Privacy Policy

2.1 Account and Organisation Data

When you subscribe to the Platform, we collect:

• Organisation name and details;
• Your name, email address, and job title;
• Authorised user names and email addresses;
• Subscription tier and seat allocation.

2.2 Usage Data

When you use the Platform, we collect:

• Search queries and filters applied;
• Companies viewed, saved, or analysed;
• Reports and insights generated;
• Time spent on the Platform and feature usage patterns;
• Click data and navigation paths.

This usage data is collected for two purposes: (a) to improve the Platform and provide you with better service; and (b) to generate anonymised market intelligence and trend analysis for our Signal product (see clause 5).

2.3 Technical Data

We automatically collect:

• IP address;
• Browser type and version;
• Device type and operating system;
• Pages visited and links clicked;
• Date and time of access.

2.4 Payment Data

We do not collect or store payment card details. Payments are processed via invoice or through third-party payment providers. If you use a third-party payment provider, their privacy policy will apply to the processing of your payment data.

2.5 Data We Do Not Collect

We do not collect special category data (such as racial or ethnic origin, political opinions, religious beliefs, trade union membership, genetic data, biometric data, health data, or data concerning sex life or sexual orientation) or data relating to criminal convictions.

3.1 Legal Basis

We process your personal data on the following legal bases:

• (a) Contract: Processing account and organisation data is necessary to provide the Platform and perform our obligations under the Terms of Service.
• (b) Legitimate Interests: We process usage data to improve the Platform, develop new features, and generate anonymised market intelligence. We have assessed that these interests are not overridden by your rights and freedoms.
• (c) Consent: We send marketing communications (product updates, new features, industry insights) with your explicit consent. You may withdraw consent at any time by clicking "unsubscribe" in any email or contacting info@askfai.co.

3.2 Purposes of Processing

We use your personal data to:

• Provide access to the Platform and deliver our services;
• Manage your account and process subscription payments;
• Respond to your inquiries and provide customer support;
• Analyse Platform usage patterns and performance using pseudonymised analytics;
• Improve the Platform, develop new features, and fix technical issues;
• Generate anonymised market intelligence and trend analysis (see clause 5);
• Send service-related communications (invoices, account updates, security alerts);
• Send marketing communications where you have consented;
• Comply with legal obligations and prevent fraud or misuse.

4.1 Within Your Organisation

Authorised users within your organisation with appropriate access rights may view search queries, saved companies, and reports generated by other authorised users within the same subscription.

4.2 Service Providers

We share personal data with the following service providers who process data on our behalf:

• Cloud Hosting: Amazon Web Services (AWS) – hosting infrastructure primarily in Ireland and London, with potential expansion to local regions as the Platform scales. AWS processes data under standard contractual clauses and appropriate security measures.
• Email Services: Microsoft 365 – for sending service and marketing emails.
• Analytics: PostHog – for product analytics and usage tracking. PostHog processes pseudonymised usage data (see clause 9) to help us understand how the Platform is used and improve our services. Data is hosted in the European Union.

All service providers are required to maintain appropriate security measures and process data only in accordance with our instructions.

4.3 API Data Sharing (Where Authorised)

If you use our API (when available) and explicitly authorise data sharing with third-party partners or systems, we will share data in accordance with your instructions and API configuration. You remain responsible for ensuring such sharing complies with data protection law.

4.4 Other Fai Users

We do not share your search queries, saved companies, or usage patterns with other Fai customers. Each customer's data is isolated and confidential (subject to anonymisation for Signal as described in clause 5).

4.5 Legal Requirements

We may disclose personal data if required to do so by law, court order, or regulatory authority, or to protect our rights, property, or safety, or that of our users or the public.

4.6 Business Transfers

If we undergo a merger, acquisition, or sale of assets, your personal data may be transferred to the successor entity. We will notify you of any such change and provide options regarding your data.

5.1 Anonymisation

We collect and analyse usage data to generate anonymised market intelligence and trend analysis. This data is processed to ensure it cannot reasonably identify:

• You or your organisation;
• Specific companies you have searched for or analysed;
• Individual user behaviour.

Anonymised data reflects aggregated patterns across multiple users and is used to develop our Signal product (trend intelligence and market signals).

5.2 Examples of Anonymised Use

Permitted uses include:

• "VCT managers increased searches for renewable energy companies by 40% in Q1 2025";
• "Fintech investment activity in the North West shows declining interest";
• "Companies with revenue >£5M in the solar sector are experiencing heightened investor attention."

We will never disclose which specific customer or user searched for which companies.

5.3 Withdrawal of Consent

You consented to anonymised data usage when accepting our Terms of Service (clause 5.1). You may request to withdraw this consent by contacting info@askfai.co. Please note that withdrawal of consent may result in adjusted commercial terms, including increased licence fees, as anonymised data usage forms part of our business model.

6.1 Active Subscriptions

We retain your personal data for the duration of your active subscription and for as long as necessary to provide the Platform and comply with our legal obligations.

6.2 After Termination

Following termination of your subscription:

• We will retain your data for 30 days to allow for data migration (if requested and paid for);
• After 30 days, we will delete your account data, usage data, and search history unless we are required to retain it for legal, regulatory, or accounting purposes;
• Anonymised data that cannot identify you or your organisation may be retained indefinitely for Signal product development and market analysis.

6.3 Legal Retention

We may retain personal data for longer periods where required by law (e.g., tax, accounting, or anti-money laundering obligations) or to establish, exercise, or defend legal claims.

9.1 Essential Cookies

We use essential cookies that are necessary for the Platform to function, including:

• Session cookies to maintain your login state;
• Security cookies to prevent unauthorised access;
• Preference cookies to remember your settings.

These cookies are necessary to provide the service and do not require consent.

9.2 Analytics and Tracking Technologies

We use PostHog, a product analytics service, to understand how the Platform is used and to improve our services. PostHog does not set any cookies on your device. Instead, analytics data is stored in memory only for the duration of your browser session and is not persisted after you close your browser.

PostHog collects the following data:

• Pages visited and navigation events;
• Page leave events;
• Browser type, version, and operating system;
• Device information.

Your identity is pseudonymised using a one-way cryptographic hash, meaning PostHog cannot access your name, email address, or other directly identifying information. Analytics data is processed in the European Union.

9.3 Marketing Cookies

We do not currently use marketing or advertising cookies.

9.4 Managing Cookies

You can control cookies through your browser settings. However, disabling essential cookies may prevent you from accessing certain features of the Platform.

10.1 Right of Access

You may request a copy of the personal data we hold about you.

10.2 Right to Rectification

You may request correction of inaccurate or incomplete personal data.

10.3 Right to Erasure

You may request deletion of your personal data in certain circumstances (e.g., where it is no longer necessary for the purposes for which it was collected).

10.4 Right to Restriction

You may request restriction of processing in certain circumstances (e.g., whilst we verify the accuracy of contested data).

10.5 Right to Object

You may object to processing based on legitimate interests. If you object, we will cease processing unless we can demonstrate compelling legitimate grounds that override your interests.

10.6 Right to Data Portability

You may request that we provide your personal data in a structured, commonly used, machine-readable format, and you may request transmission to another controller where technically feasible.

10.7 Right to Withdraw Consent

Where processing is based on consent (e.g., marketing communications, anonymised data usage for Signal), you may withdraw consent at any time. Withdrawal does not affect the lawfulness of processing prior to withdrawal.

10.8 Exercising Your Rights

To exercise any of these rights, contact us at info@askfai.co. We will respond within 30 days. Requests are free of charge unless manifestly unfounded or excessive.

10.9 Right to Complain

You have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe we have not handled your personal data in accordance with the law. Contact details: