Privacy Policy

Your privacy is important to us. This policy explains how we collect, use, and protect your personal data in compliance with UK GDPR and data protection laws.

Last updated: 5 August 2025

Data Controller

Insightflow is the data controller for the personal data we collect and process. You can contact us at:

privacy@insightflow.io
London, United Kingdom

Information We Collect

Personal Information You Provide

  • Contact Information: Name, email address, phone number, company name, job title
  • Account Information: Username, password, profile information
  • Communication Data: Messages, feedback, support requests
  • Business Data: Information about your organisation, use cases, requirements

Information We Collect Automatically

  • Usage Data: Pages visited, time spent, features used, click patterns
  • Device Information: IP address, browser type, operating system, device identifiers
  • Location Data: General location based on IP address
  • Cookies and Tracking: As described in our Cookie Policy

How We Use Your Information

Service Provision

  • • Deliver AI Assistant services
  • • Process your requests and inquiries
  • • Provide customer support
  • • Manage your account
Legal Basis: Contract Performance

Communication

  • • Send service updates
  • • Respond to inquiries
  • • Provide technical support
  • • Send important notices
Legal Basis: Legitimate Interest

Improvement

  • • Analyse usage patterns
  • • Improve our services
  • • Develop new features
  • • Ensure security
Legal Basis: Legitimate Interest

Marketing

  • • Send promotional emails
  • • Share relevant content
  • • Invite to events
  • • Product announcements
Legal Basis: Consent (opt-in)

Data Sharing and Disclosure

We do not sell your personal data. We may share your information in the following circumstances:

Service Providers

Third-party vendors who help us provide our services (hosting, analytics, customer support)

Legal Requirements

When required by law, court order, or to protect our rights and safety

Business Transfers

In connection with mergers, acquisitions, or sale of assets (with notice to you)

Data Security

We implement appropriate technical and organisational measures to protect your personal data:

Encryption in transit and at rest
Access controls and authentication
Regular security assessments
Staff training and background checks
Incident response procedures
Data backup and recovery

Your Rights Under UK GDPR

You have the following rights regarding your personal data:

Right of Access

Request a copy of the personal data we hold about you

Right to Rectification

Correct inaccurate or incomplete personal data

Right to Erasure

Request deletion of your personal data in certain circumstances

Right to Restrict Processing

Limit how we use your personal data in certain situations

Right to Data Portability

Receive your data in a structured, machine-readable format

Right to Object

Object to processing based on legitimate interests or for marketing

To exercise your rights: Contact us at privacy@insightflow.io. We will respond within one month. If you're not satisfied with our response, you can complain to the Information Commissioner's Office (ICO).

Data Retention

We retain your personal data only as long as necessary for the purposes outlined in this policy:

Account InformationDuration of account + 7 years
Communication Records3 years after last contact
Usage Analytics26 months
Marketing DataUntil consent withdrawn

International Data Transfers

Your personal data may be transferred to and processed in countries outside the UK. When we do this, we ensure adequate protection through:

Adequacy decisions by the UK government
Standard Contractual Clauses approved by the UK
Binding Corporate Rules or certification schemes

Children's Privacy

Our services are not intended for children under 13 years of age. We do not knowingly collect personal data from children under 13. If you are a parent or guardian and believe your child has provided us with personal data, please contact us immediately.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by:

Posting the updated policy on our website
Sending you an email notification (if you have an account)
Displaying a prominent notice on our website

Questions About This Policy?

If you have any questions about this Privacy Policy or our data practices, please contact us:

privacy@insightflow.io
+44 (0) 20 1234 5678

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk