Privacy Policy

Who we are

Pro AI Ltd ("Pro AI", "we", "us") is a company registered in England and Wales, company number 12813853, with its registered office at Cherry Burton House, Main Street, Cherry Burton, HU17 7RF. We are registered with the Information Commissioner's Office (ICO) under registration number ZC205769. We are the data controller for personal data collected through this website, proai.co.uk, and in the course of our business. You can contact us about anything in this policy at info@proai.co.uk.

What this policy covers

This policy explains what personal data we collect when you use our website or get in touch with us, why we collect it, how long we keep it, who we share it with, and the rights you have. It also explains, briefly, how we handle data when we work for clients.

The data we collect and why

When you contact us. If you use the contact form, the AI readiness assessment, or email us, we collect the details you give us — typically your name, email address, company name, phone number if you provide it, and the content of your message or your answers. Form submissions are sent to us by email at info@proai.co.uk. We use this information to reply to you and, if you ask us to, to prepare a proposal. Our lawful basis is that this processing is necessary to take steps at your request before entering into a contract, and our legitimate interest in responding to enquiries.

When you book a meeting. Meetings are booked through Calendly. When you book, Calendly collects your name, email address and the details you enter, and shares them with us so we can hold the meeting. Calendly's own privacy policy governs its handling of your data; you can read it at calendly.com/privacy.

When you browse the site. We use Google Analytics 4 to understand how the site is used — which pages are visited, roughly where visitors are located, what device and browser they use, and how they arrived. We also use a Google Ads conversion tag to measure whether our advertising leads to enquiries. These tools use cookies and similar technologies and collect information such as your IP address (which Google truncates), a randomly generated identifier, and your interactions with the site. Our lawful basis is our legitimate interest in understanding and improving the site and our marketing. See "Cookies" below for how to opt out.

Server logs. Our hosting provider records standard technical information when you visit the site — IP address, browser type, the pages requested and the time of the request — for security and to keep the site running. This is kept for a limited period and used only for those purposes.

We do not collect special-category data through the website, and we do not knowingly collect data from anyone under 18.

Cookies

Cookies are small files placed on your device. This site currently sets the following:

• _ga, _ga_EXN32PL3ZV — Google Analytics 4; distinguishes visitors and sessions; up to 2 years.
• _gcl_au — Google Ads conversion measurement; 90 days.
• Technical cookies set by our hosting provider for security and session handling, which expire when you close your browser or shortly after.

You can block or delete cookies through your browser settings; most browsers let you refuse all cookies or be alerted when one is set. You can opt out of Google Analytics across all sites by installing Google's browser add-on at tools.google.com/dlpage/gaoptout. Blocking cookies will not stop the site from working.

Who we share data with

We do not sell personal data. We share it only with service providers who help us run the business, under contracts that require them to protect it:

• Google (Google Workspace for email and document storage; Google Analytics and Google Ads as described above).
• Calendly for meeting bookings.
• Lovable and its infrastructure providers, who host this website.
• Professional advisers (for example our accountants) where necessary, and authorities where the law requires it.

Some of these providers are based in, or store data in, the United States. Where personal data is transferred outside the UK we rely on safeguards recognised under UK data-protection law, such as the UK Extension to the EU–US Data Privacy Framework or the International Data Transfer Agreement / standard contractual clauses.

How long we keep data

• Enquiries that do not lead to work: up to 12 months from our last contact, so we can follow up if you come back to us.
• Client and prospective-client correspondence and contract records: for the duration of the relationship and 6 years afterwards, to meet legal, tax and contractual obligations.
• Analytics data: Google Analytics retains user-level data for 14 months; aggregated reports may be kept longer.
• Server logs: typically 30 days.

Your rights

Under UK data-protection law you have the right to ask us for a copy of the personal data we hold about you; to have inaccurate data corrected; to have data erased where there is no good reason for us to keep it; to object to processing based on our legitimate interests, including marketing; to restrict processing in some circumstances; and to receive data you provided to us in a portable format. To exercise any of these, email info@proai.co.uk. We will respond within one month. You will not usually be charged.

If you are unhappy with how we have handled your data, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

Marketing

We only send marketing emails to business contacts where we have a lawful basis to do so, and every such email includes an unsubscribe link. We do not send marketing to individuals who have not asked for it. You can stop marketing at any time by using the unsubscribe link or emailing info@proai.co.uk.

If you are a client

When we build systems for clients, we usually process personal data on the client's behalf — for example, documents, records or customer data that flow through a system we have built. In that case the client is the data controller and we act as a data processor under a written contract that sets out what we may do with the data, the security measures we apply, and our obligations to help the client meet theirs. We do not use client data to train AI models, and we choose AI providers and hosting locations in line with each client's requirements. Questions about a specific engagement should go to your usual contact at Pro AI.

Security

We protect personal data with appropriate technical and organisational measures, including access controls, encryption in transit, and reputable, contractually bound service providers. No system is completely secure, and we cannot guarantee the security of data sent to us over the internet; if you have concerns about a particular piece of information, call us instead.

Links to other sites

Our site links to other websites, including our partners and Calendly. We are not responsible for their content or their privacy practices.

Changes to this policy

We may update this policy from time to time. The date at the top shows when it was last changed. Significant changes will be highlighted on this page.

Contact

Pro AI Ltd, Cherry Burton House, Main Street, Cherry Burton, HU17 7RF · info@proai.co.uk · +44 7792 407622