Privacy policy

PRIVACY POLICY 

This privacy policy sets out how Ei Square Limited uses and protects your personal data. 

Contents 

1.  IMPORTANT INFORMATION AND WHO WE ARE (Paragraph 1) 

2.  TYPES OF PERSONAL DATA WE COLLECT ABOUT YOU (Paragraph 2) 

3.  HOW IS YOUR PERSONAL DATA COLLECTED? (Paragraph 3) 

4.  HOW WE USE YOUR PERSONAL DATA (Paragraph 4) 

5.  DISCLOSURES OF YOUR PERSONAL DATA (Paragraph 5)  

6.  INTERNATIONAL TRANSFERS (Paragraph 6)  

7.  DATA SECURITY (Paragraph 7) 

8.  DATA RETENTION (Paragraph 8) 

9.  YOUR LEGAL RIGHTS (Paragraph 9) 

10.  CONTACT DETAILS (Paragraph 10) 

11.  COMPLAINTS (Paragraph 11) 

12.  CHANGES TO THE PRIVACY POLICY AND YOUR DUTY TO INFORM US OF CHANGES (Paragraph 12) 

13.  THIRD PARTY LINKS (Paragraph 13) 

  1. Important information and who we are 

Privacy policy 

This privacy policy gives you information about how Ei Square Limited, a private limited company with company registration number 06646587 with its registered office at 1 Minster Court, Tuscam Way, Camberley, Surrey GU15 3YY collects and uses your personal data through your use of this website, including any data you may provide when you register with us, apply for a job with us, or purchase a product or service from us, including our Deesha AI product. 

Our website is not intended for children and we do not knowingly collect data relating to children on our website but your use of Deesha AI will, given the nature of the product, collect data relating to children. 

Controller 

Ei Square Limited is the controller and responsible for your personal data (collectively referred to as "we", "us" or "our" in this privacy policy). 

If you have any questions about this privacy policy, including any requests to exercise your legal rights (Paragraph 9), please contact us using the information set out in the contact details section (Paragraph 10). 

2. The types of personal data we collect about you 

Personal data means any information about an individual from which that person can be identified. 

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows: 

  • Identity Data includes first name, last name, any previous names, username or similar identifier, marital status, title, date of birth and gender. 

  • Contact Data includes billing address, delivery address, email address and telephone numbers. 

  • Employment Data includes previous employment and academic history, references from previous employers and job application details.  

  • Financial Data includes bank account [and payment card details]. 

  • Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us. 

  • Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, device ID and other technology on the devices you use to access this website or our platform. 

  • Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses. 

  • Usage Data includes information about how you interact with and use our website, platform, products and services. 

  • Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences. 

    We also collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity.  For example, we may aggregate individuals' Usage Data to calculate the percentage of users accessing a specific website feature in order to analyse general trends in how users are interacting with our website to help improve the website and our service offering. 

    3. How is your personal data collected? 

We use different methods to collect data from and about you including through: 

  • Your interactions with us.  You may give us your personal data by filling in online forms or by corresponding with us by post, phone, email or otherwise.  This includes personal data you provide when you: 

  • apply for our products or services; 

  • create an account on our website; 

  • subscribe to our service or publications; 

  • request marketing to be sent to you; 

  • enter a competition, promotion or survey; or 

  • give us feedback or contact us. 

  • Automated technologies or interactions.  As you interact with our website or platform, we will automatically collect Technical Data about your equipment, browsing actions and patterns.  We collect this personal data by using cookies, server logs and other similar technologies.  We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie policy [LINK] for further details. 

  • Third parties or publicly available sources.  We will receive personal data about you from various third parties [and public sources] as set out below:  

  • Technical Data is collected from the following parties: 

  • analytics providers [such as Google based outside the UK]; 

  • advertising networks [such as [NAME] based [inside OR outside] the UK]; and 

  • search information providers [such as [NAME] based [inside OR outside] the UK]. 

  • Contact, Financial and Transaction Data is collected from providers of technical, payment and delivery services [such as [NAME] based [inside OR outside] the UK]. 

  • Identity and Contact Data is collected from data brokers or aggregators [such as [NAME] based [inside OR outside] the UK]. 

  • Identity and Contact Data is collected from publicly available sources [such as Companies House and the Electoral Register based inside the UK]. 

    4. How we use your personal data 

    Legal basis 

The law requires us to have a legal basis for collecting and using your personal data.  We rely on one or more of the following legal bases: 

  • Performance of a contract with you:  

Where we need to perform the contract we are about to enter into or have entered into with you. 

  • Legitimate interests:  

We may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example, to prevent fraud and enable us to give you the best and most secure customer experience.  We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests.  We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). 

  • Legal obligation:  

We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to.  We will identify the relevant legal obligation when we rely on this legal basis. 

  • Consent:  

We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example, if you subscribe to an email newsletter. 

Special category data  

Where we process any special category personal data about you, such as personal data relating to your health, religious or philosophical beliefs or political opinions, we are required to rely on an additional legal basis for processing such data. Where we process any special category personal data, we rely on one or more of the following additional legal bases: 

  • Explicit consent:  

We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example if you subscribe to an email newsletter. 

  • Carrying out our obligations and exercising specific rights in the field of employment law:  

We will rely on this lawful basis where we are required to process any special category personal data to comply with our obligations under applicable employment law, where you apply for a job with us.   

  • Processing is necessary for reasons of substantial public interest:  

Reasons of "substantial public interest" include ensuring equality of opportunity or treatment, promoting or maintaining racial and ethnic diversity in our senior leadership, protecting or detecting unlawful acts and protecting the public against dishonesty.  

  • To establish, exercise or defend a legal claim:  

We will rely on this lawful basis where we are required to process your special category personal data to establish, exercise or defend a legal claim.  

