Privacy Policy

Introduction

PI2AI Solutions Ltd ("PI2AI", "we", "us", or "our") is committed to protecting the privacy and personal data of everyone who interacts with our website, services, and platform. This Privacy Policy explains how we collect, use, store, share, and protect your personal data when you visit pi2ai.com, contact us, or use any of our products.

PI2AI Solutions Ltd is a B2B AI and Process Intelligence company registered in England and Wales. We are the data controller for personal data collected through our website and marketing activities. Where we process data on behalf of enterprise clients under a contracted service, we act as a data processor under a signed Data Processing Agreement (DPA).

This policy complies with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the EU GDPR where applicable to individuals in the European Economic Area.

Data we collect

Data you provide directly

• Contact and enquiry data: When you submit a form (e.g. "Talk to Experts"), we collect your first name, last name, work email, company name, company size, and any message you provide.
• Platform data: If you are an enterprise user of our PI or AI platform, we may collect your name, work email, job title, phone number, and account credentials.
• Newsletter and event data: If you subscribe to our newsletter or attend a webinar, we collect your name, email address, company, and stated interests.
• Support communications: When you contact us for support or by email, we collect the information you share in that communication.

Data we collect automatically

• Usage and analytics data: Pages viewed, time on site, referral source, browser type, operating system, and device type — aggregated to improve the website.
• IP address and approximate location: Used for security, fraud prevention, and approximate geographic region. We do not collect precise GPS location.
• Cookie data: See Section 8 for full details.

Data from third-party sources

• We may receive professional information from business intelligence tools (e.g. LinkedIn) if you have made it publicly available, solely to understand the context of an enquiry.
• Social media platforms may provide basic profile information if you interact with our content, subject to your privacy settings on those platforms.

We do not intentionally collect sensitive special-category data (health, religious, political, biometric, or racial data). If you inadvertently include such data in a message, we will delete it as soon as identified.

How we use your data

Purpose	Data used	Legal basis
Respond to enquiries and contact form submissions	Name, email, company, message	Legitimate interest / Contract
Send the newsletter you subscribed to	Email address, name	Consent
Deliver and improve our platform and services	Platform usage data, account data	Contract
Analyse website usage and improve content	Analytics data (aggregated)	Legitimate interest
Security and fraud prevention	IP address, session data	Legitimate interest
Legal compliance and record-keeping	Transaction and communication records	Legal obligation
Send relevant B2B marketing communications	Work email, company, interests	Legitimate interest (opt-out available)

We will not use your personal data for automated decision-making that produces legal or similarly significant effects on you without your explicit consent.

Legal basis for processing

Under UK and EU GDPR, we process personal data on the following legal grounds:

• Consent: Where you have given clear consent, for example, subscribing to our newsletter. You may withdraw consent at any time by clicking "unsubscribe" or emailing privacy@pi2ai.com.
• Contract: Where processing is necessary to perform a contract with you or to take steps at your request before entering a contract.
• Legitimate interest: Where we have a legitimate business interest that is not overridden by your rights — for example, responding to business enquiries, improving our website, or sending relevant B2B communications. You may object at any time.
• Legal obligation: Where we are required by law to process your data — for example, tax records or regulatory compliance.

Data sharing

We do not sell, rent, or trade your personal data. We share data only in these circumstances:

• Service providers: Trusted third-party providers operate our website and services (e.g. hosting, CRM, email delivery, analytics). All are contractually bound to process data only on our instructions and to GDPR-compliant standards.
• Professional advisors: Our lawyers, accountants, or auditors when necessary, under confidentiality obligations.
• Legal requirements: We will disclose data if required by law, court order, or a regulatory authority, or to protect the rights, property, or safety of PI2AI, our clients, or others.
• Business transfers: If PI2AI is acquired or merged, personal data may be transferred to the successor entity, who will be bound by this policy or will notify you of changes.

A full list of sub-processors is available on request from privacy@pi2ai.com.

Data retention

We retain personal data only for as long as necessary for the purposes for which it was collected, or as required by law.

Data type	Retention period	Reason
Contact form submissions	3 years from last interaction	Legitimate interest in sales follow-up
Newsletter subscriptions	Until unsubscribe + 1 year	Consent-based; suppression list maintained
Platform / account data	Duration of contract + 7 years	Legal obligation (financial records)
Website analytics	26 months (aggregated)	Legitimate interest in website improvement
Support communications	3 years from ticket close	Legitimate interest in quality assurance

After the applicable retention period, data is securely deleted or anonymised.

Your rights (GDPR)

Under UK and EU GDPR, you have the following rights regarding your personal data:

• Right of access (Art. 15): Request a copy of the personal data we hold about you.
• Right to rectification (Art. 16): Request correction of inaccurate or incomplete data.
• Right to erasure (Art. 17): Request deletion of your data where there is no legitimate reason to continue processing it.
• Right to restrict processing (Art. 18): Request that we limit how we use your data in certain circumstances.
• Right to data portability (Art. 20): Receive your data in a structured, machine-readable format.
• Right to object (Art. 21): Object to processing based on legitimate interest or for direct marketing. We will stop unless we have compelling legitimate grounds.
• Rights related to automated decision-making (Art. 22): Not to be subject to decisions based solely on automated processing that significantly affect you.

To exercise any of these rights, email privacy@pi2ai.com. We will respond within 30 days. You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk.

Cookies

Our website uses cookies and similar technologies to provide, improve, and secure our services.

Cookie type	Purpose	Basis
Strictly necessary	Session management, security, form functionality	No consent required
Analytics	Understanding how visitors use the site	Consent
Marketing / retargeting	Showing relevant ads on third-party platforms	Consent
Preference	Remembering your settings and preferences	Legitimate interest / Consent

You can manage or withdraw cookie consent at any time via your browser settings or our cookie banner. Withdrawing consent does not affect any processing already carried out.

International transfers

PI2AI is based in England and Wales. Some service providers may process data outside the UK or European Economic Area. In such cases, we ensure appropriate safeguards including:

• International Data Transfer Agreements (IDTAs) approved by the UK ICO for transfers outside the UK.
• Standard Contractual Clauses (SCCs) approved by the European Commission for transfers outside the EEA.
• Transfers only to countries the UK or EU has determined offer adequate data protection.

Details of countries to which we transfer data and the safeguards applied are available on request.

Contact & data controller

If you have any questions about this Privacy Policy or how we handle your personal data, please contact our Data Privacy team:

We reserve the right to update this Privacy Policy at any time. Changes will be posted on this page with an updated "Last updated" date. For significant changes, we will notify you by email where we hold your contact details.