PRIVACY POLICY

Updated Date: 22 Nov 2024

1. Introduction

Welcome to DatalinkerAI. Please note that our application is currently in beta. As we continue to develop and enhance DatalinkerAI, we remain committed to protecting your privacy. This Privacy Policy outlines our practices regarding the collection, use, and sharing of your information during your use of our application.

2. Information We Collect

In order to provide and improve our services, DatalinkerAI collects various types of information from its users. Understanding what data we collect and how it's used is crucial. Below are the categories of information we collect:

A. Personal Information

• During Registration: When you create an account on DatalinkerAI, we collect essential personal information such as your name, email address, and password. This information is crucial for setting up and securing your account.

• Organisation Affiliation: We collect details about your organisation, including its name and your role within the organisation. This information helps us customise your experience and ensure appropriate access and permissions within the application.

B. Data Uploads and Embeddings

• Embedding Data Only: DatalinkerAI solely uses embeddings to enhance functionality without creating or training new machine learning models.

• No AI Model Training: DatalinkerAI does not use data obtained from users to train machine learning or AI models. Our processes are confined to embeddings that do not result in the creation of generalised or personalised AI models.

• All the embedded files are encrypted using the AES algorithm.

• Document Uploads: When you upload or embed documents (e.g., .doc, .txt, .pdf, .csv files), we store these files to provide our service. These may include business data, proprietary information, or other sensitive content.

• Nature of Uploaded Data: The data can range from text documents and spreadsheets to more complex files, each serving a specific purpose within the application, such as feeding into responses from language learning models (LLMs) referencing embedded data for analysis and interaction.

• Retention of Uploaded Data: Uploaded documents are stored securely on our servers. The retention period of these documents is dictated by our data retention policy, which ensures data is kept only as long as necessary for the purposes for which it is processed.

C. Google Integration Data

• Scope of Data Use: DatalinkerAI strictly adheres to the use of Google Workspace APIs within the bounds of operational necessity. We do not develop, improve, or train generalised AI or ML models using data obtained from these APIs. DatalinkerAI can access and embed the following:

• Documents from Google Drive: These files and documents are accessed solely to enable users to integrate their existing documents into DatalinkerAI for enhanced productivity, not for data analysis or model training. These include Google Docs, Google Sheet, PDF, CSV, Images or Videos which are encrypted where possible and embedded for reference from an LLM for the future.

• Google Calendar: Calendar data is accessed to enhance scheduling functionality within DatalinkerAI, providing seamless integration of events, reminders, and schedules. This access is limited to the data necessary for operational use, and the integration ensures that no calendar data is used to train generalized AI or ML models.

• Google Docs: DatalinkerAI accesses Google Docs to allow users to create, edit, and utilize their documents directly within the platform. This enables smoother workflows while ensuring that document content is never used for AI model training.

• Google Sheets: DatalinkerAI integrates Google Sheets to enable users to view, edit, and manipulate spreadsheet data efficiently within the application, maintaining strict data privacy and purpose limitations.

• Google Mail: DatalinkerAI integrates with the Gmail API to enable users to send emails directly through the platform. This functionality streamlines communication workflows by allowing users to compose and dispatch messages without switching between applications. No email content or metadata is stored or used for AI training purposes, ensuring strict compliance with privacy standards and Google's API Services User Data Policy.

• Privacy Policy Affirmation: This policy explicitly states our commitment to not using Google Workspace data for AI model training. We ensure all data processing is compliant with Google's API Services User Data Policy, focusing on operational functionality that enhances user productivity and application performance.

• User Data Protection and Compliance: DatalinkerAI implements state-of-the-art security measures such as AES encryption and secure data handling protocols to protect and manage the data accessed from Google Workspace APIs. Regular audits and compliance checks are conducted to uphold our high standards of data security and privacy. Google's API Services User Data Policy.

• Data Access and Retention: We strictly limit our access to the necessary data required to provide our services effectively and ensure that any data obtained is retained only as long as necessary to fulfil the intended purpose. This is in line with our data minimization and retention policies, which are regularly reviewed and adjusted in compliance with legal and regulatory standards.

• Access and Use: If you utilise DatalinkerAI’s integration with Google services (like Google Drive, Docs and Sheets), we may access content from these platforms, but only with your explicit permission.

• Scope of Access: Our access is limited to the documents or data you choose to integrate with DatalinkerAI. We do not access your entire Google account or other unrelated documents.

