Privacy Policy

R-ai Technologies Limited

Effective Date: January 1, 2026

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INTRODUCTION

Welcome to R-ai Technologie’s privacy policy.

R-ai Technologies Limited (also referred to as R-ai) respects your privacy and is committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from), use our services, or interact with our AI-powered technology solutions.

This privacy policy is provided in a layered format so you can navigate to the specific areas set out below. Please also use the Glossary to understand the meaning of some of the terms used in this privacy policy.

We take the right to privacy very seriously and respect your right to have your personal data protected. If you have any questions relating to this policy, please email us at privacy@r-ai.ai.

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1. IMPORTANT INFORMATION AND WHO WE ARE

CONTROLLER

R-ai Technologies Limited is registered in England and Wales with company number [16149776]. We are the controller and responsible for your personal data unless we are acting as your service provider under contract.

We have appointed a Data Protection Officer (DPO) who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact the DPO using the details set out below.

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CONTACT DETAILS

Full name of legal entity: R-ai Technologies Limited

Email address: privacy@r-ai.ai

Postal address: 5.08 York House, 221 Pentonville Road, London, N1 9UZ, United Kingdom

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority 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.

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PURPOSE OF THIS PRIVACY POLICY

This privacy policy aims to give you information on how R-ai Technologies collects and processes your personal data through your use of our website, services, and AI technology solutions, including any data you may provide when you interact with us, purchase a product or service, or engage with our enterprise solutions.

Our website and services are not intended for children and we do not knowingly collect data relating to children. If we discover that we have inadvertently collected personal data from a child, we will promptly take all reasonable measures to delete that personal data from our systems.

It is important that you read this privacy policy together with any other privacy policy or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements other notices and is not intended to override them.

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THIRD-PARTY LINKS

Our website may include links to third-party websites, plug-ins and applications, including social media platforms such as LinkedIn, Twitter, and YouTube. 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.

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2. THE DATA WE COLLECT ABOUT YOU

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

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, username or similar identifier, job title and company name.
Contact Data includes business address, email address and telephone numbers.
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, and other technology on the devices you use to access our website or services.
Profile Data includes your username and password, purchases or requests made by you, your interests, preferences, feedback and survey responses.
Usage Data includes information about how you use our website, products and services, including API usage patterns.
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 for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

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3. HOW IS YOUR PERSONAL DATA COLLECTED?

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

Direct interactions. You may give us your Identity and Contact Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you apply for or use our products or services, subscribe to our service or publications, request marketing or content to be sent to you, attend one of our events, correspond with our sales or customer success teams, enter a competition, promotion or survey, or give us feedback.
Automated technologies or interactions. As you interact with our website and services, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies.
Third parties or publicly available sources. We may receive personal data about you from various third parties including:

(a) Technical Data from the following parties:

• Analytics providers such as Google Analytics based outside the EU

• Advertising networks such as Google Ads and LinkedIn Campaign Manager

• Search information providers

(b) Contact, Financial and Transaction Data from providers of technical, payment and delivery services

• Data brokers or aggregators

• Social media platforms such as LinkedIn

• Publicly available sources

• Customer relationship management platforms such as HubSpot

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4. HOW WE USE YOUR PERSONAL DATA

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

Where we need to perform the contract we are about to enter into or have entered into with you.
Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
Where we need to comply with a legal or regulatory obligation.

Generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

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5. COOKIES

A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and stored by the browser. We use cookies and similar tracking technologies to track activity on our website and services.

We use the following categories of cookies:

Strictly Necessary Cookies: These are required for the operation of our website and services. They include, for example, cookies that enable you to log into secure areas.
Functionality Cookies: These are used to recognise you when you return to our website and allow us to personalise our content for you.
Analytics Cookies: These allow us to recognise and count the number of visitors and see how visitors move around our website. This helps us improve the way our website works.
Tracking/Advertising Cookies: These may be used to track your browsing habits and build a profile of your web surfing to target advertisements which may be of particular interest to you.

