Privacy Policy

1. Who We Are

AI Workflow Lab is a trading name of Sanitat, a business registered in England and Wales. Our registered address is in Surbiton, Surrey. You can contact us at hello@theaiworkflowlab.com.

For the purposes of data protection law, AI Workflow Lab is the data controller responsible for your personal information.

2. What Data We Collect

We may collect and process the following personal data:

• First name and last name
• Email address
• Job title and organisation name
• Phone number (if provided voluntarily)
• Information submitted via our contact form or early access waiting list
• Information submitted when booking a consultation
• Technical data including IP address, browser type, and pages visited (collected automatically)
• Cookie data (see our Cookie Policy for details)

3. How We Use Your Data

We use your personal data for the following purposes:

To provide our services

When you book a consultation, join a waiting list, or contact us, we use your details to respond to your enquiry and deliver the service you have requested.

To send you relevant communications

If you join our waiting list or opt in to hear from us, we may send you updates about our training programmes, course launches, and relevant AI resources. You can unsubscribe at any time.

To improve our website and services

We use technical data to understand how people use our website so we can improve it over time.

To comply with legal obligations

We may process your data where we are required to do so by law.

4. Legal Basis for Processing

We process your personal data on the following legal bases:

• Consent - when you join our waiting list or sign up to receive communications from us
• Contractual necessity - when processing is required to deliver a service you have purchased or requested
• Legitimate interests - for example, to improve our website and respond to enquiries
• Legal obligation - where we are required to process data by law

5. How Long We Keep Your Data

We keep your personal data only for as long as is necessary for the purposes set out in this policy. In general:

• Enquiry and contact form data is retained for up to 2 years
• Waiting list data is retained until the relevant course launches or until you unsubscribe
• Training records are retained for up to 6 years in line with standard business practice

6. Who We Share Your Data With

We do not sell your personal data to third parties. We may share your data with trusted service providers who help us operate our business, including:

• Microsoft (for booking and calendar services via Microsoft Bookings)
• Email and communications platforms used to manage our waiting list and newsletters
• Website hosting providers (Netlify)

All third-party providers are required to handle your data securely and in compliance with UK GDPR.

7. Your Rights

Under UK GDPR, you have the following rights:

• Right to access - you can request a copy of the personal data we hold about you
• Right to rectification - you can ask us to correct inaccurate or incomplete data
• Right to erasure - you can ask us to delete your personal data where it is no longer necessary
• Right to restriction - you can ask us to restrict how we process your data
• Right to data portability - you can ask us to provide your data in a portable format
• Right to object - you can object to processing based on legitimate interests or for direct marketing
• Right to withdraw consent - where we rely on consent, you can withdraw it at any time

To exercise any of these rights, please contact us at hello@theaiworkflowlab.com. We will respond within 30 days.

8. Keeping Your Data Secure

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or disclosure. Our website is hosted on Netlify, which provides industry-standard security. All data transmitted via our website is encrypted using HTTPS.

9. Cookies

Our website uses cookies. Please see our Cookie Policy for full details of what cookies we use and how to manage them.

10. Links to Other Websites

Our website may contain links to other websites including Microsoft Bookings, YouTube, and third-party form providers. We are not responsible for the privacy practices of those sites and encourage you to read their privacy policies.

11. Changes to This Policy

We may update this privacy policy from time to time. The date at the top of this page shows when it was last updated. Where changes are significant, we will notify you by email where we hold your contact details.

12. How to Contact Us or Make a Complaint

If you have any questions about this policy or how we handle your data, please contact us at hello@theaiworkflowlab.com.

If you are unhappy with how we have handled your data, you have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.