Privacy notice
How AIBI uses personal information when you visit our websites, contact us or work with us.
AIBI is AIBI LTD, registered in England and Wales, company number 16142632. Registered office: 80 Osborne Road, London, England, W3 8SR. We are the controller for aibisolutions.co.uk, business enquiries and outreach, and our client relationships.
For privacy questions or to exercise your rights, email hello@aibisolutions.co.uk.
Information we use
- Contacts and enquiries: your name, role, organisation, business contact details, messages and our correspondence.
- Business relationships: instructions, meeting notes, engagement and billing records, and information you or your organisation provides for agreed work.
- Website use: technical and security information, such as IP address, browser details, requested pages and timestamps, recorded by hosting services.
We receive information from you, your organisation or its advisers. For relevant business outreach, we also use public sources such as company websites, Companies House, professional profiles and industry publications. Our first approach identifies the source of your contact details. Please keep enquiries brief and do not include confidential contracts or unnecessary sensitive personal information.
Why we use it
- Enquiries and proposals: our legitimate interest in responding to business requests. If you are contracting personally, we may instead rely on steps you request before entering a contract.
- Delivering and administering work: our legitimate interests in managing business relationships, instructions, support and billing; contract where our agreement is with you personally.
- Relevant business marketing: legitimate interests where electronic-marketing law permits, or consent where required. We consider relevance and privacy impact and provide an opt-out.
- Security and legal duties: legitimate interests in protecting our services and handling complaints or claims; legal obligation for required business records and disclosures.
You can object to direct marketing at any time by replying “no thanks” or contacting us. We stop marketing to you and retain a minimal suppression record to respect your choice. Contact information is needed to answer an enquiry or administer work; optional information is not required to browse the site.
Client documents
For work carried out solely on a client's instructions, we act as processor, or sub-processor where our client acts for another controller. The engagement sets out the processing instructions, confidentiality, authorised providers, any AI assistance, and return or deletion arrangements before documents are shared.
Contract Desk is provided by ELITE MANAGEMENT CONSULTANCIES LTD (Sato Elite); AIBI supports its delivery as subcontractor. Contract Desk enquiries and engagement administration are covered by Sato Elite's privacy notice. Please use the agreed transfer route for client documents.
Sharing and transfers
We share information only where needed with providers of website and application hosting, email and business communications, document storage and agreed delivery tools; authorised delivery personnel; professional advisers; and authorities where required by law. Providers receive information relevant to their role, under appropriate confidentiality and data-protection arrangements. We do not sell personal information.
Our public website is hosted by Vercel. Website hosting and communication providers operate internationally, including in the EEA and United States.
For a transfer outside the UK, the applicable protection may be UK adequacy regulations or contractual safeguards such as the UK International Data Transfer Agreement or UK Addendum, with additional measures where needed. You can request details of the recipients, countries and safeguards applicable to your information at hello@aibisolutions.co.uk.
How long we keep it
We keep enquiries and business-contact records while needed to respond, follow up on a relevant opportunity or maintain an active relationship. Our retention decision considers the last meaningful contact, whether work is being discussed and any outstanding request or complaint. An email open alone does not extend it.
Engagement and financial records are kept for applicable accounting and tax duties and while reasonably needed for contractual claims or disputes. Client working documents follow the agreed instructions and return or deletion arrangements. Security records are kept for the period needed to investigate faults, prevent misuse and meet relevant legal duties. We delete or anonymise information when these purposes end, allowing for protected backup cycles and any specific legal hold.
Cookies and website data
Our public websites use no advertising or analytics cookies. Hosting services still process technical request information to deliver and secure pages.
Our enquiry form sends the entered details to our website to prepare an email link, then opens your email app. You choose whether to send the email. You can also email us directly.
Your rights and complaints
Depending on the circumstances, you can ask to access, correct or delete your information, restrict its use, receive portable data, or object to processing based on legitimate interests. You can withdraw consent where we rely on it without affecting earlier lawful processing. We normally respond within one month; we will explain any lawful extension and may need to verify your identity.
We do not use these enquiry and business-administration processes to make solely automated decisions about you with legal or similarly significant effects. For a request concerning records we process for a client, we help the responsible controller respond.
Contact hello@aibisolutions.co.uk with a question or complaint. You can also complain to the UK data protection regulator at ico.org.uk/make-a-complaint.
We update this notice when our processing changes and provide notice of material new uses before they begin.