Privacy Policy

Welcome to Algominds! This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data when you use our website and services at www.algominds.ai.

Introduction

Algominds.ai (“we,” “us,” or “our”) respects your privacy and is committed to protecting your personal data. This Policy describes the types of information we may collect from you or that you may provide to us, and our practices for using and safeguarding that information. By using our website or Services, you agree to the collection and use of information in accordance with this Privacy Policy.

We do not sell or rent your personal data to third parties for their own marketing use.

Data We Collect

We may collect various types of information from you, including:

• Identity and Contact Information: such as your name, company name, email address, telephone number, and other contact details that you provide to us (for example, when filling out a form or signing up).

• Billing Information: if you purchase our Services, we collect billing details like billing address and payment information (e.g. card details or transaction IDs) necessary to process your payments.

• User-Provided Content: any text, images, files, or other content you upload or submit to our platform or provide to us in the course of using our Services. For example, this could include project specifications, data sets you upload, or content for marketing campaigns.

• Usage Data: information about how you interact with our website and Services. This includes technical information (like your IP address, browser type, device information) and usage logs (such as pages viewed, features used, time spent, and other analytic data).

• Third-Party Account Data: If you choose to connect or log in via a third-party service (for example, by using your LinkedIn account to access our platform), we may receive certain information from that third party. This could include your public profile information (such as your name, profile photo, job title), contact list or connections, and any other details you authorize the third-party platform to share with us. We do not receive or store your third-party account passwords; authentication is handled by the third-party service.

• Third-Party Personal Data You Provide: In some cases, you might provide us with personal data about other individuals. For example, you may upload a list of prospective customer contacts for an AI SDR outreach campaign or provide email addresses of your team members to collaborate on a project. When you provide such data, we collect whatever information you include about those third parties (e.g. names, emails, LinkedIn URLs) solely for the purpose of delivering the Services to you.

We will only collect personal data that is relevant and necessary for the purposes described below.

How We Use Your Data

We use your personal data for the following purposes:

• To Deliver and Manage Services: We process your information to provide the Services you have requested. This includes using your data to build and deploy AI solutions, run AI-driven campaigns (for example, sending LinkedIn messages or emails you’ve scheduled), create apps or workflows for you, and generally perform the contract between you and us. For instance, if you use our AI SDR product, we will use the contacts and content you provide to conduct outreach on your behalf.

• To Process Payments and Fulfill Contracts: We use billing and contact information to bill you for our Services, process transactions, and keep records of payments.

• To Communicate with You: We use your contact details to send service-related communications. This may include confirmations, invoices, technical notices, updates, security alerts, support messages, and administrative messages. We may also respond to your inquiries or requests when you contact us.

• To Improve and Personalize Your Experience: We analyze usage data and feedback to understand how our Services are used and to make improvements. This helps us troubleshoot issues, enhance platform performance, develop new features, and tailor the user experience (for example, remembering your preferences or suggesting features).

• To Provide Analytics and Enhance Offerings: We may use aggregated usage data and machine learning techniques to improve our algorithms and services. For example, we might analyze the success of various campaigns in order to refine our AI models or generate performance benchmarks (this would not identify you personally, but rather provide overall trends).

• For Marketing (with Opt-Out): We may use your email or contact number to send you newsletters, offers, or other marketing communications about our products and services, but only if you have consented to this or if you are a business contact where such communication is permitted as a legitimate interest. You have the right to opt out of marketing emails at any time by clicking the unsubscribe link in the email or contacting us directly. We will not spam you, and we will honor all opt-out requests promptly.

• To Comply with Legal Obligations: In certain cases, we may need to process personal data to comply with laws and regulations. For example, to maintain accurate financial records for tax purposes or to respond to lawful requests by public authorities.

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 related reason that is compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will notify you and, if required, seek your consent.

Lawful Basis for Processing

Under the UK General Data Protection Regulation (UK GDPR) and similar data protection laws, we must have a valid legal basis to process your personal data. Depending on the context, our legal bases include:

• Performance of a Contract: We process personal data to provide the Services that you or your employer have contracted us to deliver. For example, when you sign up for our platform or engage us for a project, processing your data (and possibly your end-users’ data) is necessary to fulfill our obligations in the contract.

• Legitimate Interests: We may process data as needed for our legitimate business interests, provided those interests are not overridden by your data protection rights. This includes improving our services, understanding how customers use our platform, securing our systems, and (for business contacts) sending information about our services. We always consider and balance any potential impact on you and your rights before processing under this basis.

• Consent: Where we rely on your consent (for instance, for certain marketing communications or for integration with certain third-party accounts), you have the right to withdraw that consent at any time. We will not process the data in question once you have withdrawn consent.

