1. Who We Are

A.I. Reports provides software-based data analysis, reporting, visualisation, forecasting and decision-support services.

References in this Privacy Policy to “A.I. Reports”, “we”, “us” or “our” refer to the operator of the A.I. Reports service.

Our website is available at ai-reports.co.uk.

2. Information We May Collect

Depending on how you interact with A.I. Reports, we may collect the following categories of personal information:

• name and contact details, such as your email address;
• account and login information;
• subscription and billing information;
• communications you send to us;
• technical information relating to your device, browser and use of the website;
• usage information relating to your interaction with A.I. Reports tools and services;
• task-management and other workspace information you choose to store within A.I. Reports, such as task names, descriptions, projects, assignees, priorities, statuses and due dates;
• information you voluntarily provide when contacting us or requesting support; and
• other personal information that may be contained within data submitted to the service.

3. Data You Upload or Submit

A.I. Reports allows users to submit, upload or enter data for analysis, reporting, visualisation, forecasting and related purposes.

Depending on the data you provide, this information may contain personal data. You are responsible for ensuring that you have the necessary rights, authority and lawful basis to provide any personal information contained within data submitted to A.I. Reports.

You should avoid submitting personal information that is unnecessary for the purpose of the analysis being performed or the business function you are using.

Unless necessary and properly authorised by your organisation, you should not enter special category personal data or other highly sensitive personal information into A.I. Reports tools.

4. Task Manager and Stored Customer Data

Some A.I. Reports tools, including Task Manager, allow information to be saved persistently to the A.I. Reports website so that it remains available when you return to the service.

Task Manager records may include task names, descriptions, projects, assignees, priorities, statuses, due dates and related account identifiers. Task records are associated with the logged-in user’s account and are not made available through the Task Manager interface to other customer accounts.

Authorised A.I. Reports personnel, website administrators, hosting providers or technical service providers may nevertheless be capable of accessing stored information where this is reasonably necessary to operate, secure, maintain, troubleshoot or comply with legal obligations relating to the service.

Where A.I. Reports determines the purposes and means of processing account, subscription and service-administration information, A.I. Reports generally acts as a data controller. Where a business customer stores personal data about its own staff, customers, suppliers or other individuals within A.I. Reports for its own business purposes, that customer will generally act as the controller and A.I. Reports will generally process that information on the customer’s behalf as a processor, subject to the applicable contractual terms.

Task Manager provides controls allowing users to export their stored task data and delete all task data associated with their account. Task Manager data is also designed to be removed when the associated WordPress user account is permanently deleted.

5. How We Use Personal Information

We may use personal information for purposes including:

• providing and operating the A.I. Reports service;
• storing and retrieving customer workspace information where a tool is designed to retain data, including Task Manager records;
• creating and managing user accounts;
• processing subscriptions and payments;
• providing customer support;
• responding to enquiries and communications;
• maintaining the security and integrity of our systems;
• monitoring and improving the performance of our website and services;
• preventing fraud, misuse or unauthorised access;
• complying with legal and regulatory obligations; and
• sending service-related communications.

6. Our Lawful Bases for Processing

Under UK data protection law, we must have a lawful basis for processing personal information.

Depending on the circumstances, we may rely on:

• Contract — where processing is necessary to provide a service you have requested or to fulfil our contractual obligations.
• Legitimate interests — where processing is necessary for the operation, security, administration or improvement of A.I. Reports and those interests are not overridden by your rights.
• Legal obligation — where we are required to process information to comply with applicable law.
• Consent — where you have specifically agreed to particular processing, such as certain marketing or non-essential cookie activities.

7. Payment Information

Where you purchase a paid service or subscription, payment processing may be provided by a third-party payment provider.

A.I. Reports may receive limited information relating to the transaction, such as payment status, billing details or transaction references.

We do not intend to directly store full payment card details where payment information is handled securely by an authorised third-party payment provider.

8. Cookies and Similar Technologies

Our website may use cookies and similar technologies for purposes such as website functionality, security, performance measurement, user preferences and analytics.

Where consent is required for non-essential cookies, these will only be used in accordance with your choices.

Further information is available in our Cookie Policy.

9. Sharing Personal Information

We do not sell personal information.

We may share information with trusted service providers where reasonably necessary to operate A.I. Reports, including providers of:

• website hosting, databases and infrastructure;
• payment processing;
• email and communications services;
• security and fraud prevention;
• analytics and website performance services;
• technical support and software services; and
• professional services such as legal, accounting or insurance support.

Where service providers process personal information on our behalf, we expect them to handle that information only for the agreed purposes and with appropriate safeguards.

Where A.I. Reports processes personal data on behalf of a business customer, the applicable service terms or data-processing terms may set out the parties’ respective data protection obligations, including requirements relating to confidentiality, security, subprocessors, assistance with data-subject rights and deletion or return of personal data.

10. Legal and Regulatory Disclosure

We may disclose personal information where we reasonably believe this is necessary to:

• comply with applicable law or a lawful request from a public authority;
• establish, exercise or defend legal claims;
• protect the rights, property or security of A.I. Reports, our customers or others;
• investigate suspected fraud, misuse or security incidents; or
• meet regulatory, insurance or professional obligations.

11. International Transfers

Some service providers used by A.I. Reports may process information outside the United Kingdom.

Where personal information is transferred internationally, we will seek to ensure that appropriate safeguards are used in accordance with applicable data protection law.

These safeguards may include recognised adequacy arrangements, contractual protections or other lawful transfer mechanisms.

12. How Long We Keep Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including to provide services, maintain appropriate business records, resolve disputes and comply with legal, tax, accounting or regulatory obligations.

Retention periods may vary depending on the nature of the information and the reason it is being processed.

Information may be deleted, anonymised or securely archived when it is no longer required.

Where a tool provides user-controlled deletion, such as Task Manager, users may delete their stored tool data directly. Task Manager data is also designed to be deleted when the associated user account is permanently deleted. Certain limited records may still need to be retained where required for legal, security, fraud prevention, tax, accounting or dispute-resolution purposes.

13. Data Security

We take reasonable technical and organisational measures designed to protect personal information from unauthorised access, loss, misuse, alteration or disclosure.

These measures may include access controls, secure hosting arrangements, account security measures, software updates and other appropriate technical protections.

For tools such as Task Manager, stored records are linked to the authenticated user account and the application is designed so that one customer does not receive another customer’s task records through the normal user interface.

However, no internet-based service or electronic storage system can be guaranteed to be completely secure.

14. Your Data Protection Rights

Depending on the circumstances, UK data protection law may give you rights including:

• the right to access personal information held about you;
• the right to request correction of inaccurate information;
• the right to request deletion of personal information in certain circumstances;
• the right to request restriction of processing;
• the right to object to certain processing;
• the right to data portability in certain circumstances;
• the right to withdraw consent where processing is based on consent; and
• rights relating to certain automated decision-making activities.

These rights are not absolute and may be subject to legal exceptions.

To exercise a data protection right, please contact us using the details at the end of this Privacy Policy.

Some A.I. Reports tools may also provide direct controls for exporting or deleting information associated with your account. These controls do not affect any additional rights you may have under data protection law.

15. Automated Analysis and Decision Support

A.I. Reports may automatically analyse data supplied by users in order to generate dashboards, visualisations, forecasts, trends, insights and other decision-support outputs.

16. Marketing Communications

Where permitted by law, we may send information about A.I. Reports products, services, features or relevant business updates.

Where consent is required, marketing communications will only be sent where the appropriate consent has been obtained.

You may unsubscribe from marketing communications at any time using the unsubscribe mechanism provided or by contacting us.

Service-related messages concerning your account, subscription, security or important changes to the service are not treated as marketing communications.

17. Children’s Privacy

A.I. Reports is intended for business and professional use and is not directed towards children.

We do not knowingly seek to collect personal information directly from children through the service.

18. Third-Party Websites

Our website may contain links to websites or services operated by third parties.

We are not responsible for the privacy practices of third-party websites and encourage you to review their privacy information separately.

19. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology, legal obligations or data-processing activities.

The latest version will be published on this page and the “Last updated” date will be amended accordingly.

20. Complaints

If you have concerns about how A.I. Reports handles your personal information, please contact us first so that we have an opportunity to address the matter.

You also have the right to make a complaint to the UK Information Commissioner’s Office (ICO), the UK’s independent data protection regulator.

21. Contact Us

For questions about this Privacy Policy or to exercise your data protection rights, please contact:

A.I. Reports
Website: ai-reports.co.uk
Email: support@ai-reports.co.uk