MindFlow AI Ltd Privacy PolicyLast Updated: 11 June 2025Controller: MindFlow AI Ltd, Company No. 16155645.
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1. IntroductionWe respect your privacy and are committed to protecting your personal data. This policy explains how we collect, use, share, and protect your information when you use our website (www.mindflowailtd.com) and services.
2. Data We Collect
2.1 Personal and Business Contact Information Name, email, phone number, job title, company details when you engage via contact forms, email, or phone.
2.2 Service Usage Data Information relating to how you use our services or website—including IP address, browser type, session duration, clicks, and referrals (via cookies or analytics tools).
2.3 Communications Content Enquiries, proposals, project scopes, documents, and information shared during demos or support interactions.
2.4 Marketing Preferences Your communication opt-ins/opt-outs and consent choices regarding marketing newsletters or events.
3. Legal Grounds for Processing We process data on the following bases: Performance of Contract – to fulfil service delivery, proposals, invoices. Legal Obligation – to comply with records, accounting, tax, and company law. Legitimate Interests – for improving our services, website analytics, direct marketing, preventing fraud.Consent – for direct marketing where required; you may withdraw consent at any time.
4. Why We Use Your Data Deliver and manage services, proposals, projects, and custom AI solutions. Respond to your enquiries and provide support. Send essential updates about transactions, features, and legal notices. Analyze and improve our website performance and user experience.Conduct marketing with your consent or under legitimate interest.
5. Who We Share Data WithService Providers – e.g. CRM, hosting, analytics, email platforms under EU/UK compliant agreements.Legal Requests – where required by law or to protect rights.Business Transfers – in the event of a merger or sale, with proper data protections.Aggregated Insights – anonymized data shared in aggregated form.We do not sell or rent your personal data to third parties.
6. International TransfersData may be transferred outside the UK/EEA to countries with adequate protections, under standard contractual clauses, or similar safeguards.
7. How We Keep Your Data SafeTechnical and organizational measures include encryption, secure servers, access controls, and frequent security assessments. While we strive to protect your data, no system is 100% secure.
8. Data RetentionWe retain your data:Contact & inquiry data: up to 3 years after last interaction.Contract/project data: up to 7 years post-contract (e.g. for tax/financial obligations).Marketing preferences: until consent withdrawal or 3 years after last engagement.
9. Your Rights Under UK GDPR You have the right to: Access, correct, or erase your personal data. Restrict or object to certain processing. Receive a copy or transfer of your data. Withdraw consent at any time (without affecting processing lawfulness prior to withdrawal).Lodge a complaint with the Information Commissioner’s Office (ICO) [https://ico.org.uk].To exercise your rights, contact us at:
Email: privacy@mindflowailtd.com.
10. Cookies & Tracking We use website analytics tools to measure usage. You may manage cookies via browser settings. Our Cookie Preferences page provides more details.
11. Children Our services are intended for business users aged 18+. We do not knowingly collect children's personal data.
12. Changes to This Policy We may update this policy for legal or operational reasons. The "Last Updated" date will be revised and, for significant changes, we’ll notify you via our website or direct communication.