General
Simplifai Systems Limited (Simplifai) are committed to protecting and processing your personal information responsibly. This privacy policy describes how Simplifai collects and uses your personal information.
Personal Information
Simplifai will collect and store personal contact information in order to communicate with you personally. Simplifai will not share personal contact information with any other 3rd party, unless your consent is expressly requested and subsequently given: usually via email.
How is your information used?
We may use your information to:
Our Website
Currently our website does not offer a way to communicate with you directly. However, we do collect information from our website to understand how many people visit the website, what pages they dwell, and which News posts are of particular interest, etc.
We do this so that we can improve our website and provide useful and informative website content.
Our Products & Services
Currently we do not use the website for customers to access our products and services.
Marketing
All our marketing is currently done via face-to-face meetings during seminars, Expo’s and word of mouth introductions.
The website content will be updated from time to time to show case our products, our services and our journey.
Contractual Relationships
We will collect and process personal information captured during contractual relations: purely to prepare, complete, enter and fulfil a contractual agreement.
Support Services
When you contact us to request support, we will collect your contact information, the issue description, the issue symptoms and what has been done to mitigate the issue to date.
We record this information to mitigate the issue, provide accurate meta data to improve our business and for Simplifai personnel training purposes.
Information Security
We may use information we have gathered from our website and our technology infrastructure to protect you and Simplifai from IT security threats/attacks.
We do this by using tried and tested 3rd party cyber security hard/software and certain website applications/widgets.
Sharing Personal Information
We do not share personal information external to Simplifai.
However, in order to complete business, we do share personal information internally but always responsibly. Simplifai controls access to systems, services and personal information on a ‘role based access control’ basis, i.e. if a role doesn’t require access to personal information, then the role (employee) will not be able to access the personal information.
Information Retention
We retain personal information as long as necessary to fulfil the purposes for which it is processed, or to comply with UK Government law and regulatory retention requirements.
For the purpose of clarity, personal information retention purposes could be, but not limited to, as follows: contractual purposes, research purposes, audit and accounting purposes, statutory retention terms, the handling of disputes, and the establishment, exercise, or defense of legal claims.
In any case, once personal information is not required, we have processes in place to securely erase personal information, like it never existed.
The Controller
The Simplifai CEO is the controller for the personal information we process, unless otherwise stated. There are many ways you can contact us, including by post, phone & website contact page. Our postal address:
Simplifai Systems Limited
3M Buckley Innovation Centre
Firth Street
Huddersfield
United Kingdom
HD1 3BD
For general contact, please use our website contact page:
The Data Protection Officer
The Simplifai Data Protection Officer is responsible for data protection queriesData Protection Officer is Michael McGlynn, use email dpo@simplifaisystems.com.
Our postal address:
Simplifai Systems Limited3M Buckley Innovation Centre
Firth Street
Huddersfield
United Kingdom
HD1 3BD
Please mark the envelope ‘Data Protection Officer’.
Your Rights
Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information.
Your Right of Access
You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process.
Your Right of Rectification
You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.
Your Right of Erasure
You have the right to ask us to erase your personal information in certain circumstances.
Your Right of Restriction To Processing
You have the right to ask us to restrict the processing of your information in certain circumstances.
Your right to object to processing
You have the right to object to processing if we are able to process your information because the process forms part of our public tasks, or is in our legitimate interests.
Your right to data portability
This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organization to another, or give it to you.
The right only applies if we are processing information based on your consent or under, or in talks about entering into a contract and the processing is automated.
You are not required to pay any charge for exercising your rights. We have one month to respond to you.
Please contact us at dpo@simplifaisystems.com, if you wish to make a request. If we are processing your information UK Government law enforcement purposes, your rights are slightly different.
Service Adjustments
Simplifai complies with the Equality Act (2010).This means we need to make service adjustments for anyone with a disability who contacts us in any capacity, to eliminate any barriers to accessing our services.
Our lawful basis for processing this information is article 6(1)(c) of the UK GDPR as we have a legal obligation to provide this.
Our processing of special category data, such as health information you give us, will be based on article 9(2)(a), which means we need your consent.
We’ll create a record of your adjustment requirements.
These will give your name, contact details and type of adjustment required, along with a brief description of why it is required.
Relevant staff can access this to ensure they are communicating with you in the required way.
How long we keep it
We keep personal identifiable information whilst we are in contract with you, and for 14 months after your contract ends.
What are your rights?
As we need your consent to process your special category data you have a right to withdraw your consent at any time.
Privacy Policy Changes/Updates
June 2022 - Complete Privacy Policy rewrite - July 2018 - First Privacy Policy
Childrens Information
Simplifai does not provide services directly to children or proactively collect their personal information.
Website Analytics
Simplifai uses Google Analytics, to collect standard internet log information and details of visitor behavior patterns.
We do this to find out such things as the number of visitors to the various parts of the site. This information is only processed in a way that does not directly identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.
We use the information to report on visitor numbers, and to make improvements to our service.
Website Cookies
Simplifai does not use website cookies.
Website Search Engine
Simplifai does not purposely use any website search engine.
Purpose and Lawful Basis for Processing
The purpose for implementing the above is to maintain and monitor the performance of our website and to constantly look to improve the site and the services it offers to our users.