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    Insightful AI

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    Privacy policy

    How Insightful AI collects, uses, and protects your personal data.

    Last updated
    7 September 2026

    Last updated: 7 September 2026

    Insightful AI Solutions Limited ("we", "our", "us") is committed to protecting your privacy. This privacy policy explains how we collect, use, store, and protect your personal data when you use our website.

    Who we are

    Insightful AI Solutions Limited

    Registered office: Suite 7 Marbury House Farm, Bentleys Farm Lane, Higher Whitley, Warrington, Cheshire, WA4 4QW

    Company number: 16377460

    ICO registration number: ZB914449

    For privacy queries, contact us at hello@insightfulai.co.uk

    What data we collect

    We collect personal data when you interact with our website. The data we collect includes:

    Contact forms:

    • Your name
    • Your email address
    • Your organisation name
    • Your phone number (if provided)
    • Any information you include in your message

    Newsletter signup:

    • Your email address
    • Your name (if provided)

    Website usage data:

    • IP address
    • Browser type and version
    • Device information
    • Pages visited and time spent on pages
    • Referring website
    • Date and time of visit

    Cookies: We use cookies to understand how you interact with our website, keep our services secure, and improve your experience. See our cookie section below for details.

    How we use your data

    Contact form enquiries: We use your data to respond to your enquiry, provide information about our services, and follow up on potential consultancy work.

    Our legal basis for processing this data depends on the nature of your enquiry:

    • If you are enquiring about our services as a prospective client, we process your data based on legitimate interests (responding to business enquiries and managing potential client relationships).
    • If you are an existing client or discussing specific work, we process your data based on contract performance (fulfilling our contractual obligations) or taking steps to enter into a contract.

    Newsletter: We use your email address to send you updates about AI governance, regulatory changes, and our services.

    Our legal basis for processing this data is:

    • Consent: If you have subscribed to our newsletter through our website signup form, we rely on your explicit consent. You can withdraw consent and unsubscribe at any time using the link in every email.
    • Soft opt-in (for existing clients): If you are an existing client, we may send you information about similar services to those you have purchased from us, unless you have opted out. This is permitted under the Privacy and Electronic Communications Regulations (PECR). You can opt out at any time using the unsubscribe link in every email.

    Website analytics: We use Google Analytics 4 and Microsoft Clarity to understand how the website is used, and the Apollo website tracker to recognise the organisations visiting it. None of these tags load until you opt in to the matching category through our cookie dialog, and you can withdraw that consent at any time. Our legal basis is your consent. Our Cookie Policy lists every cookie each tag sets.

    Server logs and security: Our host and content delivery network record technical data (IP address, browser type, requested page, timestamp) to serve pages, protect the site from automated abuse and diagnose faults. Our legal basis is legitimate interests (site security and availability).

    Payment processing: We do not collect or store payment card details. All payments are processed by Stripe, which handles your payment information securely according to their privacy policy.

    AI tools: When we receive enquiries through our website, we may use AI tools (such as Claude, Gemini, ChatGPT, or Perplexity) to help draft responses. Before entering any enquiry content into an AI tool, we remove direct identifiers such as names and email addresses. Our legal basis for this processing is legitimate interests (efficient response to business enquiries).

    Who we share your data with

    We share your data with the following third parties:

    Notion: Our enquiry and lead management system. Contact form enquiries, data protection complaints, AI readiness assessment, AI Value Navigator, AI Role and Resourcing Finder and AI Governance Check submissions are validated by our hosting provider and stored in Notion under a data processing agreement.

    Netlify: Our website host. Netlify serves every page and keeps short-lived server logs, including IP addresses, for security and diagnostics.

    Fonts: Our typefaces are self-hosted on our own domain. No font request is sent to a third party and no IP address is shared with a font provider.

    Beehiiv: Our intended newsletter platform. We are not currently transferring any subscriber data to Beehiiv. When the newsletter goes live, subscriber email addresses will be stored on Beehiiv's servers in the United States, and we will say so here before that happens.

    Stripe: Our payment processor. When you make a payment, Stripe processes your payment details according to their privacy policy. We never see or store your full payment card details.

