1. Who we are
This privacy policy explains how Quantitative Transformation AI LTD ("we", "us", "our") collects, uses and protects personal information when you visit our website or contact us.
We are the data controller responsible for your personal data. Our details are:
- Company name: Quantitative Transformation AI LTD
- Registered in: England and Wales
- Company number: 17054856
- Registered office: 7 St Pauls Road, Newton Abbot, Devon, TQ12 2HP
- Email: Quin@qtai.co.uk
- Phone: 07983 822215
- ICO registration number: [To be inserted upon ICO confirmation]
2. What this policy covers
This policy covers personal data we collect when you visit our website, email us via the contact link on our website, or call us on the phone number displayed on our website.
This policy does not cover personal data we process on behalf of our clients as a data processor under a separate services agreement. That processing is governed by the Data Processing Agreement signed with each client.
3. What personal data we collect
We only collect personal data that you choose to provide to us. We do not use cookies, analytics tools or any other tracking technology on our website.
When you contact us by email or phone, we may collect:
- Your name
- Your email address
- Your phone number (if you provide it or if you call us)
- The content of your message or call, including any information you choose to share about your enquiry, your company or your business needs
Providing this information is entirely optional. You don't have to give us anything to visit the website. However, if you don't provide enough information for us to respond to you, we won't be able to reply to your enquiry.
4. Why we collect your data and our lawful basis
We collect and use your personal data to respond to your enquiry, provide information about our services where you've asked for it, discuss potential work and prepare proposals if relevant, and keep a record of communications for our business records.
Our lawful basis for this processing is legitimate interests under Article 6(1)(f) of the UK GDPR. Our legitimate interest is responding to people who have actively contacted our business and managing our commercial relationships. We have considered your rights and freedoms and consider this processing to be reasonable and expected when you choose to contact a business.
We do not use your data for marketing, profiling or automated decision-making.
5. Who we share your data with
We do not sell your personal data and we do not share it for marketing purposes.
We use the following third party service to process your data on our behalf:
Microsoft 365 (UK tenant)
- Purpose: hosting our business email and storing related correspondence
- Location: United Kingdom
- Safeguards: contractual data processing terms with Microsoft Ireland Operations Limited, with appropriate security measures including encryption in transit and at rest
We may also disclose personal data where we are legally required to do so, for example to comply with a court order, a legal obligation or a request from a regulator such as the ICO or HMRC.
6. International transfers
Your personal data is stored within the United Kingdom on our Microsoft 365 tenant. We do not routinely transfer personal data outside the UK.
If this changes in the future, we will update this policy and ensure that an appropriate transfer mechanism is in place.
7. How long we keep your data
We keep enquiry data for 12 months from the date of your last contact with us. After that, it is deleted unless:
- You become a client — retained for the duration of our business relationship and up to 2 years afterwards
- It forms part of a financial record — retained for 6 years to comply with UK tax and accounting law
- It forms part of a contract or legal document — retained for 6 years after termination
You can ask us to delete your data earlier (see Your Rights below).
8. Cookies, analytics and tracking
Our website does not use cookies, web beacons, pixels, analytics tools or any other form of tracking. We do not collect data about your visit to the site itself.
If we add any of these in the future, we will update this policy and, where required by law, ask for your consent before any non-essential cookies or trackers are loaded.
9. How we protect your data
We use the following measures to keep your data secure:
- All data is stored on Microsoft 365, which provides AES-256 encryption at rest and TLS 1.2 or higher in transit
- Multi-factor authentication is enforced on all accounts that can access your data
- Access is limited to authorised personnel on a least-privilege basis
- Devices used to access your data have full-disk encryption and endpoint protection
- We do not print or store physical copies of your data
No system is completely secure, but we take reasonable steps to protect your information.
10. Your rights
Under the UK GDPR, you have the following rights regarding your personal data:
- Right of access — you can ask for a copy of the personal data we hold about you
- Right to rectification — you can ask us to correct inaccurate or incomplete data
- Right to erasure — you can ask us to delete your data where there is no good reason for us to continue processing it
- Right to restrict processing — you can ask us to pause processing your data while we look into a query or complaint
- Right to object — you can object to our processing of your data based on legitimate interests
- Right to data portability — you can ask us to provide your data in a structured, commonly used and machine-readable format
- Rights related to automated decision-making — we do not carry out any automated decision-making, so this right does not currently apply
To exercise any of these rights, email us at Quin@qtai.co.uk. We will respond within one month. There is normally no charge.
11. Making a complaint
If you are unhappy with how we have handled your personal data, please contact us first at Quin@qtai.co.uk and we will do our best to resolve the issue.
You also have the right to complain directly to the Information Commissioner's Office (ICO):
- Website: ico.org.uk
- Helpline: 0303 123 1113
- Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
12. Changes to this policy
We may update this privacy policy from time to time. If we make significant changes, we will make this clear on our website. Please check this policy occasionally so you stay informed about how we handle your data.
13. Contact us
- Email: Quin@qtai.co.uk
- Phone: 07983 822215
- Post: Quantitative Transformation AI LTD, 7 St Pauls Road, Newton Abbot, Devon, TQ12 2HP