• Legal Obligation: If we are subject to a legal obligation that requires processing of personal data – for example, complying with a court order or regulatory requirement, or keeping transaction records for financial auditing – we will process data on that basis.

Sharing Your Personal Data

We treat your personal data with care and confidentiality. In general, we do not disclose your personal data to third parties without your consent, except in the following circumstances:

• Service Providers: We may share data with trusted third-party service providers who perform functions on our behalf and under our instructions. This includes cloud hosting providers (for example, AWS for servers or data storage), AI engine providers (such as OpenAI, if we use their API to process text or data you input), payment processors to handle billing transactions, email service providers for sending communications, and analytics providers that help us understand how our services are used. These service providers are given only the data necessary to perform their specific services, and they are contractually obligated to keep your information confidential and secure, and to use it only for the purposes we specify.

• Professional Advisors and Auditors: We may share information with our accountants, lawyers, auditors, or similar advisers when we need to obtain their advice or services, and in doing so we will share only what is necessary (for instance, providing financial records to an accountant, which may include customer billing information). These parties are also bound by confidentiality obligations.

• Business Transfers: If we undergo a business transaction such as a merger, acquisition by another company, reorganization, or sale of all or a portion of our assets, personal data may be transferred as part of that deal. We will ensure the new owners only use your information in line with this Privacy Policy or notify you if terms change.

• Legal Requirements: We may disclose your personal data if required to do so by law or in response to valid requests by public authorities (e.g. law enforcement or government agencies). For example, if a court order or subpoena demands data, or to enforce our terms and agreements or protect the rights, property, or safety of Algominds, our customers, or others. We will attempt to notify you of such requests when permissible.

• With Your Consent or At Your Direction: In certain situations, you may request that we share your information with third parties – for instance, if you are using our platform in conjunction with another service and ask us to integrate or send data there. In such cases, we will share your data as instructed by you. This also includes scenarios like posting content or sending messages to third-party platforms (e.g. posting a message on LinkedIn or sending an email on your behalf), wherein the content and necessary personal data will be shared with the target platform or recipients as part of executing the Service at your direction.

When we share your data with third parties, we take steps to ensure it is handled securely and in accordance with this Policy. All third parties we engage are required to protect your data and to use it only for the specific purpose they are engaged for.

International Data Transfers

Algominds is based in the UK, but we work with clients and providers around the world. The personal data we collect from you may be transferred to and stored in countries outside of the UK or the European Economic Area (EEA). For example, our primary cloud servers might be in the USA, or we may use an AI processing service like OpenAI that operates in the US.

Whenever we transfer your personal data out of the UK/EEA to countries that are not deemed to have adequate data protection by UK/EU authorities, we ensure a similar degree of protection is afforded to it by implementing at least one of the following safeguards:

• Standard Contractual Clauses: We may use the official “Standard Contractual Clauses” (SCCs) approved by the European Commission/UK ICO in our contracts with the receiving party, which legally require them to provide equivalent protection to your personal data as it has in the UK/EEA.

• Additional Technical Measures: Where appropriate, we implement technical measures like encryption in transit and at rest, so that data remains protected during and after transfer.

• Service Providers in Adequate Jurisdictions: In some cases, we transfer data to countries that have been officially recognized as providing an adequate level of data protection.

• Your Consent: In specific situations, we may transfer data with your explicit consent, after informing you of possible risks.

By using our Services, you understand that your personal data may be transferred to our facilities and those third parties with whom we share it as described in this policy, which could be located in countries outside your own.

Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance user experience and analyze website performance. Cookies are small text files placed on your device that allow us to remember your preferences, login session, or track usage for analytics.

• Essential Cookies: These are necessary for the website to function. They enable core functionality like security, network management, and accessibility. You may disable these by changing your browser settings, but this may affect how the website functions.

• Analytics and Performance Cookies: We use these to collect information about how visitors use our site, which pages are visited most often, and if users get error messages on web pages. These cookies help us improve how the website works. We use tools like Google Analytics (which will have their own privacy policies) to gather aggregated data.

• Functionality Cookies: These cookies remember choices you make (such as your region or language) to provide enhanced, more personal features.

• Advertising/Marketing Cookies: We currently do not host third-party ads on our site, but we may use cookies to track the effectiveness of our own marketing campaigns (for example, to see if you visited our site after clicking an email link).

You can control or delete cookies through your browser settings. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. Note that disabling cookies may affect the functionality of our site. For more details on our use of cookies, or to change your preferences, you can refer to our Cookie Notice (if provided on our site) or contact us.

Data Retention

We retain personal data only for as long as it is necessary to fulfill the purposes for which we collected it, including for the purposes of satisfying any legal, accounting, or reporting requirements.

