Legal
Privacy Policy
This Privacy Policy explains how Zamistium AI ("we", "us", "our") collects, uses, discloses, and safeguards information when you visit our website, engage with our platform, or otherwise interact with our services. This document is a general template provided for informational purposes and should be reviewed and adapted by qualified counsel before use in a live environment; it does not constitute legal advice and does not guarantee compliance with any specific jurisdiction's laws.
Last updated: [insert date] — Placeholder field, update before publishing.
1. Scope of This Policy
This Policy applies to information collected through the Zamistium AI website, any associated dashboards, applications, or communications channels we operate (collectively, the "Services"). It does not apply to third-party websites, plug-ins, or services that may be linked from within the Services, which are governed by their own privacy notices.
2. Information We Collect
We collect information in the following general categories. The exact fields depend on how you interact with the Services and should be confirmed against your actual data flows before publication.
| Category | Examples | Source |
|---|---|---|
| Identity & contact data | Name, business email, phone number, job title | Provided directly by you |
| Account & usage data | Login activity, feature usage, session duration | Collected automatically |
| Technical data | IP address, browser type, device identifiers, cookies | Collected automatically |
| Communications | Support requests, form submissions, correspondence | Provided directly by you |
| Business & operational data | Data processed within pilot or client workflows | Provided by you or your organisation |
3. How We Use Information
We use collected information to operate and improve the Services, including to:
- Provide, maintain, and secure access to the Services and related support.
- Communicate with you regarding your account, requests, or pilot engagements.
- Analyse usage patterns to improve reliability, functionality, and user experience.
- Detect, investigate, and prevent fraudulent, unauthorised, or harmful activity.
- Comply with applicable legal, regulatory, or contractual obligations.
- Send administrative notices and, where permitted, marketing communications you can opt out of at any time.
4. Legal Basis for Processing
Where applicable data protection law requires a legal basis for processing, we rely on one or more of the following: performance of a contract with you, our legitimate interests in operating and securing the Services, your consent (where obtained), and compliance with legal obligations. The specific basis applied to each processing activity should be documented in an internal records-of-processing register.
5. How We Share Information
We do not sell personal information. We may share information with the following categories of recipients, subject to appropriate safeguards:
- Service providers and subprocessors who support hosting, analytics, communications, or customer support on our behalf, under contractual confidentiality and data protection terms.
- Professional advisors, such as legal, accounting, or insurance providers, where necessary for their services.
- Regulators, law enforcement, or courts where required by applicable law or to protect our rights, safety, or property.
- A successor entity in connection with a merger, acquisition, financing, or sale of business assets, subject to continued protection of the information.
- Any other party where you have provided explicit consent for the disclosure.
6. International Data Transfers
Depending on how the Services are operated, information may be transferred to and processed in countries other than your own, including jurisdictions that may have different data protection standards. Where such transfers occur, we intend to rely on recognised transfer mechanisms (such as standard contractual clauses or equivalent safeguards) as applicable; the specific mechanisms in use should be verified and documented for your operating structure.
7. Data Retention
We retain information for as long as necessary to fulfil the purposes described in this Policy, including to satisfy legal, accounting, or reporting obligations, resolve disputes, and enforce agreements. Retention periods vary by data category and should be defined in an internal retention schedule; illustrative examples are shown below.
| Data category | Typical retention |
|---|---|
| Account & contact data | Duration of relationship plus [insert period] |
| Support communications | [Insert period] after resolution |
| Technical & log data | [Insert period], typically shorter-lived |
8. Cookies and Similar Technologies
The Services may use cookies, local storage, and similar technologies to maintain sessions, remember preferences, and understand aggregate usage patterns. You can typically control cookies through your browser settings; disabling certain cookies may limit functionality. A dedicated cookie notice or consent banner should be implemented where required by applicable law.
9. Security Measures
We aim to apply administrative, technical, and organisational measures designed to protect information against unauthorised access, alteration, or loss. Representative measures may include:
- Access controls and role-based permissions restricting internal data access.
- Encryption of data in transit using industry-standard protocols.
- Periodic review of systems and vendor arrangements handling personal information.
- Incident response procedures for identifying and addressing potential security events.
No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
10. Your Rights and Choices
Depending on applicable law and your location, you may have rights to access, correct, delete, restrict, or object to the processing of your information, and to receive a portable copy of it. You may also have the right to withdraw consent where processing is based on consent. To exercise any available rights, please use the contact details on our Contact page; requests will be handled in accordance with applicable requirements.
How do I request access to or deletion of my information?
Submit a request through the contact channel listed on our Contact page. We may need to verify your identity before fulfilling certain requests, and some information may be retained where required by law or legitimate business need.
Can I opt out of marketing communications?
Yes. Marketing emails include an unsubscribe mechanism, and you may also contact us directly to update your communication preferences at any time.
Do you use automated decision-making?
Where analytical or risk-related outputs are generated within the Services, they are intended to support human decision-making rather than replace it. Specific configurations should be documented separately for transparency purposes.
How do I raise a complaint about data handling?
You may contact us directly using the details on our Contact page. Depending on your location, you may also have the right to lodge a complaint with a relevant supervisory authority.
11. Children's Privacy
The Services are intended for business use and are not directed to individuals under the age of 16. We do not knowingly collect personal information from children. If you believe a child's information has been provided to us, please contact us so it can be addressed.
12. Third-Party Links
The Services may contain links to third-party websites or resources. We are not responsible for the privacy practices or content of such third parties, and we encourage you to review their privacy notices independently.
13. Changes to This Policy
We may update this Policy from time to time to reflect changes in our practices, technologies, or legal requirements. Material changes will be indicated by updating the "Last updated" date at the top of this page. Continued use of the Services after changes take effect constitutes acceptance of the revised Policy.
14. Contact Us
For questions about this Privacy Policy or our data practices, please reach out via the details provided on our Contact page.