Privacy Policy

01

Introduction

AI Takes Axion Ltd is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Company Number: 17159021. Contact: [email protected].

02

Data Controller

AI Takes Axion Ltd is the data controller for personal data collected through our website and direct interactions. In certain cases — for example when providing services to clients — we may act as a data processor on behalf of our clients. This is governed by our Data Processing Agreement.

03

Personal Data We Collect

We may collect and process the following categories of personal data:

• Identity data — name, business name
• Contact data — email address, phone number, address
• Technical data — IP address, browser type, device information, website usage data
• Communication data — messages sent via forms, chat, SMS, WhatsApp, social media, or AI systems
• Client data — appointment data, customer interactions, and business information provided by clients
• Website visitor data — data collected through cookies and analytics tools in accordance with our Cookie Policy

04

How We Collect Data

We collect data through website forms and contact submissions; direct communication via email, phone, or messaging platforms; AI systems including chatbots and voice agents; and third-party integrations such as CRM systems and analytics tools.

05

How We Use Your Data

We only process personal data where we have a lawful basis under UK GDPR:

• Contractual necessity — to provide agreed services, manage accounts, and handle billing
• Legitimate interests — to improve services, respond to enquiries, and ensure security
• Legal obligation — compliance with regulatory or legal requirements
• Consent — marketing communications and cookies where required

06

AI & Automated Processing

We use AI systems to process communications and automate business functions. You acknowledge that AI may process and respond to messages, outputs may not always be accurate or human-reviewed, and human intervention may occur where necessary.

We do not make legally binding decisions solely through automated processing.

07

Website Hosting & Client Data

Where we build and host websites on behalf of clients, we process personal data submitted through those websites — including contact form submissions and booking requests — as a data processor acting on the client's behalf. Such processing is governed by our Data Processing Agreement.

08

Data Sharing

We may share data with technology providers including CRM platforms, hosting providers, and telephony services; payment processors; analytics providers; and legal or regulatory authorities where required by law. All third parties are required to process data securely and in accordance with applicable laws.

09

Data Retention

We retain personal data only as long as necessary to fulfil the purposes outlined in this Policy or to comply with legal obligations. When data is no longer required, it is securely deleted or anonymised.

10

Your Rights

Under UK GDPR you have the right to: access your personal data; request correction of inaccurate data; request erasure; restrict or object to processing; request data portability; and withdraw consent at any time where applicable.

To exercise your rights, contact us at [email protected].

11

Marketing Communications

We may send marketing communications where you have given consent or where we have a legitimate interest. You can opt out at any time via unsubscribe links or by contacting us.

12

Complaints

If you have concerns about how your data is handled, you have the right to lodge a complaint with the Information Commissioners Office (ICO) at ico.org.uk.