  1. Purposes for which we will use your personal data 

We have set out below, in a table format, a description of all the ways we plan to use the various categories of your personal data, and which of the legal bases we rely on to do so.  We have also identified what our legitimate interests are where appropriate. 

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose for which we collected it. If we need to use your personal data for an unconnected purpose, we will notify you in advance and explain the legal basis which permits us to do so.  

Direct marketing 

You will receive marketing communications from us if you have requested information from us or purchased goods or services from us and you have not opted out of receiving the marketing. 

We may also analyse your Identity, Contact, Technical, Usage and Profile Data to form a view which products, services and offers may be of interest to you so that we can then send you relevant marketing communications. 

Third-party marketing 

We will get your express consent before we share your personal data with any third party for their own direct marketing purposes. 

Opting out of marketing 

You can ask to stop sending you marketing communications at any time by following the opt-out links within any marketing communication sent to you or by contacting us at contact@eisquare.co.uk or contact@deesha.ai. 

If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative or customer service purposes, for example relating to order confirmations for our products and services, updates to our terms and conditions and checking that your contact details are correct. 

Cookies 

For more information about the cookies we use and how to change your cookie preferences, please see [LINK TO YOUR COOKIE POLICY]. 

5. Disclosures of your personal data 

We may share your personal data where necessary with the parties set out below for the purposes set out in the table in section 4. 

  • Professional advisors, including solicitors, accountants, tax advisors and auditors;  

  • Affiliates and subsidiaries in our corporate group;  

  • IT support and service providers, such as security and platform vendors and cloud hosting providers;  

  • Third party payment providers;  

  • Entities on our website who operate cookies and tracking technologies, and which are set out in our Cookie policy;  

  • Insurance providers;  

  • To those who you have consented to the disclosure;  

  • Law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations; and 

  • Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets.  Alternatively, we may seek to acquire other businesses or merge with them.  If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy. 

We require all third parties to respect the security of your personal data and to treat it in accordance with the law.  We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions. 

6. International transfers 

We may transfer your personal data to service providers that carry out certain functions on our behalf.  This may involve transferring personal data outside the UK to countries which have laws that do not provide the same level of data protection as the UK law. 

Whenever we transfer your personal data out of the UK to service providers, we ensure a similar degree of protection is afforded to it and that an appropriate safeguard is in place to enable the transfer to take place. In most cases, the appropriate safeguard will be that: 

  • We will only transfer your personal data to countries that have been deemed by the UK to provide an adequate level of protection for personal data; or  

  • We may use specific standard contractual terms approved for use in the UK which give the transferred personal data the same protection as it has in the UK, such as The International Data Transfer Addendum to the European Commission’s standard contractual clauses for international data transfers.  To obtain a copy of these contractual safeguards, please contact us at contact@eisquare.co.uk or contact@deesha.ai  

    7. Data security 

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.  In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know.  They will only process your personal data on our instructions and they are subject to a duty of confidentiality. 

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so. 

8. Data retention 

How long will you use my personal data for? 

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements.  We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you. 

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements. 

In some circumstances you can ask us to delete your data: please see Paragraph 9 below for further information. 

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you. 

9. Your legal rights 

You have a number of rights under data protection laws in relation to your personal data. 

You have the right to: 

  • Request access to your personal data (commonly known as a "subject access request").  This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it. 

  • Request correction of the personal data that we hold about you.  This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us. 

  • Request erasure of your personal data in certain circumstances.  This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it.  You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law.  Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request. 

  • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests).  In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object. 

  • You also have the absolute right to object any time to the processing of your personal data for direct marketing purposes (see "Opting out of marketing" in Paragraph 4 for details of how to object to receiving direct marketing communications). 

  • Request the transfer of your personal data to you or to a third party.  We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format.  Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you. 

  • Withdraw consent at any time where we are relying on consent to process your personal data (see the table in section 4 for details of when we rely on your consent as the legal basis for using your data).  However, this will not affect the lawfulness of any processing carried out before you withdraw your consent.  If you withdraw your consent, we may not be able to provide certain products or services to you.  We will advise you if this is the case at the time you withdraw your consent. 

  • Request restriction of processing of your personal data.  This enables you to ask us to suspend the processing of your personal data in one of the following scenarios: 

  • If you want us to establish the data's accuracy; 

  • Where our use of the data is unlawful but you do not want us to erase it; 

  • Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or 

  • You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it. 

If you wish to exercise any of the rights set out above, please contact us at contact@eisquare.co.uk or contact@deesha.ai  

No fee usually required 

You will not have to pay a fee to access your personal data (or to exercise any of the other rights).  However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive.  Alternatively, we could refuse to comply with your request in these circumstances. 

What we may need from you 

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights).  This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it.  We may also contact you to ask you for further information in relation to your request to speed up our response. 

Time limit to respond 

We try to respond to all legitimate requests within one month.  Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests.  In this case, we will notify you and keep you updated. 

10. Contact details 

If you have any questions about this privacy policy or about the use of your personal data or you want to exercise your privacy rights, please contact us by emailing contact@eisquare.co.uk or contact@deesha.ai  

11. Complaints 

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk).  We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance. 

12. Changes to the privacy policy and your duty to inform us of changes 

We keep our privacy policy under regular review.  This version was last updated on [10 September 2024]. 

It is important that the personal data we hold about you is accurate and current.  Please keep us informed if your personal data changes during your relationship with us, for example a new address or email address. 

13. Third-party links 

This website may include links to third-party websites, plug-ins and applications.  Clicking on those links or enabling those connections may allow third parties to collect or share data about you.  We do not control these third-party websites and are not responsible for their privacy statements.  When you leave our website, we encourage you to read the privacy policy of every website you visit.