You can set your browser to refuse all or some cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

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6. DISCLOSURES OF YOUR PERSONAL DATA

We may share your personal data with the parties set out below:

Internal Third Parties: Any member of our group, which means our subsidiaries, affiliates or parent company, who support our processing of personal data.
External Third Parties: Service providers who provide IT and system administration services, professional advisers including lawyers, bankers, auditors and insurers, HM Revenue & Customs, regulators and other authorities, and third parties to whom we may choose to sell, transfer, or merge parts of our business or assets.
Cloud Service Providers: We use cloud-based services for data storage and processing, which may involve storing data in data centres located in various jurisdictions.

We work with the following categories of third-party service providers:

Customer Relationship Management: HubSpot (for managing customer communications and marketing activities)
Analytics and Advertising: Google Analytics, Google Ads (for website analytics and advertising)
Professional Networking: LinkedIn (for business networking and advertising)
Cloud Infrastructure: Cloud service providers for hosting and infrastructure services
Communication Services: Email service providers and communication platforms

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.

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7. INTERNATIONAL TRANSFERS

We share your personal data within the R-ai Technologies group of companies. This may involve transferring your data outside the United Kingdom (UK) and the European Economic Area (EEA).

Some of our external third parties are based outside the UK and EEA, so their processing of your personal data will involve a transfer of data outside the UK and EEA.

Whenever we transfer your personal data out of the UK and EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data.
We may use specific contracts approved by regulatory authorities which give personal data the same protection it has in the UK and EEA, such as the UK International Data Transfer Agreement (IDTA) or EU Standard Contractual Clauses (SCCs).
Where we use providers based in the US, we may transfer data to them if they participate in appropriate frameworks that ensure adequate protection.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK and EEA.

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8. 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.

Our security measures include:

Encryption of data in transit and at rest
Regular security assessments and penetration testing
Access controls and authentication mechanisms
Regular staff training on data protection and security
Incident response and business continuity plans

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9. DATA RETENTION

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

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 requirements.

In some circumstances you can ask us to delete your data: see your legal rights below for further information.

In some circumstances we may 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.

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10. YOUR LEGAL RIGHTS

Under certain circumstances, you have rights under data protection laws in relation to your personal data, including the right to:

Request access to your personal data (commonly known as a data 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. 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).
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in certain scenarios.
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.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact us at privacy@r-ai.ai.

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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 may refuse to comply with your request in these circumstances.

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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.

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TIME LIMIT TO RESPOND

We try to respond to all legitimate requests within one month. Occasionally it may 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.

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11. CUSTOMER DATA PROCESSING

Where R-ai Technologies provides services to business customers, we may process personal data on behalf of those customers as a data processor. In such cases:

The customer remains the data controller and determines the purposes and means of processing.
We process personal data only in accordance with the customer’s documented instructions.
We implement appropriate technical and organisational measures to ensure the security of processing.
Data subjects should direct any requests to exercise their rights to the customer (data controller).

For more information about how R-ai Technologies processes customer data, please refer to our Data Processing Addendum available upon request.

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12. AI AND AUTOMATED DECISION-MAKING

R-ai Technologies develops and deploys AI-powered solutions. Where we use automated decision-making processes that produce legal or similarly significant effects, we will:

Inform you of such processing
Provide you with meaningful information about the logic involved
Give you the right to request human intervention
Allow you to express your point of view and contest the decision

We are committed to responsible AI development and deployment, ensuring fairness, transparency, and accountability in our AI systems.

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13. CHANGES TO THIS PRIVACY POLICY

We may update this privacy policy from time to time. We will notify you of any significant changes by posting the new privacy policy on this page and updating the Effective Date at the top of this policy.

We encourage you to review this privacy policy periodically for any changes. Changes to this privacy policy are effective when they are posted on this page.

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14. GLOSSARY

Aggregated Data means data that has been combined from multiple sources and presented in a summary form for statistical analysis.

Controller means the natural or legal person which, alone or jointly with others, determines the purposes and means of the processing of personal data.

Data Subject means an identified or identifiable natural person.

GDPR means the General Data Protection Regulation (EU) 2016/679, as implemented in the UK by the Data Protection Act 2018.

Personal Data means any information relating to an identified or identifiable natural person.

Processor means a natural or legal person which processes personal data on behalf of the controller.

Special Categories of Personal Data means personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data, data concerning health or data concerning a person’s sex life or sexual orientation.