organisational measures to protect your personal data against accidental loss, unauthorised access, alteration, or disclosure. We follow industry-standard practices to ensure the security of the information you transmit to us.

However, no method of transmission over the Internet is 100% secure. While we strive to protect your personal data, we cannot guarantee its absolute security. We encourage you to take steps to protect yourself, such as using a strong, unique password and keeping it private.

7. Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes for which it was collected.

To determine the appropriate retention period, we consider the amount, nature, and sensitivity of the data, our legal obligations, our business requirements, and the potential risk of harm from unauthorised use or disclosure. For example, data related to a contract will generally be kept for the duration of the contract plus a period required by law (e.g., for tax and legal claims).

8. Our Legal Basis for Processing (UK GDPR)

Under UK data protection law, we must have a lawful basis for processing your personal data. The legal bases we rely on include:

Consent: Where you have given us clear consent to process your personal data for a specific purpose.

Contract: Where processing is necessary for a contract we have with you, or because you have asked us to take specific steps before entering into a contract.

Legal Obligation: Where processing is necessary for us to comply with the law.

Legitimate Interests: Where processing is necessary for our legitimate interests (or those of a third party), provided your interests and fundamental rights do not override those interests.

9. Your Data Protection Rights

Under UK data protection law, you have rights over your personal data. These rights are not absolute and may be subject to certain exemptions. Your rights include:

• The right to be informed: To be told how we use your personal data.
• The right of access: To request a copy of the personal data we hold about you.
• The right to rectification: To have any inaccurate personal data corrected.
• The right to erasure: To have your personal data deleted in certain circumstances.
• The right to restrict processing: To limit how we use your personal data.
• The right to data portability: To receive your personal data in a structured, machine-readable format.
• The right to object: To object to the processing of your personal data (for example, for direct marketing purposes).

You also have the right to lodge a complaint with the UK's supervisory authority, the Information Commissioner's Office (ICO). You can contact them at www.ico.org.uk.

10. Children's Privacy

Our Services are not intended for children, and we do not knowingly collect personal data from anyone under the age of 18. If we become aware that we have collected personal data from a child under 18 without parental consent, we will take immediate steps to delete it.

11. How to Contact Us and Exercise Your Rights

To exercise any of the rights described above, or if you have any questions about this Privacy Policy, please contact us at:

• Email: privacy@akeia.ai

Please describe your request with sufficient detail to allow us to understand and respond to it. For your protection, we may need to verify your identity before fulfilling your request.