Data Policy

This Data Policy outlines how AI Idea Factory manages, processes, and protects data in accordance with UK data protection laws and regulations.

Data Collection and Processing

We collect and process the following types of data:

• Personal data (names, email addresses, contact information)
• Business data (company information, project requirements)
• Technical data (cookies, usage data, analytics)
• Communication data (messages, feedback, support requests)

Data Storage

Our data storage practices include:

• Secure storage in UK/EEA-based data centers
• Encryption of sensitive data at rest and in transit
• Regular security audits and updates
• Access controls and authentication measures
• Regular backups with secure retention policies

Data Protection Measures

We implement the following security measures:

• SSL/TLS encryption for all data transmissions
• Firewalls and intrusion detection systems
• Regular security assessments and penetration testing
• Employee training on data protection
• Strict access control policies

Data Retention Periods

We retain different types of data for the following periods:

• Contact information: Duration of business relationship plus 2 years
• Project data: 5 years after project completion
• Communication records: 3 years
• Technical logs: 12 months

Data Processing Procedures

Our data processing procedures include:

• Data minimisation principles
• Regular data accuracy reviews
• Documented processing activities
• Data protection impact assessments when required

Data Subject Rights

We have procedures in place to handle:

• Subject Access Requests (SARs)
• Right to rectification requests
• Erasure requests
• Data portability requests
• Processing objections

Data Breach Procedures

In the event of a data breach, we will:

• Notify affected individuals within 72 hours
• Report to the ICO if required
• Investigate and document the incident
• Implement necessary security improvements

Third-Party Data Processing

When working with third-party processors, we ensure:

• Written data processing agreements are in place
• Regular compliance audits
• Adequate security measures
• Clear data handling instructions

International Data Transfers

For international data transfers, we:

• Use standard contractual clauses
• Verify adequacy decisions
• Implement additional safeguards when necessary
• Monitor international data protection developments

Contact Information

For any data-related queries or requests, contact us at:

• Email: hello@ai-ideafactory.com

Last Updated: January 3, 2025