AI.’s Commitment

1. is committed to processing all personal data in a responsible and secure way that meets the requirements set out in the General Data Protection Regulation (GDPR) with respect to residents of the European Union. We also adopt and apply the same principles to manage the personal data it holds for everyone else i.e. non-EU residents.
2. as the Data Controller
3. is the data controller when we determine the purpose for which your data is collected. When you submit your personal data to us, it becomes the responsibility of the Privacy Officer (PO) to ensure it processed appropriately. If anyone has any concerns regarding the handling of their personal data or who may wish to exercise their rights, they should contact the PO in the first instance using privacy@ai-o.com.

 

Why we have prepared this statement

We have prepared this statement to be as clear as possible as to how we process or intend to process any personal data you give us.

Why we collect your personal data and how we justify it in law

1. will need to collect personal data for a variety of reasons depending on the relationship you have with us. In all instances, we will process your personal data using one of the lawful conditions as follows:

• Using your consent, given prior to any processing;
• To meet our contractual obligation;
• To comply with our legal obligations;
• When acting in your vital interests;
• When processing is necessary for tasks in the public interest; or
• For the purposes of our legitimate interests, where we asses that this action does not over-ride your rights and freedoms as they affect the use of your personal data.

We will handle any personal data collected in accordance with the following principles, that is to say all personal data will be:

• Processed lawfully, fairly and transparently;
• Collected for a specified, explicit and legitimate purposes;
• Adequate, relevant and limited to what is necessary (and no more);
• Accurate and, where necessary kept up to date;
• Kept for no longer than is necessary; and
• Processed in a manner that ensures appropriate security.

Where the personal data is processed and stored

All personal data that we collect or generate in hard copy form is processed, stored and eventually destroyed on the premises of the most appropriate international office.

Other (non-paper) based data is gathered by our staff at one of our regional offices and processed locally to that office and also transferred to our facilities based in the US.

How long we keep your personal information

In general, AI. will retain personal data for as long as we have a legitimate lawful reason, thereafter this data will be destroyed or put beyond operational use. Typically, customer/ client personal data relating to business contracts will be held indefinitely, whereas the personal data of employees will be held for up to 7 years after the curtailment of their contracts.

In those instances where the personal data of individuals has been collected for which no formal relationship exists, for instance when someone makes an on-line enquiry, then AI. will typically retain the data for up to 2 years after the last point of activity.

The above is provided as guidance only as it may be necessary for AI. to process and/or retain personal data:

• For longer where it is legally obliged to handle post contract issues for example
• For a shorter time when fulfilling requests by individuals exercising their right to erasure (under the GDPR and only when applicable).

Thereafter, AI. will destroy/ delete personal data so that it is put beyond operational use.

What we will not do with your personal data

1. will not pass your personal data to a third-party unless we are legally obliged to do so or have made separate arrangements with you using a different lawful condition.

Change of purpose of processing

If the purpose for which we have collected your data changes, we will contact you with the relevant information and take further appropriate action.

If the basis of processing relies on your consent, we will not act upon any change of purpose until we have re-established your consent. If you choose not to respond, then we take it that you have not given us your consent against the new purpose.

Information about your rights under GDPR for EU Residents

The GDPR puts much greater emphasis on transparency of processing and accountability by all parties involved in handling your personal data. It also extends the rights of individuals in respect of their personal data. It should be noted that these are restricted in so much that they do not apply in all situations. For convenience, the rights are listed below.

• Right to be informed;
• Right to access;
• Right to rectification;
• Right to erasure (‘right to be forgotten’);
• Right to restrict processing;
• Right to data portability;
• Right to object to processing; and
• Rights related to automated decision making and profiling

In addition, an individual has the right to lodge a complaint about the way personal data is being handled against AI. As there is an office based in Spain, it is most appropriate that complaints are lodged with the Agencia de Proteccion de Datos (visit www.agpd.es) but we would much prefer it if you contacted us in the first instance to resolve any concerns (see below)

If you have concerns or queries about the processing of your personal data

If you have concerns or queries regarding the handling of your personal data and/or you wish to exercise your rights, we ask that you contact the AI. Privacy Officer. We will respond in the first instance to confirm the nature of the enquiry and provide a schedule for a full response, as required. If you are making a data subject access request, we may ask you for further information or documentation so that we can verify your identity before providing you with the information you have requested.

Use of Cookies on the AI. website

The AI. website makes use of cookies to improve user experience and to mitigate the impact of any malicious activity. No attempt is made by AI. to identify the visitors to the website using the cookies, unless there is an over-riding legal necessity. A list of the cookies can be found below:

Functional (used by all visitors)

pll_language

Remembers which language to provide the website in

 

Functional (only used by AI-O when they access the WordPress dashboard, not by normal users)

wordpress_logged_in*	Checks whether or not the current visitor is a logged in WordPress.com user.
wp-settings-{user_id}	Persists a user’s wp-admin configuration.
wp_sharing_{id}	Tracks whether or not a user has already performed an action.

 

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