PolicyLang Privacy Policy

Last Updated: Aug 2024

1. Introduction

PolicyLang Ltd. ("PolicyLang", "we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and protect your information when you use our AI-driven policy management platform (the "Service"). As a UK-based startup serving a global market, we strive to comply with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and, where applicable, the EU GDPR and other relevant data protection laws.

2. Information We Collect

2.1 Personal Information

• Account details (name, email, organization)
• Usage information (how you interact with our Service)
• Device information (IP address, browser type)

2.2 Policy Data

• Content of policies you create or upload
• Metadata about your policies (creation date, version history)

We do not intentionally collect sensitive personal data. If we discover that we have collected sensitive personal data, we will delete it promptly.

We retain personal information for as long as necessary to provide our Service and comply with our legal obligations. Policy Data is retained as per your account settings and applicable laws.

3. How We Use Your Information

We use your information to:

• Provide and improve our Service
• Personalize your experience
• Communicate with you about our Service
• Generate insights and recommendations using our AI technology
• Comply with legal obligations

We process your data based on the following legal grounds:

• Performance of our contract with you
• Our legitimate interests in operating and improving our Service
• Your consent, where required by law (e.g., for certain marketing communications)
• Compliance with our legal obligations

4. AI and Machine Learning

Our Service uses AI to analyze policies and provide recommendations. Here's what you should know:

• We use anonymized, aggregated data to train our AI models
• AI-generated content is based on your inputs and our trained models
• We do not use individual Personal Information to train our AI
• There is human oversight for significant decisions made by our AI that might affect you
• You have the right to object to solely automated decision-making, where applicable

5. Data Sharing

We may share your information with:

• Service providers who help us operate our business (e.g., hosting providers, analytics services)
• Legal authorities when required by law
• Other parties with your consent

We do not sell your Personal Information or Policy Data.

For users in the UK, EU, or other regions, please note that this may involve transfers to countries outside your home country. We use appropriate safeguards (such as Standard Contractual Clauses) for these transfers.

6. Data Security

We implement appropriate security measures to protect your information, including encryption and access controls. However, no method of transmission over the Internet is 100% secure.

In the event of a data breach that affects your personal information, we will notify you in accordance with applicable laws.

7. Your Rights

Depending on your location, you may have the right to:

• Access your Personal Information
• Correct inaccurate data
• Delete your data
• Object to or restrict processing
• Data portability
• Withdraw consent at any time (where processing is based on consent)

To exercise these rights, please contact us using the information in Section 11. We will respond to your request within one month.

8. International Data Transfers

As a global service, we may transfer your data to countries other than your own. We use appropriate safeguards, such as Standard Contractual Clauses, for these transfers.

9. Changes to This Policy

We may update this policy from time to time. We will notify you of any significant changes by posting a notice on our website and, where appropriate, sending you an email notification.

10. Cookies and Similar Technologies

We use cookies and similar tracking technologies to improve your browsing experience, analyze site traffic, and understand where our audience is coming from. You can control cookies through your browser settings and other tools.

11. Children's Privacy

Our Service is not intended for use by children under the age of 16. We do not knowingly collect personal information from children under 16. If we become aware that we have collected personal information from a child under 16, we will take steps to delete the information as soon as possible.

12. Contact Us

If you have questions about this policy or our privacy practices, please contact us at:

PolicyLang Ltd.

[UK Address]

Email: privacy@policylang.com

For specific data protection inquiries:

Email: dpo@policylang.com

13. Additional Information for Specific Jurisdictions

For UK and EU Users

• You have the right to lodge a complaint with your local data protection authority.
• For UK users, this is the Information Commissioner's Office (ICO): https://ico.org.uk

For California Users

• We comply with the California Consumer Privacy Act (CCPA).
• You have certain rights regarding your Personal Information, including the right to know what Personal Information we collect and how we use it.
• To exercise your "Do Not Sell My Personal Information" rights (to the extent applicable), please contact us using the information in Section 12.

By using PolicyLang, you agree to the terms of this Privacy Policy.