    Analytics and visitor identification providers: Google (Google Analytics 4) and Microsoft (Clarity) process usage data, and Apollo processes visitor identification data, only after you have opted in to the matching category in our cookie dialog. Our Microsoft Clarity tag signals that advertising storage is denied, so Microsoft's cross-site advertising cookies are not used. Should we introduce Microsoft Advertising or any similar service, it would likewise process data only after your opt-in, and this policy would be updated first. See our Cookie Policy for details.

    We do not sell your data to third parties. We do not share your data with marketing partners or use it for purposes beyond those stated in this policy.

    Where we store your data and international transfers

    Storage location: Contact form enquiries, data protection complaints, AI readiness assessment, AI Value Navigator, AI Role and Resourcing Finder and AI Governance Check submissions are stored by Notion Labs, Inc. in the United States, under a data processing agreement with international transfers safeguarded by the UK Extension to the EU-US Data Privacy Framework.

    International transfers: Some of the third parties we use to process your data are located outside the UK. We ensure these transfers meet the standard required under UK data protection law through appropriate safeguards:

    Netlify (global): Hosting and content delivery run on a global network, so a request may be served from outside the UK. Netlify's data processing agreement incorporates the UK International Data Transfer Addendum and EU Standard Contractual Clauses.

    Stripe (United States and EU): Payment data is processed by Stripe, which operates servers in both the United States and the European Union. Stripe's Data Processing Agreement includes UK IDTA and Standard Contractual Clauses to protect data transferred outside the UK.

    You can request copies of the specific safeguards we have in place for international transfers by contacting hello@insightfulai.co.uk

    How long we keep your data

    Contact form enquiries: We retain enquiry data for three years from the date of your last contact with us. This allows us to maintain a record of previous conversations and provide continuity if you contact us again.

    Newsletter subscribers: We retain your email address until you unsubscribe from our newsletter.

    Website analytics: Analytics data is retained for 26 months, after which it is automatically deleted.

    Payment records: We retain basic payment records (transaction date, amount, invoice number) for seven years to comply with UK tax and accounting requirements. Full payment details are held by Stripe according to their retention policy.

    If you would like us to delete your data sooner, contact us at hello@insightfulai.co.uk

    Your rights

    Under UK data protection law, you have the following rights:

    Right to access: You can request a copy of the personal data we hold about you. When responding to access requests, we will conduct reasonable and proportionate searches for your data. If we need further information to clarify the scope of your request, we may pause the response period until that information is received.

    Right to rectification: You can ask us to correct inaccurate or incomplete data.

    Right to erasure: You can ask us to delete your data in certain circumstances.

    Right to restrict processing: You can ask us to limit how we use your data.

    Right to data portability: You can ask for your data in a machine-readable format.

    Right to object: You can object to our processing of your data based on legitimate interests.

    Right to withdraw consent: Where we process your data based on consent (such as newsletter signup or optional cookies), you can withdraw consent at any time.

    Right to complain: You can complain to us if you believe we have handled your personal data in breach of data protection law. See our complaints procedure below for how to do this.

    To exercise any of these rights, contact us at hello@insightfulai.co.uk. We will respond within 30 days.

    Data protection complaints procedure

    You have the right to complain to Insightful AI if you believe your personal data has been handled in breach of data protection law.

    How to complain to us

    You can submit a complaint through any of the following channels:

    • Email: hello@insightfulai.co.uk (include "Data Protection Complaint" in the subject line)
    • Post: Data Protection Complaint, Insightful AI Solutions Limited, Suite 7 Marbury House Farm, Bentleys Farm Lane, Higher Whitley, Warrington, Cheshire, WA4 4QW
    • Online: Use the complaints form on our website at insightfulai.co.uk/complaints

    We will also accept complaints received through other channels, including telephone or social media. If you raise a concern through any means, we will treat it as a formal complaint and follow the process below.

    What happens next

    • We will acknowledge your complaint within 30 days of receipt.
    • We will investigate your concern without undue delay.
    • We will inform you of the outcome of our investigation and any actions we have taken.