• Purpose of Integration: This integration is designed to enhance the functionality of our application, allowing you to utilise data from these external sources seamlessly within DatalinkerAI and will not be used to train generalised AI or ML models

D. Usage Data

• Interactions with the Application: DatalinkerAI collects information about how the user interacts with our services, such as the features you use, the frequency and duration of your activities, and your navigation paths within the application.

• Technical Data: This includes the type of device you use to access DatalinkerAI, your operating system, IP address, browser type, and other technical information that helps us ensure compatibility and optimise our service for different user environments.

E. Feedback and Communication

• User Feedback: If you provide feedback or contact us for support, we collect the information you provide, including any personal or other information you choose to include in your communications with us.

• Email Correspondence: Your email address will be used for communication regarding account management, support, and updates related to DatalinkerAI.

3. How We Use Your Information

At DatalinkerAI, the information we collect is utilised with the aim of providing a better service to our users, enhancing the functionality of the application, and maintaining a secure and efficient operating environment. Here’s an in-depth look at the various purposes for which your information is used:

A. Operational Functionality:

• While we enable you to embed data into various language learning models (LLMs), it's important to clarify that DatalinkerAI does not use this data to train machine learning models.

• Our use of embeddings strictly enhances DatalinkerAI functionality without creating or training generalised or personalised AI models. This ensures our processes comply with the strictest data privacy standards and align with current regulatory frameworks.

• Additionally the information collected, including data from integrations such as Google Workspace, is exclusively used for embeddings to support DatalinkerAI’s functionality, adhering to our strict no AI model training policy.

To Provide and Improve Our Services

• Account Management: Personal information is primarily used to manage your account, including registration, login assistance, and ensuring your account's security and integrity.

• Operational Functionality: The data you upload, such as documents and information from Google integrations, are essential to the core functionality of our application. This includes enabling you to embed data into various language learning models (LLMs) and facilitating the chat-based assistance that our application offers.

• Application Enhancement: We continuously strive to improve our application, and usage data helps us understand how our services are utilised. This insight guides our decisions in introducing new features, optimising existing ones, and providing a more user-friendly interface.

B. For Communication and Support

• User Support: Your contact information, primarily your email address, is used to communicate with you for customer support purposes. This includes responding to your inquiries, providing assistance with application features, or resolving any issues you may encounter.

• Updates and Announcements: We may use your contact information to send you important updates about the application, such as new features, changes in our policies, or other relevant announcements that impact your use of DatalinkerAI.

C. To Enhance User Experience

• Personalization: By understanding your interactions with the application and the data you provide, we can tailor your experience to better suit your needs and preferences. This might include customising the user interface or suggesting specific functionalities that align with your usage patterns.

• Feedback Utilisation: We value your feedback and use it to improve our services. Your suggestions, comments, and criticisms are crucial for our continuous development and in ensuring that we meet your expectations effectively.

D. For Security and Legal Compliance

• Security Measures: The information we collect plays a role in our security measures. We analyse usage patterns, detect and prevent fraudulent activities, and ensure the overall security of our application.

• Legal Obligations: In certain cases, we might need to use or disclose your information to comply with legal requirements, such as responding to lawful requests from authorities or addressing legal disputes.

4. Sharing and Disclosure of Information

DatalinkerAI values the privacy of its users and is committed to safeguarding the personal and operational data entrusted to us. However, there are specific instances where the sharing and disclosure of information might occur, always conducted with the utmost care and legal compliance.

A. Sharing with Third Parties

• Service Providers: We engage various third-party service providers to perform functions on our behalf. These functions might include cloud hosting, data analysis, email delivery, and customer service. Access to your information by these service providers is limited to the data necessary to perform their function and they are obligated to handle it in accordance with our privacy standards and policies.

• Integration Partners: For users utilising our Google Drive, Docs and Sheets integrations, data access is limited to the specific documents or sheets you have linked. We ensure that our integration partners uphold stringent data privacy and security standards.

B. Legal and Compliance-Related Disclosure

• Compliance with Laws: There might be circumstances where we are legally required to disclose your information. This includes responding to lawful requests by public authorities, such as courts, law enforcement, or other government agencies.

• Protection of Rights and Safety: If necessary, we may disclose information to protect the safety, rights, or property of our users, the public, or DatalinkerAI itself. This could include addressing fraud, security, or technical issues, or protecting against harm to the rights, property, or safety of our users or the public as required or permitted by law.