• For most user account data, we will retain your information while your account is active and for a reasonable period thereafter in case you decide to re-activate the Services or as needed to comply with legal obligations.

• If you request deletion of your data or account, we will delete or anonymize your personal data within a reasonable timeframe, except for information we are required to keep by law (e.g. invoices and financial transaction records must be kept for at least six years for tax/regulatory purposes).

• Data that is collected for a specific campaign or project on your behalf (for example, a list of leads for an outreach campaign) will be retained for the duration of that campaign or project. We may keep archives or backups of project data for a certain period after completion for legitimate business purposes (such as project documentation, or in case you return for a similar service), but we will securely delete personal data when it is no longer needed.

• Usage data and analytics may be kept in aggregate form indefinitely (without personal identifiers) to help us understand long-term usage trends.

When we have no ongoing legitimate need to process your personal data, we will either delete it or anonymize it.

Your Rights

Under UK data protection law (and similar laws in other jurisdictions), you have a number of important rights with regard to your personal data. These include:

• Right of Access: You have the right to request a copy of the personal data we hold about you, and to obtain information about how we process it (commonly known as a "data subject access request").

• Right to Rectification: If any of your information is inaccurate or incomplete, you have the right to request the correction of your data.

• Right to Erasure: You can ask us to delete or remove your personal data in certain circumstances (for example, if the data is no longer necessary for the purposes for which it was collected, or if you withdraw consent and no other legal basis for processing applies). This is sometimes called the “right to be forgotten.”

• Right to Restrict Processing: You have the right to ask us to suspend the processing of your personal data, for example if you contest its accuracy or you have objected to processing (pending our review of whether we have overriding legitimate grounds).

• Right to Data Portability: If we are processing your data based on consent or contract and by automated means, you can request a copy of your data in a structured, commonly used, machine-readable format. You may also request that we transmit that data to another controller, where technically feasible.

• Right to Object: You have the right to object to our processing of your personal data where we are relying on legitimate interests, on grounds relating to your particular situation. You also have the absolute right to object if your personal data is used for direct marketing purposes.

• Right to Withdraw Consent: If we are processing your personal data based on your consent, you have the right to withdraw consent at any time. Withdrawal of consent will not affect the lawfulness of processing conducted before you withdrew consent.

To exercise any of these rights, please contact us at contact@algominds.ai with your request. We may need to verify your identity before fulfilling certain requests to ensure that your data is protected from unauthorized access.

Please note that these rights are not absolute – in some cases, we may be entitled or required to refuse your request (for example, denying a request for erasure of data that we must keep by law, or if fulfilling your request would adversely affect the rights and freedoms of others). But we will explain any such refusal and the reasoning behind it.

If you have concerns about our data practices, you also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) or your local data protection authority. We would, however, appreciate the chance to address your concerns first, so we encourage you to contact us with any complaint and we will do our best to resolve it.

Security

We implement a variety of technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. These measures include encryption of data in transit (e.g. SSL/TLS on our website), encryption of sensitive data at rest, firewalls and intrusion detection systems, regular security audits, and restricted access to personal data by our staff on a need-to-know basis. We also enforce secure coding practices in our development of software and train our team on data protection best practices.

Despite all our efforts, no security measure is infallible. The internet is not a completely secure environment, and we cannot guarantee the absolute security of your information. You should also take care with how you handle and disclose your personal data and credentials, and notify us immediately if you suspect any unauthorized use of your account or any security breach.

In the event of a data breach that poses a significant risk to your rights and freedoms, we will notify you and the appropriate supervisory authorities as required by law.

Children’s Privacy

Our Services are not intended for children under the age of 13, and we do not knowingly collect personal data from anyone under 13 years old. If you are under 13, please do not provide any personal information on our website or use our Services.

If we become aware that we have inadvertently collected personal data from a child under 13, we will take steps to delete such information promptly. If you are a parent or guardian and believe we might have information from or about a minor, please contact us so that we can delete it.

Changes to This Policy

We may update or revise this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. If we make significant changes, we will notify you by prominently posting a notice on our website or by emailing you (if appropriate) prior to the change becoming effective.

The “last updated” date at the bottom of this Policy indicates when the latest changes were made. We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting the personal data we collect. Your continued use of the Services after any changes to this Policy constitutes your acceptance of the updated terms.

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

• Email: contact@algominds.ai

• Address: 124–128 City Road, London, EC1V 2NX, United Kingdom

Algominds.ai is operated by AI Empowerment Ltd, a UK-registered company. We are the data controller responsible for your personal data. You can also reach out to us at the address above for any issues related to data protection.

Last Updated: [July 2025]