Privacy Policy

1. Who we are

• Controller: AI Grid Ltd
• Registered address: North Granary, Standen, Hungerford, RG17 0RB, United Kingdom
• Company number: 16054577
• Privacy contact: Jonathan.Aniszewski@aigrid.org.uk

2. When this policy applies

This policy covers personal data that AI Grid processes as a Controller, for example: website enquiries, sales and marketing communications, account administration, billing contacts, and support communications.

Customer Data in the AI Grid Portal: where a customer uploads or connects data to the Portal, that customer is typically the Controller of any personal data in it, and AI Grid acts as a Processor on the customer’s behalf under the applicable Data Processing Addendum (DPA). In those cases, the customer’s privacy notice applies to that Customer Data.

3. Personal data we collect

On this website:

• If you use the contact form: your name and email address, your phone number and company if you give them, the subject you choose, your message, and the page you sent it from.
• If you browse the website: our hosting provider receives your IP address and browser details in order to deliver the pages to you. We do not use analytics or advertising tools on this website.

More generally, depending on how you interact with us, we may collect:

• Identity and contact details (e.g. name, email address, phone number, job title, company).
• Account and authentication details (e.g. user ID, login timestamps, password hashes or authentication tokens managed via our identity system).
• Communications (e.g. messages you send us, support tickets, call notes).
• Usage and device data (e.g. log data, IP address, browser type, device identifiers, and telemetry about use of the Portal).
• Billing and administrative contact details (where applicable).

We do not intentionally collect special category data (e.g. health, biometrics) as part of our own controller activities. Customers may upload such data as Customer Data in the Portal; in that case, the customer is responsible for ensuring a lawful basis and appropriate safeguards, and AI Grid processes it only on customer instructions under the DPA.

4. How we use personal data

We use personal data to:

• Provide and administer access to the AI Grid Portal (including user provisioning and access control).
• Operate, maintain, secure, and improve our website and services.
• Respond to enquiries, requests and support issues.
• Manage customer relationships, including onboarding, service communications and account administration.
• Send product or service updates and marketing communications (where permitted by law).
• Comply with legal obligations and protect our rights (e.g. preventing fraud and misuse).

5. Lawful bases for processing

Under the UK GDPR, we rely on one or more of the following, depending on context:

• Performance of a contract (e.g. providing the Portal to our customers and managing user access).
• Legitimate interests (e.g. running and improving our business, securing our systems, responding to enquiries). We balance these interests against your rights.
• Compliance with a legal obligation (e.g. tax and accounting obligations).
• Consent (e.g. where required for certain marketing communications or cookies).

6. How we share personal data

We may share personal data with:

• Our service providers acting on our instructions (processors), such as cloud hosting and email providers (including AWS) and security and monitoring providers where used.
• Professional advisers (e.g. lawyers, accountants) where necessary.
• Authorities or regulators where required by law, or to protect rights and safety.

We do not sell your personal data.

7. International transfers

We are based in the UK and aim to process personal data in the UK and/or European Economic Area. The website’s contact form runs on AWS in London.

Where personal data is transferred outside the UK/EEA, we will ensure appropriate safeguards are in place, such as adequacy regulations, the UK IDTA, and/or the UK Addendum to the EU Standard Contractual Clauses, as applicable.

8. Security

We implement technical and organisational measures designed to protect personal data, including encryption in transit and at rest, access controls, monitoring, and incident response procedures. No method of transmission or storage is completely secure, but we work to protect your data using industry-standard practices appropriate to risk.

9. Data retention

We keep personal data only as long as necessary for the purposes described in this policy, including to meet legal, accounting, or reporting requirements. Retention periods vary depending on the nature of the data and our relationship with you.

The contact form does not store your message. It is emailed to our team, and kept in our email for as long as we need it to deal with your enquiry and any business relationship that follows. The form’s own logs record whether a message was sent, not what it said, and are deleted after 14 days.

Customer Data within the Portal is retained and deleted in accordance with the customer agreement and DPA (including post-termination export and deletion provisions).

10. Your rights

Under the UK GDPR, you may have rights including: access, rectification, erasure, restriction, objection, and data portability. You may also withdraw consent at any time where we rely on consent (this does not affect the lawfulness of processing before withdrawal).

To use any of these rights, email Jonathan.Aniszewski@aigrid.org.uk. If you are an authorised user of the Portal and your request relates to Customer Data uploaded by your organisation, you may need to contact your organisation (the Controller) first. We will assist the Controller as required under the DPA.

11. Marketing preferences

You can opt out of marketing emails at any time by using the unsubscribe link in the email or by contacting us using the details in section 1. We may still send non-marketing service communications (e.g. security or service notices).

12. Cookies and similar technologies

This website does not use cookies. It stores one setting in your browser: if you close a notice at the top of the page, it remembers that so the notice stays closed. The setting stays on your device and is not sent to us.

Videos on this website are hosted by YouTube or Vimeo. Some show a preview image from the provider, which your browser fetches from them. The video player itself loads only when you press play, and from then on the provider’s own privacy and cookie policies apply.

The AI Grid Portal may use cookies or similar technologies to operate, secure and improve the service. Where the law requires it, we will ask for your consent before placing non-essential cookies.

13. Children

Our website and the Portal are intended for business users and are not directed to children. We do not knowingly collect personal data from children.

14. Complaints

If you have concerns about our use of your personal data, please contact us first and we will work to resolve the issue. You also have the right to complain to the UK supervisory authority, the Information Commissioner’s Office.

15. Changes to this policy

We may update this policy from time to time. If we make material changes, we will give notice through our website or the Portal. The date at the top shows when it was last updated.