Red Kite AI Privacy Notice

1. INTRODUCTION

We, at Red Kite AI take the protection of your personal data seriously and strictly adhere to the rules laid out by data protection laws and the UK General Data Protection Regulation (UK GDPR). This privacy notice gives you information on how we collect and process your personal data through your use of this site and any data you may provide if you contact us regarding our products and services. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact us using the Get in Touch button above. Personal data is any personal identifiable information, such as your email address, name, home or work address, telephone number, bank details or online identifier, which can directly or indirectly identify you and as defined in Article 4 (1) of the UK GDPR.

2. WHY WE COLLECT YOUR PERSONAL INFORMATION

We collect your personal data for one of the following purposes:

To manage communications between you and us.
Where we need to perform the contract or taking steps prior to entering into a contract, with you or our clients and suppliers.
To aise invoices and process payments.
To provide you with information you have requested, or which we may feel may be of relevant interest to you.
To ensure the safe operation of our website and to monitor the performance of our website.
To provide dashboards to monitor trends, analyse performance and make informed decisions.
For marketing and advertising purposes or you are an existing customer who has purchased similar products and services from us.
For training purposes.
To provide Human Resources functions and services.
To conduct surveys and solicit customer feedback.

3. LAWFUL BASIS OF PROCESSING INFORMATION

We only collect and use personal information about you when the law allows us to. Most commonly, we use it where:

The data subject (you) has given consent to the processing activity taking place.

If the processing is necessary for the performance of a contract.
If the processing is necessary for compliance with a legal obligation to which the controller is subject.
If the processing is necessary to protect the vital interests of data subjects and that of another person.
If the processing is necessary for the purpose of our legitimate interest.

4. WHAT INFORMATION WE COLLECT AND WHERE FROM

We collect personal information from our Clients, Customers, Suppliers, Partners and from you, for example, for marketing purposes, reporting, if you request information via our website, use the website, provide information on the website, request product information, call us (your call may be recorded), email us, interact with us on social media, Microsoft TEAMS or use any of our services.

Personal Data The personal data that we may collect, store, and use about you as defined in Article 4 (1) of the UK GDPR, which may include:

Name.

Address and previous addresses.
Telephone number.
Job title, role, employer.
Email address.
Chat conversations on the website and Office 365 environment.
IP addresses & Geographical location o Transactional information about the services you use and how you interact with us.

5. HOW LONG WE KEEP PERSONAL DATA

We will only retain your personal data for as long as is reasonably necessary, as follows:

Marketing data - deleted 18 months after the last verifiable contact or when requested to do so.
Client and Supplier data - deleted three years afer the end of any contractual relationship.
Financial and invoicing data - deleted after six years.
HR-related data - deleted six years afer the end of any employment relationship.

6. SECURITY OF PERSONAL INFORMATION

We take the responsibility for protecting your privacy very seriously and we will ensure your data is secured in accordance with our obligations under Data Protection laws. We have in place technical and organisational measures to ensure personal data is secured and to prevent your personal data from being accessed in an unauthorised way, altered, or disclosed. We have in place a robust access control policy which limits access to your personal data to those employees, contractors and other third parties who only have a business need to know. We will keep your personal data confidential and protect it in accordance with our Privacy Notice and all applicable laws.

7. CHILDREN’S INFORMATION

We do not knowingly collect information on children.

8. YOUR INDIVIDUAL RIGHTS

In this Section, we have summarised the rights that you have under the UK General Data Protection Regulation (UK GDPR). Some of the rights are complex, and not all the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights. The UK GDPR states that we must respond to your request within one calendar month of receiving your verified request unless our assessment of your request concludes to be complex. Your principal rights under the UK General Data Protection Regulation unless prohibited by law are:

Right to Object to processing of your personal information.

Right to request Access of your personal information o Right to request to be informed

Right to request Rectification of your personal information

Right to request Erasure of your personal information

Right to request Restricting Processing of your personal information

Right to make a Portability request of your Personal Data, this right only applies to information you have given us.

Rights under automation and profiling.

9. CONSENT

Where you have given consent for processing, or explicit consent in relation to the processing of special category personal data, you have the right to withdraw this consent at any time, but this will not affect the lawfulness of processing based on consent before its withdrawal.

10. FAILURE TO PROVIDE PERSONAL INFORMATION

Where we need to collect personal data by law or in order to process your instructions or perform a contract we have with you, or to enter into and you fail to provide that data when requested, we may not be able to carry out your instructions or perform the contract we have or are trying to enter into with you. In this case, we may have to cancel our engagement or contract you have with us, but we will notify you if this is the case at the time.

11. COOKIES

Cookies are small pieces of information that are issued to your computer or mobile device when you interact with our website, and which store and sometimes track information about your use of our website. A banner is displayed on our website giving you clear information about the purpose, storage, and access to the cookie and to confirm you have given consent before it captures data. Please see our Cookie Notice.

12. AUTOMATED DECISION MAKING

Your personal data is not used in any automated decision making (a decision is not made solely by automated means without any human involvement).

13. TRANSFERS TO THIRD PARTIES

Bulletproof may disclose your personal data, listed in section 4 to some third parties to help us deliver our services/products or for marketing purposes. All third parties are contractually bound to protect the personal data we provide to them. We may use several or all the following categories of recipients:

Business partners, suppliers, contractors for the performance of any contract we enter into with them or you.
Third parties that support us to provide products and services e.g., IT support, hosting cloud-based software services, providers of telecommunications equipment, providing penetration test reports.
Professional advisors e.g., lawyers, auditors.
Web analytics and search engine provider to ensure the continued improvement and optimisation of our website.

14. TRANSFERS OUTSIDE OF THE UK

Where we share personal data to third parties outside of the UK any personal information transferred will only be processed on our instruction and we ensure that information security at the highest standard would be used to protect any personal information as required by Data Protection laws. Where personal data is transferred outside of the UK to a country without an adequacy decision, we will ensure appropriate safeguards are in place prior to the transfer. These could include:

UK International Transfer Agreements (UK ITAs).

The Data Protection (Adequacy (United States of America) Regulations 2023

EU-US Data Privacy Framework and Data Bridge accreditation

An exception as defined in Article 49 of the UK GDPR

15. RIGHT TO COMPLAIN

To make a complaint to the Information Commissioner’s Office, you can contact them at: Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF or by phone: 0303 123 1113.

16. ADDITIONAL INFORMATION

Your trust is important to us. That is why we are always available to talk with you at any time and answer any questions concerning how your data is processed. If you have any questions that could not be answered by this privacy policy or if you wish to receive more in-depth information about any topic within it, please contact us using the Get in Touch button above.

17. POLICY REVIEW AND AMENDMENTS

We keep this Policy under regular review. This Policy was last updated May 2025.