Privacy Policy

This Privacy Policy explains how THEAIQS LTD ("we", "us", "our"), trading as AI Trades Pilot, collects, uses and protects your personal information when you use our website and services. We are committed to protecting your privacy and handling your data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

AI Trades Pilot is a service provided by THEAIQS LTD, a company registered in the United Kingdom. For the purposes of data protection law, we are the "data controller" of the personal information you provide to us.

Contact: [insert company registered address] · Email: [insert data-protection contact email]

2. Information we collect

We collect the following categories of information:

• Account and contact details — name, business name, email address, phone number, and login credentials.
• Billing information — billing address and subscription details. Card payments are processed by our payment provider; we do not store full card numbers.
• Content you upload — drawings, plans, documents, photos, rates, quotes, job and customer details you put into the platform.
• Customer and contact data you enter — details of your own clients and contacts that you choose to store in the platform.
• Communications — records of calls, messages and emails handled through optional features such as the work phone number and AI note-taker (where you have enabled them).
• Usage and technical data — IP address, device and browser type, pages visited, and how you interact with the service, collected via cookies and similar technologies.
• Marketing data — how you found us and your response to our advertising, including via advertising platforms such as Meta.

3. How we use your information

• To provide, operate and maintain the AI Trades Pilot service, including generating priced Bills of Quantities, documents, programmes and other outputs.
• To create and manage your account and process your subscription and payments.
• To improve our service and train and refine our pricing and document features.
• To provide customer support and respond to your enquiries.
• To send you service messages and, where you have not opted out, relevant marketing.
• To measure and improve our advertising, including conversion measurement on platforms such as Meta.
• To detect, prevent and address fraud, security issues and misuse.
• To comply with our legal and regulatory obligations.

4. Legal bases for processing

We rely on the following legal bases under UK GDPR:

• Contract — to provide the service you have signed up for.
• Legitimate interests — to run, secure and improve our business, where these interests are not overridden by your rights.
• Consent — for non-essential cookies and certain marketing. You can withdraw consent at any time.
• Legal obligation — where we must process data to comply with the law.

5. Who we share your information with

We do not sell your personal information. We share it only with:

• Service providers who help us run the platform — for example hosting, payment processing, email and communications, and analytics providers — under contracts that require them to protect your data.
• Merchants and suppliers where you choose to place a material order or purchase order through the platform.
• Advertising and analytics platforms such as Meta and Google, where you have consented to marketing/analytics cookies.
• Authorities or third parties where required by law, or to protect our rights, users or the public.

6. International transfers

Some of our service providers may process data outside the UK. Where they do, we ensure appropriate safeguards are in place, such as UK-approved standard contractual clauses or an adequacy decision, so your data receives an equivalent level of protection.

7. How long we keep your information

We keep your information for as long as you have an account with us and as long as needed to provide the service. After you close your account we retain data only as long as necessary for legitimate business or legal purposes (for example, tax and accounting records), after which it is securely deleted or anonymised.

8. Your rights

Under UK data protection law you have the right to:

• Access the personal information we hold about you.
• Ask us to correct inaccurate or incomplete information.
• Ask us to delete your information ("right to erasure").
• Restrict or object to certain processing.
• Request a copy of your data in a portable format.
• Withdraw consent at any time where we rely on it.

To exercise any of these rights, contact us using the details below. You will not usually have to pay a fee, and we will respond within one month.

9. Cookies

We use cookies and similar technologies as described in our Cookie Policy. You can control non-essential cookies through the consent banner and your browser settings.

10. Security

We use appropriate technical and organisational measures to protect your information, including encryption in transit, access controls and secure hosting. No system is completely secure, but we work to protect your data and to notify you and the relevant authority of any breach where required.

11. Children

Our service is intended for businesses and is not directed at children. We do not knowingly collect data from anyone under 18.

12. Changes to this policy

We may update this Privacy Policy from time to time. We will post the updated version here with a revised "last updated" date, and where changes are significant we will take reasonable steps to notify you.

13. Contact and complaints

If you have any questions or wish to exercise your rights, contact us at [insert data-protection contact email].

If you are unhappy with how we have handled your information, you have the right to complain to the UK's data protection regulator, the Information Commissioner's Office (ICO), at ico.org.uk.