C. Consent-Based Sharing

• User Consent: In cases where your specific consent is required for the sharing of sensitive or personal information, we will obtain your express consent before any such data is shared. This consent can be withdrawn by you at any time.

D. Business Transfers

• Mergers and Acquisitions: In the event that DatalinkerAI is involved in a merger, acquisition, reorganisation, bankruptcy, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such deal and outline your rights regarding your information.

E. Aggregated or Anonymized Data

• Non-Personal Information: We may share aggregated or anonymized information which cannot reasonably be used to identify you. This data may be used for industry analysis, demographic profiling, and other commercial purposes.

5. User Rights and Data Management

At DatalinkerAI, we recognize and respect your right to control your personal data. Our commitment to your privacy includes ensuring you have the necessary tools and information to understand and manage your data.

A. Accessing Your Information

• User Access Requests: You have the right to request access to the personal information we hold about you. Upon request, we will provide a copy of this data in a readily usable format.

• Review and Validation: You can review your information for accuracy and update it as necessary to ensure it reflects your current situation and preferences.

B. Updating Your Information

• Self-Service Updates: We provide you with the ability to edit your personal information within your account settings. This includes your name, email address, and organisational details.

• Assistance with Updates: If you encounter any issues or need assistance updating your information, you can contact our support team for help.

C. Deleting Your Information

• Right to Deletion: You have the right to request the deletion of your personal information from our records, subject to any legal or operational retention requirements.

• Process for Deletion: To initiate a deletion request, contact us through the provided channels. We will confirm the request and proceed with the deletion process, notifying you upon completion.

D. Opting Out of Data Use

• Consent Withdrawal: If you have given consent for certain uses of your data, you have the right to withdraw this consent at any time. This may affect the availability of certain application features or services.

• Marketing Communications: You can opt-out of receiving marketing communications from us by following the unsubscribe instructions included in such communications.

E. Data Portability

• Exporting Your Data: You have the right to request a copy of your data in a structured, commonly used, and machine-readable format. This enables you to transfer your information to another service if desired.

F. Responding to Your Requests

• Timely Response: We are committed to responding to your requests regarding your data rights in a timely manner.

• No Charge for Access: Accessing your personal data, updating it, or requesting its deletion is generally provided free of charge, unless your request is unfounded or excessive.

6. Data Security

At DatalinkerAI, we prioritise the security of your data. Our approach to data security involves a range of measures designed to protect your information from unauthorised access, disclosure, alteration, and destruction.

A. Security Measures Implemented

• Encryption: We use strong encryption technologies to protect data in transit and at rest. This includes encrypting your personal information and the data you upload or integrate from third-party services.

• Access Controls: Access to your data within our systems is restricted to authorised personnel only, based on their job responsibilities. We enforce strict password policies and two-factor authentication where appropriate.

• Network Security: Our network infrastructure is protected by advanced firewall and intrusion detection technologies. We continuously monitor for suspicious activity to prevent unauthorised access.

• Regular Security Audits: We conduct regular security audits and vulnerability assessments to identify and address potential risks to our system.

B. Data Breach Response

• Incident Response Plan: In the event of a data breach, we have an established incident response plan to quickly and effectively manage the situation. This plan includes notifying affected users and relevant authorities as required by law.

• Continuous Improvement: Post-incident analyses are conducted to understand the cause of the breach and to implement measures to prevent future occurrences.

C. User’s Role in Security

• Strong Passwords: We encourage users to create strong, unique passwords for their DatalinkerAI accounts and to keep them confidential.

• Vigilance and Reporting: Users are urged to be vigilant and report any suspicious activity or suspected data breaches immediately to our support team.

D. Secure Development Practices

• Application Security: Our development team adheres to secure coding practices and regularly updates the application to address security vulnerabilities and enhance protections.

• Third-Party Audits: We engage independent security experts to perform regular audits of our application and infrastructure to ensure ongoing compliance with industry-standard security practices.

E. Third-Party Service Providers

• Vetting Process: All third-party service providers are rigorously vetted to ensure they adhere to high standards of data security and privacy.

• Data Handling Agreement: We enter into data handling agreements with our service providers that obligate them to protect any data they access or process on our behalf.

7. Changes to This Privacy Policy

• Updates: We may update this policy from time to time. The effective date at the top will indicate the last revision date.

• Notification: We will notify you of any significant changes by posting the new policy on the DatalinkerAI platform or via email.

7. Changes to This Privacy Policy Updates

• Updates: We may update this policy from time to time. The effective date at the top will indicate the last revision date.

• Notification: We will notify you of any significant changes by posting the new policy on the DatalinkerAI platform or via email.

8. Compliance with Laws

DatalinkerAI is committed to adhering to legal standards and regulatory requirements regarding data protection and privacy. This commitment guides our handling of user data and informs the structure and enforcement of our privacy practices.

A. Adherence to Data Protection Laws

• Global Compliance: We ensure that our data handling practices comply with applicable data protection laws in all jurisdictions where our application is used, such as the General Data Protection Regulation (GDPR) in the European Union.

• Regular Legal Reviews: Our policies and practices undergo regular reviews to align with new legislative developments and regulatory guidelines related to data protection and privacy.

B. Cooperation with Regulatory Authorities

• Responsive Interaction: We engage cooperatively with data protection authorities and other regulatory bodies. In case of inquiries or investigations, we are committed to providing timely and transparent responses.

• Compliance Audits: Periodic audits are conducted to verify our compliance with various legal and regulatory standards, and we take immediate action to rectify any identified gaps.

C. User Rights under Law

• Rights of Access and Control: Consistent with legal requirements, we provide users with rights to access, correct, and delete their personal data, as well as to object to or restrict certain processing activities.

• Data Portability: In line with regulations like GDPR, we ensure users can easily obtain their data in a portable format, allowing them to transfer it to another service if they choose.

D. Legal Basis for Processing

• Consent: Where required by law, we obtain explicit consent for the collection and use of personal data. Users have the right to withdraw their consent at any time.

• Legitimate Interests: In some instances, data processing is conducted on the basis of legitimate interests pursued by DatalinkerAI or a third party, provided that such interests are not overridden by the rights and freedoms of users.

E. International Data Transfers

• Data Transfer Mechanisms: When transferring data across borders, we employ legally recognized data transfer mechanisms to ensure the protection of personal data in accordance with international standards.

• Data Localization Compliance: In regions with data localization laws, we adhere to requirements regarding the storage and processing of data within the territorial boundaries.

9. Contact Information

We at DatalinkerAI understand the importance of your privacy and are committed to being responsive to your needs and concerns regarding your data. If you have any questions, comments, or concerns about our Privacy Policy or the practices regarding your personal information, please do not hesitate to contact us.

A. Contact Details

• Primary Contact: David Cummins

• Mailing Address: 18 South End, Kensington, London, W8 5BU.

• Customer Support: For assistance with account-related queries, technical support, or other general issues, please contact our customer support team at [e-mail]

B. Response Timeframe

• Acknowledgment of Receipt: We aim to acknowledge receipt of your inquiries promptly, typically within 72 hours of receiving them.

• Resolution Period: Our team endeavours to address and resolve any concerns or questions you may have as swiftly as possible. Complex inquiries may take longer, and we will keep you informed about the progress.

C. Feedback and Suggestions

• Improvement Contributions: We welcome your feedback and suggestions on how we can improve our privacy practices or any aspect of our services. Please feel free to share your thoughts with us.

D. Language and Communication Preferences

• Preferred Language: We are committed to ensuring that our communication is clear and understandable. Please let us know your preferred language for communication, and we will do our best to accommodate.

• Accessibility Requirements: If you have specific accessibility needs, please inform us so we can make the necessary accommodations in our communications with you.

E. Complaints and Disputes

• Filing a Complaint: If you believe that your privacy rights have been violated, or if you are dissatisfied with our response to your inquiries, you have the right to file a complaint. We encourage you to contact us first to seek resolution.

• External Dispute Resolution: You may also have the right to lodge a complaint with a data protection authority in your country or region if your concerns are not resolved to your satisfaction.

10. Company Information

Company Name: The Virtulab

Registered Address: 18 South End Kensington London W8 5BU

Registered 19 may 2015

Registration No: 09598086

DUNs number is 22-088-7113

ICO security Number - CSN9830949

VAT No: GB250985191 UTR : 5448821595

11. Acceptance of This Policy

By using DatalinkerAI, you acknowledge and agree to the collection and use of your information as outlined in this policy.