Privacy Policy

1. Introduction

Midlands AI ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or engage our services.

We are registered in England and Wales. For the purposes of data protection legislation, we are the data controller.

2. Information We Collect

3. How We Use Your Information

We use the information we collect to:

• Respond to your enquiries and provide requested services
• Deliver and manage projects you have commissioned
• Send administrative information, invoices, and project updates
• Improve our website and services
• Send marketing communications (where you have opted in)
• Comply with legal obligations

4. Legal Basis for Processing

Under UK GDPR, we process your personal data on the following legal bases:

• Contract: Where processing is necessary to perform a contract with you
• Legitimate interests: Where we have a legitimate business interest that does not override your rights
• Consent: Where you have given explicit consent for specific purposes
• Legal obligation: Where we are required to process data by law

5. Cookies

Our website uses cookies to enhance your browsing experience and analyse site traffic. Cookies are small text files stored on your device. We use:

• Essential cookies: Required for the website to function properly
• Analytics cookies: To understand how visitors use our site
• Preference cookies: To remember your settings and choices

You can control cookies through your browser settings. Disabling certain cookies may affect website functionality.

6. Data Sharing

We do not sell your personal data. We may share your information with:

• Service providers who assist in delivering our services (e.g., hosting providers, email services)
• Professional advisers (accountants, legal advisers) where necessary
• Third parties where required by law or to protect our legal rights
• Third parties with your explicit consent

All third-party service providers are required to maintain the confidentiality and security of your data.

7. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. Retention periods vary depending on the type of data and the purpose of processing.

For client project data, we typically retain records for six years following project completion to comply with legal and accounting requirements.

8. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.

9. Your Rights

Under UK data protection law, you have the right to:

• Access: Request a copy of the personal data we hold about you
• Rectification: Request correction of inaccurate or incomplete data
• Erasure: Request deletion of your personal data in certain circumstances
• Restriction: Request restriction of processing in certain circumstances
• Portability: Request transfer of your data to another organisation
• Objection: Object to processing based on legitimate interests or for marketing
• Withdraw consent: Where processing is based on consent, withdraw it at any time

To exercise any of these rights, please contact us using the details below. We will respond to your request within one month.

10. International Transfers

Your data may be transferred to, and processed in, countries outside the UK. Where this occurs, we ensure appropriate safeguards are in place to protect your data in accordance with UK data protection law.

11. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.