    Escalating to the ICO

    If you remain dissatisfied with our response, you can escalate your complaint to the Information Commissioner's Office. Under the Data (Use and Access) Act 2025, individuals are generally expected to use the controller's complaints process before escalating to the ICO.

    You can contact the ICO at:

    • Website: ico.org.uk
    • Telephone: 0303 123 1113
    • Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

    Security

    When you submit a form, Cloudflare Turnstile checks technical browser and network signals to help prevent automated abuse. It is used for form security and is separate from optional analytics and marketing. See Cloudflare’s privacy policy for its processing details.

    We take reasonable steps to protect your data from unauthorised access, loss, or misuse.

    Technical safeguards:

    • Contact form data is transmitted using SSL/TLS encryption
    • Access to personal data is restricted to authorised personnel only
    • Our website hosting and data storage providers use industry-standard security measures including firewalls, intrusion detection, and encrypted data storage
    • We maintain regular backups of data to prevent loss

    Organisational safeguards:

    • Staff who handle personal data are trained in data protection requirements
    • We review and update our security measures regularly to address new threats
    • Access to systems containing personal data is protected by strong passwords and authentication

    No internet transmission is completely secure. We cannot guarantee the security of data transmitted to our website. Once we receive your data, we use appropriate technical and organisational measures to protect it.

    Cookies

    Our website uses cookies to improve your experience and understand how you use the site.

    What are cookies? Cookies are small text files stored on your device when you visit a website. They help websites remember your preferences and track usage.

    What cookies do we use?

    Strictly necessary cookies: These cookies are essential for the website to function. They enable basic features like page navigation, access to secure areas, and security functions. The website cannot function properly without these cookies. Under the Privacy and Electronic Communications Regulations (PECR), we do not need your consent to use strictly necessary cookies.

    Analytics cookies: We use Google Analytics and Microsoft Clarity to understand how visitors use our website. These cookies collect information about which pages you visit, how long you spend on the site, and how you found us. This helps us improve the website. We anonymise IP addresses where possible to protect your privacy. We only set analytics cookies with your consent, which you can give or withdraw at any time using the cookie dialog or the "Cookie settings" link in the footer.

    Visitor identification cookies: If you allow them, the Apollo website tracker recognises the organisation you are visiting from so our team can see which businesses are interested in our services and follow up with relevant business outreach. Visitor identification always requires your explicit opt-in, and you can withdraw it at any time via the "Cookie settings" link in the footer. We do not currently run advertising cookies such as Microsoft Ads or Google Ads; if that ever changed, they would need your separate opt-in and this policy would be updated first. See our Cookie Policy for the full list.

    Cookie dialog statistics: We keep an anonymous daily count of how our cookie dialog is answered (shown, settings opened, accepted, rejected, or customised) so we can check it is presented fairly and working properly. These counts contain no personal data: no names, no identifiers and no record of any individual visit, and no cookie or other storage on your device is used to collect them.

    Third-party cookies: Google Analytics, Microsoft Clarity and Apollo set cookies or similar identifiers only after you opt in, as described above and in our Cookie Policy. The other providers that support the site set no cookies of their own; their privacy policies cover the technical data they process:

    Managing cookies: You can control cookies through your browser settings. Most browsers allow you to view what cookies are stored and delete them individually, block third-party cookies, block all cookies, or delete all cookies when you close your browser. Disabling certain cookies may affect website functionality. Strictly necessary cookies cannot be disabled if you wish to use our website.

    For more information about cookies and how to manage them, visit www.aboutcookies.org or www.allaboutcookies.org

    Changes to this policy

    We may update this privacy policy from time to time. When we make changes, we will update the "Last updated" date at the top of this page.

    If we make significant changes to how we process your data, we will notify newsletter subscribers by email.

    Contact us

    For questions about this privacy policy or how we handle your data, contact us at:

    Email: hello@insightfulai.co.uk

    Address: Suite 7 Marbury House Farm, Bentleys Farm Lane, Higher Whitley, Warrington, Cheshire, WA4 4QW

    For data protection queries or complaints, you can also contact the Information Commissioner's Office:

    • Website: ico.org.uk
    • Telephone: 0303 123 1113
    • Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF