Privacy Policy

Thank you for choosing to be part of our community at PolyAI Limited (“company”, “we”, “us” or “our”). We are committed to protecting your personal information and your right to privacy. If you have any questions or concerns about our policy, or our practices with regards to your personal information, please contact us at [email protected].

When you visit our website https://poly.ai/ and use our services, you trust us with your personal information. We take your privacy very seriously. In this privacy notice, we describe our privacy policy. We seek to explain to you in the clearest way possible what information we collect, how we use it and what rights you have in relation to it. We hope you take some time to read through it carefully, as it is important. If there are any terms in this privacy policy that you do not agree with, please discontinue use of our website and our services.

This privacy policy applies to all information collected through our website (such as names, email addresses, phone numbers and attachments), when you make an enquiry through our website form, submit an employment application or access any other resources on our website.

Please read this privacy policy carefully as it will help you make informed decisions about sharing your personal information with us.

TABLE OF CONTENTS
1. DEFINITIONS
2. WHAT INFORMATION DO WE COLLECT?
3. HOW DO WE USE YOUR INFORMATION?
4. WILL YOUR INFORMATION BE SHARED WITH ANYONE?
5. WHO WILL YOUR INFORMATION BE SHARED WITH?
6. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?
7. HOW LONG DO WE KEEP YOUR INFORMATION?
8. HOW DO WE KEEP YOUR INFORMATION SAFE?
9. WHAT ARE YOUR PRIVACY RIGHTS?
10. DO WE MAKE UPDATES TO THIS POLICY?
11. HOW CAN YOU CONTACT US ABOUT THIS POLICY?

1. DEFINITIONS
1.1.
“Personal Data” means any information which relates to a living, identifiable person. It can include names, addresses, telephone numbers, email addresses etc but it is wider than that and includes any other information relating to that person or a combination of information which, if put together, means that the person can be identified.

1.2.
“Special Category Data” means personal data about a person’s race, ethnic origin, politics, religion, trade union membership, genetics, biometrics (where used for ID purposes), health, sex life or sexual orientation.

1.3.
“Processing” covers all activities relating to the use of personal data by an organisation, from its collection through to its storage and disposal and everything in between.

1.4.
“Data Subject” means the person whose personal data is being processed.

2. WHAT INFORMATION DO WE COLLECT?
In Short: We may collect information regarding your personal or special category data (name, phone number and email address etc) when you submit this information via our website.

If you use our website form or submit an employment application, we may also collect the following information:
Your name, phone number, email address, home address, your submitted CVs or work history information, digital activities like unique identifiers, browser type and settings, device type and settings, operating system, mobile network information including carrier name and phone number, application version number, IP address, crash reports, system activity, and the date, time, and referrer URL of your request.

We also use, collect and share aggregated data. This data may be derived from your personal data but is not considered personal data, as it does not reveal your identity, either directly or indirectly. However, if we combine or connect Aggregated Data with your personal data so that it can be directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance to this privacy notice.

We do not collect any special categories of personal data about you, such as your race, religious beliefs or health information.

3. HOW DO WE USE YOUR INFORMATION?
In Short: We process your information for purposes based on legitimate business interests, the fulfilment of our contract with you, compliance with our legal obligations, and/or your consent.

We use personal information collected via our website for a variety of business purposes described below. We process your personal information for these purposes in reliance on our legitimate business interests (“Business Purposes”), in order to enter into or perform a contract with you (“Contractual”), with your consent (“Consent”), and/or for compliance with our legal obligations (“Legal Reasons”). We indicate the specific processing grounds we rely on next to each purpose listed below.

We use the information we collect or receive:

  • To enable agent-to-user communications. We may use your information in order to enable agent-to-user communications with the user’s consent.
  • To enforce our terms, conditions and policies.
  • To respond to legal requests and prevent harm. If we receive a subpoena or other legal request, we may need to inspect the data we hold to determine how to respond.
  • For other Business Purposes. We may use your information for other Business Purposes, such as data analysis, identifying usage trends, determining the effectiveness of our promotional campaigns and to evaluate and improve our website, products, services, marketing and your experience.

4. WILL YOUR INFORMATION BE SHARED WITH ANYONE?
In Short: We only share information with your consent, to comply with laws, to protect your rights, or to fulfil business obligations.

We may process or share data based on the following legal basis:

  • Consent: We may process your data if you have given us specific consent to use your personal information in a specific purpose.
  • Legitimate Interests: We may process your data when it is reasonably necessary to achieve our legitimate business interests.
  • Performance of a Contract: Where we have entered into a contract with you, we may process your personal information to fulfil the terms of our contract.
  • Legal Obligations: We may disclose your information where we are legally required to do so in order to comply with applicable law, governmental requests, a judicial proceeding, court order, or legal process, such as in response to a court order or subpoena (including in response to public authorities to meet national security or law enforcement requirements).
  • Vital Interests: We may disclose your information where we believe it is necessary to investigate, prevent, or take action regarding potential violations of our policies, suspected fraud, situations involving potential threats to the safety of any person and illegal activities, or as evidence in litigation in which we are involved.
  • More specifically, we may need to process your data or share your personal information in the following situations:
    Vendors, Consultants and Other Third-Party Service Providers. We may share your data with third party vendors, service providers, contractors or agents who perform services for us or on our behalf and require access to such information to do that work. Examples include: data analysis, email delivery, hosting services, customer service and marketing efforts. We may allow selected third parties to use tracking technology on the website, which will enable them to collect data about how you interact with the website over time. This information may be used to, among other things, analyse and track data, determine the popularity of certain content and better understand online activity. Unless described in this Policy, we do not share, sell, rent or trade any of your information with third parties for their promotional purposes.
  • Business Transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
  • Business Partners. We may share your information with our business partners to offer you certain products, services or promotions.

5. WHO WILL YOUR INFORMATION BE SHARED WITH?
In Short: We only share information with the following third parties.

This website contains links to other websites owned by third parties, plugins and applications which are also owned by third parties. Clicking on these links will establish a connection with a third party. These parties may collect or share data about you. We only share and disclose your information with the following third parties. We have categorised each part so that you may easily understand the purpose of our data collection and processing practices. If we have processed your data based on your consent and you wish to revoke your consent, please contact us.

  • Functionality and Infrastructure Optimisation: WordPress, Gravity Forms, reSmush.it Image Optimizer, Regenerate Thumbnails, Lazy Load by WP Rocket, Cookiebot, Duplicate Page, Classic Editor, Akismet Anti-Spam, and Advanced Custom Fields PRO, Hubspot, Salesforce
  • Social Media Sharing and Advertising: Yoast SEO, Google Tag Manager, Facebook social plugins, LinkedIn social plugins and Twitter social plugins

We do not control these third-party websites and we are not responsible for their privacy statements. When you leave this website, we encourage you to read the privacy notice of every website you visit.

6. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?
In Short: We may use cookies and other tracking technologies to collect and store your information.

We may use cookies and similar tracking technologies (like web beacons and pixels) to access or store information. Your internet browser may be automatically set up to accept web cookies. If you disable or refuse cookies, some areas of this website may function irregularly or become inaccessible. If you still wish to disable cookies, review your browser settings or visit http://www.aboutcookies.org.uk/ for instructions.

7. HOW LONG DO WE KEEP YOUR INFORMATION?
In Short: We keep your information for as long as necessary to fulfil the purposes outlined in this privacy policy unless otherwise required by law.

We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy policy, unless a longer retention period is required or permitted by law (such as tax, accounting or other legal requirements). No purpose in this policy will require us keeping your personal information for longer than 5 years.

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymise it, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

8. HOW DO WE KEEP YOUR INFORMATION SAFE?
In Short: We aim to protect your personal information through a system of organisational and technical security measures.

We have implemented appropriate technical and organisation security measures designed to protect the security of any personal information we process. However, please also remember that we cannot guarantee that the internet itself is 100% secure. Although we will do our best to protect your personal information, transmission of personal information to and from our website is at your own risk. You should only access the services within a secure environment.

9. WHAT ARE YOUR PRIVACY RIGHTS?
In Short: In some regions, such as the European Economic Area, you have rights that allow you greater access to and control over your personal information. You may review, change or request removal of your data by contacting the Data Protection Officer.

In some regions (like the European Economic Area), you have certain rights under applicable data protection laws, such as the General Data Protection Regulation (GDPR) 2016/279. These may include the right (i) to request access and obtain a copy of your personal information, (ii) to request rectification or erasure; (iii) to restrict the processing of your personal information; and (iv) if applicable, to data portability. In certain circumstances, you may also have the right to object to the processing of your personal information. To make such a request, please use the contact details provided below for PolyAI’s Data Protection Officer. We will consider and act upon any request in accordance with applicable data protection laws.

If we are relying on your consent to process your personal information, you have the right to withdraw your consent at any time. Please note however that this will not affect the lawfulness of the processing before its withdrawal.

If you are resident in the European Economic Area and you believe we are unlawfully processing your personal information, you also have the right to complain to your local data protection supervisory authority. You can find their contact details here: https://edpb.europa.eu/about-edpb/board/members_en

10. DO WE MAKE UPDATES TO THIS POLICY?
In Short: Yes, we will update this policy as necessary to stay compliant with relevant laws.

We may update this privacy policy from time to time. The updated version will be indicated by an updated “Revised” date and the updated version will be effective as soon as it is accessible. If we make material changes to this privacy policy, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this privacy policy frequently to be informed of how we are protecting your information. This privacy policy was last updated on 13th March 2024.

11. HOW CAN YOU CONTACT US ABOUT THIS POLICY?
If you have questions or comments about this policy, you may contact our Data Protection Officer (DPO), Tsung-Hsien Wen, by email at [email protected], or by post to:

PolyAI Limited
Tsung-Hsien Wen

22 Long Acre
London WC2E 9LY
United Kingdom