Automated Intelligence Limited (“AI”)
AI is a limited company registered in Northern Ireland with its registered address at Unit 4 The Legacy Building, 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
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 them.
How your personal data is used
Processing of personal data may be carried out either with your consent to the processing, or where the processing is necessary for our legitimate business interests (for example to develop our products/services and grow our business), or for performance of a contract.
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. Where we are relying on our legitimate interest you have the right to opt out of our processing of your personal data at any time. You can exercise these rights by contacting firstname.lastname@example.org or please call Tel: +44 (0) 28 9099 7397.
We process personal data about our clients, suppliers, employees, business partners/associates and business contacts. The personal data is used for us to provide goods and services in which we may design, develop, test and demonstrate software, promote our consultancy and advisory services, provide you with information, publications and services, invite you to events, maintain our business accounts and records, and to manage our employees. We will not collect any personal data from you that we do not need to provide any of these services to you.
We may also analyse your personal information to create a profile of your interests and preferences so that we can contact you with relevant information; we may use additional publicly available information about you to help us to do this effectively and provide you with our best service.
What personal data we collect
We may collect the following information depending on the context or circumstances of our contact with you:
- demographic information such as postcode, preferences and interests;
- 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.
Consulting and Advisory Services
Personal information is processed for the consultancy and advisory services that we offer; this may include:
- organisation and job role
- contact details
- goods and services provided
Where AI is acting as a Data Processor for analysis or migration services, a robust contract between AI and the Data Controller will be in place.
Subscriptions & Publications
Personal information is processed for the subscription and publication services that we offer, this may include:
- organisation and job role
- contact details
- any other information you provide when completing subscription forms
- demographic information such as postcode, preferences and 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:
- organisation and job role
- contact details
- any other information you provide when signing up for events
- demographic information such as postcode, preferences and interests
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;
- 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.
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.
What we do with your personal data
We use your information in order to provide you with information and services that you request from us or which we feel may interest you if you have given us your consent to do so, to respond to any online query from you, to maintain and develop our relationship with you, for internal record keeping purposes, or, in the case of an application for a job or placement, to assess your application.
Personal information we hold is not distributed, 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).
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. 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
With the exception of Hubspot (further details of which are set out below), AI stores personal data on secure servers in the European Economic Area (EEA) and does not transfer personal data outside of the EEA.
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.
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, HubSpot. This information is accessed initially by the AI marketing team with additional access provided to the AI sales team should any potential business take place between us.
Microsoft Office365 and Microsoft Dynamics
Mailing lists of clients and other individuals taking an interest in our business are stored in our SharePoint site; this is accessible to the AI Marketing and Sales teams.
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.
Your rights under data protection law
We have a Data Protection Policy in place and enforced to oversee the effective and secure processing of your personal data. Staff awareness training for data protection awareness is carried out on an annual basis.
Accessing your information
You may request details of personal information which we hold about you by writing to email@example.com or please call Tel: +44 (0) 28 9099 7397.
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 firstname.lastname@example.org 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 email@example.com or please call Tel: +44 (0) 28 9099 7397. We will review your request to decide whether we are able to comply, taking into account the factors around your provision of consent in the first instance, any applicable legal obligations, and any levels of damage or distress caused to you.
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 firstname.lastname@example.org 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 email@example.com or please call Tel: +44 (0) 28 9099 7397.
Preventing direct marketing
If you are completing a form on the website, you can indicate that you do not want the information to be used by anybody for direct marketing purposes by ticking the relevant box on the form.
Erasure of your personal data
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, at the time of your request.
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.
All the personal data we hold is processed by our staff in the UK, all of whom follow our Data Protection Policy and have received data protection training.
We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.
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 (firstname.lastname@example.org 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: email@example.com.
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/
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 © 2010-2019. All rights reserved: AI.LOCAL GOVERNMENT ACCELERATOR, AI.ASSURE, AI.SYNCPOINT+ and AI.DATALIFT.
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 2019.