🔐 PRIVACY POLICY
AISystems-HQ
(A trading name of Aitronyx Ltd)
Last updated: February 2026
AISystems-HQ (“we”, “us”, “our”) is a trading name of Aitronyx Ltd. We are committed to protecting your personal data and complying with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and applicable international data protection laws.
This Privacy Policy explains how we collect, use, store, share, and protect personal data when you use our website, digital training products, AI tools, software, and related services (“Services”).
1. Who We Are (Data Controller)
Trading name: AISystems-HQ
Legal entity: Aitronyx Ltd
Country of registration: United Kingdom
Data controller: Aitronyx Ltd
We determine the purposes and means of processing your personal data.
2. Personal Data We Collect
Information you provide:
Name and email address
Account registration and authentication details
Billing and transaction information (processed by third-party payment providers)
Communications with us (support requests, emails, messages)
Any data you choose to input into our AI tools or platforms
Information collected automatically:
Website usage and interaction data
IP address, device, browser, and log information
Usage data relating to AI tools, software features, and system performance
Security and fraud-prevention data
We do not store full credit or debit card numbers.
3. How We Use Your Personal Data
We use personal data to:
Provide access to digital courses, AI tools, and software
Create, manage, and secure user accounts
Process payments and subscriptions
Deliver customer support and service communications
Improve, monitor, and secure our Services
Detect misuse, fraud, or unauthorised access
Send marketing communications where permitted
Comply with legal, regulatory, and accounting obligations
4. Lawful Bases for Processing
We process personal data under the following lawful bases:
Contract – where processing is necessary to provide Services you purchase or request
Legitimate interests – to operate, improve, secure, and protect our business and Services
Consent – for marketing communications and non-essential cookies or tracking technologies
Legal obligation – to comply with applicable laws and regulatory requirements
Where consent is relied upon, it may be withdrawn at any time.
5. Payments
Payments are processed by third-party payment providers (including Stripe).
Payment providers process personal data such as:
Name and email address
Payment and transaction details
Fraud-prevention and verification data
Payment providers act as independent data controllers for payment processing and their own privacy policies apply.
6. Email, Marketing & Communications Platforms
We may use third-party email marketing, CRM, and communication platforms to:
Deliver service-related communications
Send marketing emails and announcements
Manage customer relationships
Marketing emails are sent only where you have opted in or where permitted by applicable law.
You may unsubscribe at any time using the link provided in our emails.
7. Cloud Hosting & Infrastructure
We use third-party cloud hosting and infrastructure providers to host our website, databases, software, and Services.
Personal data may be stored and processed on secure servers operated by these providers, subject to contractual security and data protection obligations.
8. AI Tools, APIs & User Inputs
Our Services include AI-powered tools that may use third-party AI APIs now or in the future.
When you use our AI tools:
Inputs may be processed by third-party AI API providers to generate outputs
Inputs and outputs may be logged temporarily for:
System functionality
Performance optimisation
Security and abuse prevention
Unless explicitly stated otherwise:
We do not permit AI providers to use personal data for their own model training
We do not intentionally allow user data to be used to train public or third-party AI models
You acknowledge and agree that:
You may input any content, including personal or third-party data
You are responsible for ensuring you have the right to submit such data
AI outputs are generated automatically and must be reviewed before reliance
9. Data Sharing
We share personal data only where necessary with trusted third parties, including:
Payment processors
Email and marketing platforms
Cloud hosting and infrastructure providers
Analytics, monitoring, and security providers
AI API and software service providers
All third parties are subject to appropriate contractual data protection obligations.
We do not sell or rent personal data.
10. International Data Transfers
As we operate globally, personal data may be processed outside the UK.
Where international transfers occur, we ensure appropriate safeguards, including:
UK adequacy regulations
International Data Transfer Agreements (IDTAs)
UK-approved standard contractual clauses or equivalent protections
11. Data Retention
We retain personal data only for as long as necessary to:
Provide and support our Services
Fulfil contractual obligations
Comply with legal, tax, and regulatory requirements
Resolve disputes and enforce agreements
Retention periods vary depending on the nature and purpose of the data.
12. Data Security
We implement appropriate technical and organisational measures to protect personal data, including:
Access controls and authentication measures
Secure hosting environments
Encryption where appropriate
Monitoring and security procedures
No system is completely secure, but we take reasonable steps to protect your data.
13. Your Rights
You have the right to:
Access your personal data
Request correction or deletion
Object to or restrict processing
Withdraw consent at any time
Request data portability
14. Cookies & Tracking Technologies
We use essential cookies and may use analytics, advertising, or tracking technologies to operate, analyse, and improve our Services.
Depending on your location, you may be asked to consent to non-essential cookies.
Further information is available in our Cookie Policy.
15. Complaints
If you have concerns about how we handle your data, please contact us first.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
https://ico.org.uk
16. Changes to This Privacy Policy
We may update this Privacy Policy from time to time.
The latest version will always be available on our website.
17. Contact Us