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Privacy Policy

(UK & EU GDPR Compliant)
Last updated: 17 Nov 2025

1. Introduction

AI Office ("we", "us", "our") provides AI-powered business assistance tools. This Privacy Policy explains how we collect, use, store, and protect your personal data when you use our website, dashboard, mobile view, and all related services.

We comply with:

• UK GDPR
• EU GDPR
• UK Data Protection Act 2018
• ePrivacy Directive (Cookies Law)
• Relevant AI safety and transparency guidelines

By using our services, you agree to this Privacy Policy.

2. Data We Collect

We collect only the data needed to operate your AI agents and provide your subscription services.

2.1 Information You Provide Directly

• Name or business name
• Email address
• Password (encrypted)
• Subscription plan information
• Tasks submitted to AI agents
• Messages or support requests

2.2 Payment Information

All payments are processed securely by Stripe. We do not store credit card numbers. Stripe may collect:

• Name
• Billing address
• Card information

2.3 Automatically Collected Data

• IP address
• Device type
• Browser type
• Usage statistics
• Login activity
• Cookies (see Section 7)

2.4 AI Interaction Data

We store:

• Prompts you send to agents
• Responses generated
• Task history

For service improvement and troubleshooting.

3. How We Use Your Data

We use your personal data to:

• Provide access to your dashboard and agents
• Process payments and manage billing
• Improve the accuracy and performance of AI agents
• Personalise your user experience
• Prevent fraud or abuse
• Provide customer support
• Meet legal obligations

We do not sell your data.

4. Legal Bases for Processing (UK/EU GDPR)

We process your data under the following legal bases:

• Contractual necessity – to provide your subscription
• Legitimate interest – to improve and secure our platform
• Consent – for cookies and marketing communications
• Legal obligation – financial reporting, fraud prevention

5. How Long We Keep Your Data

We retain your data only as long as necessary:

• Account data: kept while your account is active
• Payment data: stored by Stripe per financial regulations
• Task data: up to 12 months, unless deleted by you
• Support emails: up to 18 months

You may request deletion at any time.

6. Your Rights Under UK/EU GDPR

You have the right to:

• Access your data
• Correct inaccurate data
• Request deletion ("right to be forgotten")
• Restrict processing
• Object to processing
• Data portability
• Withdraw consent

To exercise these rights: support@aioffice.agency

7. Cookies

We use minimal cookies.

7.1 Essential Cookies

Used for:

• Login sessions
• Security
• Subscription verification

7.2 Analytics Cookies

Used to analyse performance and improve the product. You must consent before these load.

7.3 Cookie Control

On your first visit, you will see a cookie banner where you may:

• Accept all
• Reject non-essential
• Customise settings

8. AI Usage & Safety

We use advanced AI models to power your agents.

8.1 Transparency

• AI-generated content may contain inaccuracies
• You remain responsible for reviewing outputs

8.2 Data Handling in AI

• User prompts may be temporarily processed by AI models to generate responses
• We do not use your input data to train public AI models
• We follow AI safety and privacy best practices

9. Sharing Your Data

We only share data with trusted third parties:

• Stripe (payments)
• Supabase (authentication & database)
• Hosting providers
• Analytics providers (if consented)

All partners comply with GDPR.

10. International Transfers

Your data may be stored in the UK, EU, or other approved regions. We ensure adequate protection via:

• Standard Contractual Clauses (SCCs)
• GDPR-compliant providers

11. Security Measures

We use:

• SSL encryption
• Access control
• Password hashing
• Database security features
• Anti-fraud monitoring

No system is 100% secure, but we follow industry best practices.

12. Children's Data

Our service is not for users under 18. We do not knowingly process children's data.

13. Changes to This Policy

We may update this policy. Major changes will be emailed to active users.

14. Contact Us

For privacy requests or data protection inquiries:
Email: support@aioffice.agency