Privacy Notice

PRIVACY NOTICE

Automated Intelligence Limited (“AI”)

About AI

AI is a limited company registered in Northern Ireland with its registered address at Unit 5 Concourse III, Queens Road, Belfast BT3 9DT (Company Number NI603151).  AI is a registered data controller with the Information Commissioner’s Office, number ZA088644.

This Privacy Notice tells you how we process, use and protect any personal information collected by us or provided to us by a third party, how we meet people’s rights, and how you can get in touch with us on any data protection related issues or questions.

AI is committed to ensuring that your privacy is secure. Should we ask you to provide certain information by which you can be identified, then it will be used in accordance with this Privacy Notice.

AI reviews its privacy practices regularly and may, therefore, change this Privacy Notice from time to time; this is relevant should there be any legislative changes or updates to our processing mechanisms.  You should bookmark this page and periodically check this page to ensure that you are happy with any changes and are viewing the most up to date version.

Using the AI Website/ Cookies

You do not have to give us information in order to use our website. However, non-identifiable personal information about visitors to the website is automatically logged by our Cookies.  This information may be associated with unique identifiable information such as your IP address, referral address, and technical information such as browser type and operating system.

AI uses Analytics Cookies to understand how users engage with our website, to improve performance and provide you with a service or information you have requested.  They are also used to monitor statistical information and for marketing purposes to provide the most relevant and useful content to you.  You may not be able to use the website effectively without these cookies.

The information generated relating to our website is used to compile statistics and reports about the use of the website, which helps us to make your experience with us more personal to you. The cookies collect information and tell us the number of visitors to our website, where they have come from, how long they have spent on our website and the pages they have an interest in.

You can control how and whether cookies are accepted by your web browser by refusing to accept them.

Please refer to our Cookie Policy here

What personal data we collect and why

We may collect the following information depending on the context or circumstances of our contact with you:

AI Website

  • Contact details such as your name, address, telephone number, email address, job title;
  • Your IP address, login information, browser type and version, time zone setting, browser plug-in types, geolocation information about where you might be, operating system and version;
  • demographic information such as postcode;
  • questions, queries or feedback you leave;
  • your subscription preferences when you sign up to our alerts;
  • any other information you provide when completing contact forms, or when you contact us via the website;
  • any other information you provide when you participate in social media functions on our site.

Legal basis: Legitimate interests

Subscriptions & Publications

Personal information is processed for the subscription and publication services that we offer, this may include:

  • contact details such as your name, address, telephone number, email address;
  • organisation and job role;
  • any other information you provide when completing subscription forms;
  • demographic information such as postcode.

Legal basis: Consent and legitimate interests

Business Mailing Lists & Events

Personal information is processed and held on our mailing lists so that we can invite you to events, this may include:

  • contact details such as your name, address, telephone number, email address;
  • organisation and job role;
  • any other information you provide when signing up for events;
  • demographic information such as postcode.

Legal basis: Consent and legitimate interests

Products and services we provide

Personal information is collected for the services that we offer; this may include:

  • contact details such as your name, address, telephone number, email address;
  • organisation and job role;
  • products and services requested or provided (as applicable).

Legal basis: Legitimate interests and performance of a contract

Account management

If you obtain products or services from us, we may use your contact details for the purposes of:

(i) providing training, customer support and account management;

(ii) order processing and billing;

(iii) verifying compliance with and enforcing the terms of any contract between us;

(v) issuing notices; and

(vi) maintaining our company accounts and records.

Where AI is acting as a Data Processor for analysis or migration services, a contract between AI and the Data Controller will be in place incorporating data processing contractual obligations as required by law.

Legal basis: Legitimate interests and performance of a contract

 

Applying for a Job with AI

If you apply for a job or placement with AI you will need to provide the following information:

  • a copy of your most recent CV, which normally includes;
    • name
    • contact details
    • career history
    • education and qualifications;
  • reference details;
  • cover letter;
  • Equal Opportunities Monitoring Form (NI roles only).

For Northern Ireland based roles we have a duty and obligation under Northern Ireland equality law, Fair Employment and Treatment (NI) Order 1998, to provide this information to the Equality Commission for Northern Ireland (ECNI). The provision of equal opportunities information (gender and religion) is not mandatory and will not affect your application but it will help us to monitor the composition of our workforce and of those applying to fill vacancies.

If your application is successful, we will also ask you for:

  • your bank details to process salary payments;
  • P45 information;
  • proof of identity and right to work in the UK;
  • emergency contact details;
  • health and medical information;
  • criminal record declaration (for security check, if applicable).

All personal information you provide during the application process will only be used for the purpose of processing your application or to fulfil legal or regulatory requirements should they be required. By submission of your CV for an advertised vacancy, this will constitute your consent to our use of your personal information to assess your suitability for the role you have applied for.  As such, speculative CVs will not be stored.

Legal basis: Consent, performance of a contract and legal obligation (in the case of the Equal Opportunities Monitoring Form).

How your personal data is used

Processing of personal data may be carried out by us either with your consent to the processing, where the processing is necessary for our legitimate business interests or for performance of a contract. We have set out above under each section the legal basis for processing your information.

Where we are relying on legitimate interest as a basis for processing your personal data we will always ensure that we have balanced your interests and fundamental rights against our legitimate interest to determine whether we can rely on this basis.

Where we rely on consent for processing you have the right to withdraw your consent at any time. You can exercise this right by contacting gdpr@automated-intelligence.com or please call Tel: +44 (0) 28 9099 7397. If you do withdraw your consent, and if we do not have another legal basis for processing your information, then we will stop processing your personal data. If we do have another legal basis for processing your information, then we may continue to do so subject to your legal rights.

What we do with your personal data

We process personal data about our clients, suppliers, employees, business partners/associates and business contacts.  The personal data is used for the following purposes: promote, develop and improve our products and services, provide software and services to you including support services,  provide you with information, publications and services, invite you to events, maintain and develop our business accounts, relationships and records, gain insight from your behaviour on our website, determine the success of marketing activities, manage our employees, respond to any online query from you, or, in the case of an application for a job or placement, to assess your application. We will not collect any personal data from you that we do not need to provide any of these services to you.

Personal information we hold is not sold, traded or rented to a third party.  We may use the information to improve our products and services. We may share your personal data with the organisations set out below (Where your personal data is stored) and where necessary, personal information is shared with third parties, either with your consent, or as permitted under applicable law or regulation.  We reserve the right to use or disclose your personal information:

  • through any lawful request to co-operate in a legal investigation
  • to protect the integrity of our site.

We may share your information with selected third parties including:

  • where all or substantially all AI assets are merged with or acquired by a third party, in which case your personal information may form part of the transferred or merged assets;
  • where we sell or buy any business or assets, in which case we may disclose your personal information to the prospective seller or buyer of such business or assets;
  • parties with whom we have co-promotional arrangements including Microsoft e.g. jointly sponsored events – you will be advised of this and be provided with the opportunity to opt out;
  • website developers;
  • as required by law, such as to comply with a legal process or regulatory obligation;
  • when we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request;
  • where we have your prior consent to do so.

We may pass your information to our third party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf. However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and comply with applicable data protection laws.  We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

Where your personal data is stored

AI stores personal data on secure servers in the UK and European Economic Area (EEA) and does not transfer personal data outside of the UK or EEA. We use third parties to help use our software, to communicate with customers, provide emails etc. We carefully select the suppliers we use to ensure they share our standards of security and data protection. Sometimes it is necessary for us to share your data with them in order to get these services to work well. Your data is shared only when strictly necessary and according to the safeguards and good practices required under data protection laws.

Here are the details of our main third-party service providers, and what data they collect or we share with them, where they store the data and why they need it:

Zoho

The AI website has a support system called “Zoho Desk”; this is a subscription-based cloud service to support the management of AI customer data.  All EU customer data is held in Zoho’s EU Data Centres.

The Zoho Desk Privacy Policy can be found here.

Personal data is held within several internal systems and databases – these are:

Event Lead Generation

Information on event or tradeshow attendees and their contact information is stored in this system which is currently uploaded into our CRM system, Microsoft Dynamics.  This information is accessed by AI employees.

Microsoft Office365 and Microsoft Dynamics

The Microsoft Privacy Policy can be found here.

Mailing lists of clients and other individuals taking an interest in our business are stored in our SharePoint site; this is accessible to AI employees.

Employee, payroll and pension data is stored in a restricted SharePoint site and this is only accessible by the AI Human Resources team. Any hard copies of information relating to employees, payroll or pension data are stored in a secure filing cabinet, which can only be accessed by members of the HR team.

Data is used to operate our business, analyse and improve our performance and meet legal obligations.

AI uses Microsoft Dynamics for Marketing to store information on organisations, in terms of present, past and potential clients, and their key employees relevant to our business; this system stores written conversations between us and the organisation, their social handles, telephone numbers, pages they have viewed on our website.

We use Microsoft’s PowerBI to process and store operational reporting data.

PeopleHR

We use PeopleHR as our internal HR management system who will store your information if you apply for a job with us or are employed by us. PeopleHR store your data in the EEA. The PeopleHR privacy policy can be found here.

Your rights under data protection law

We have a Data Protection Policy in place to oversee the effective and secure processing of your personal data. Staff awareness training for data protection awareness is carried out on joining and on an annual basis.

Accessing your information

You may request details of personal information which we hold about you by writing to gdpr@automated-intelligence.com or please call Tel: +44 (0) 28 9099 7397. This includes the right to ask us supplementary information about:

  • the categories of data we’re processing
  • the purposes of data processing
  • the categories of third parties to whom the data may be disclosed
  • how long the data will be stored (or the criteria used to determine that period)
  • your other rights regarding our use of your data

We will provide you with the information within one month of your request, unless doing so would adversely affect the rights and freedoms of others (e.g. another person’s confidentiality or intellectual property rights). We’ll tell you if we can’t meet your request for that reason.

Correcting your information

If you believe that any information we are holding on you is incorrect or incomplete, please email us as soon as possible, at gdpr@automated-intelligence.com or please call Tel: +44 (0) 28 9099 7397. We will promptly correct any information found to be incorrect.

Withdrawing your consent

If you have previously provided us with your consent to process your personal information, you can change your mind at any time by emailing us at gdpr@automated-intelligence.com or please call Tel: +44 (0) 28 9099 7397.

Unsubscribing

You have a choice about whether or not you wish to receive information from us about all of our products and services.  If you have previously agreed to us using your personal information for direct marketing purposes, you can change your mind at any time by writing to or emailing us at gdpr@automated-intelligence.com or please call Tel: +44 (0) 28 9099 7397. You can also tell us by using the unsubscribe button on any email alerts we send you.

Objection to or restriction of processing

You may choose to object to or restrict the collection or use of your personal information by writing to us at gdpr@automated-intelligence.com or please call Tel: +44 (0) 28 9099 7397.

Erasure of your personal data/ right to be forgotten

You have the right to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see above), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable.

Request the transfer of your personal data to you or to a third party

We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Automated decision making

No automated decision making or profiling is carried out using your personal data.

Security & access

We are committed to ensuring that your information is secure. In order to prevent unauthorised or accidental access or disclosure, we have put in place suitable physical, electronic, organisational and managerial procedures to safeguard and secure the information we collect. We have achieved ISO9001 and ISO27001 accreditation.

All the personal data we hold is processed by our staff in the UK and EEA, all of whom follow our Data Protection Policy and have received annual data protection training.

The transmission of information via the internet can never be guaranteed to be 100% secure; we cannot therefore guarantee the security of your information during transmission to us and this is done at your own risk.  Once your information is received by us, we make our best effort to protect it and ensure its security on our systems.

Retention of data

Unless you request us to delete it sooner, we will only retain your personal information for as long as it is necessary to fulfil the purpose for which the data was collected, or to comply with applicable legal, tax or regulatory requirements.  AI maintains a Data Retention Schedule for each of its departments which sets out specific retention times for each type of personal data.

Lodging a complaint

If you are not happy about any aspect of our processing of your personal information, you can advise us or lodge a complaint by emailing the AI GDPR Team (gdpr@automated-intelligence.com) or please call Tel: +44 (0) 28 9099 7397.

You also have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). Address: Information Commissioner’s Office, 3rd Floor, 14 Cromac Place, Belfast, BT7 2JB  Tel: 028 9027 8757 or 0303 123 1114 Email: ni@ico.org.uk.

We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

More about your rights

You can read more about your rights and data held about you here – https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/ 

Copyright

The content of the AI website (including all website design, text and graphics) is the copyright of AI. A user to the site can view, print or download any part(s) of it, for personal, non-commercial purposes. The content must not be modified, copied, published, transmitted, displayed, distributed, reproduced or sold without our prior written consent.

The following software products described on this website are the confidential property and copyright of Automated Intelligence Limited © 2010-2021. All rights reserved: AI.LOCAL GOVERNMENT ACCELERATOR, AI.SYNCPOINT, AI.SYNCPOINT+ and AI.DATALIFT.

Disclaimer

AI endeavours to ensure that all material on this site is accurate and current. We do not in any way accept liability for any loss or damage caused by taking action as a result of material viewed on this website. AI does not endorse, sponsor or approve the content of any external websites which may be linked to from or referred to on this site. This Privacy Notice describes the terms of only automated-intelligence.com and does not apply to any other sites. Other sites have their own privacy policies and we cannot accept any responsibility for their use of information about you.

Privacy Notice Review

This Privacy Notice was last updated in June 2021.