1. Who We Are

ApplyAI Financial Services operates as part of the ApplyAI Group and provides artificial intelligence solutions to financial institutions and regulated organisations.

For the purposes of data protection law, AAIFS acts as either:
    •    A Data Controller, where we determine how and why personal data is processed; or
    •    A Data Processor, where we process data strictly on behalf of our clients under contractual agreement.

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2. The Data We Collect

We may collect and process the following categories of personal data:

Information you provide directly
    •    Name
    •    Job title
    •    Company name
    •    Contact details including email address and telephone number
    •    Information submitted via contact forms or communications

Technical data
    •    IP address
    •    Browser type and version
    •    Device information
    •    Usage data relating to how you use our website

Client data

Where we provide services to clients, we may process personal data strictly within the scope defined by contractual agreement. In these cases, we act as a Data Processor and do not determine the purpose of processing.

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3. How We Use Your Data

We use personal data to:
    •    Respond to enquiries and communications
    •    Provide and manage our services
    •    Improve our website and user experience
    •    Comply with legal and regulatory obligations
    •    Maintain security and prevent fraud

We only process personal data where we have a lawful basis to do so, including:
    •    Consent
    •    Contractual necessity
    •    Legal obligation
    •    Legitimate interests

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4. Data Security and Protection

Security and data assurance underpin our operations.

We implement appropriate technical and organisational measures to protect personal data, including:
    •    Secure cloud hosting environments
    •    Access controls and authentication protocols
    •    Encryption where appropriate
    •    Defined data processing boundaries
    •    Client data isolation

Client data is never used to train AI models beyond agreed scope and is processed strictly according to contractual terms.

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5. Data Sharing

We do not sell personal data.

We may share data with:
    •    Trusted service providers who support our operations
    •    Professional advisers
    •    Regulatory authorities where legally required

All third parties are required to maintain appropriate security and confidentiality standards.

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6. International Transfers

Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place in accordance with UK GDPR requirements.

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7. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, regulatory and contractual requirements.

Where we act as a Data Processor, retention periods are determined by our client agreements.

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8. Your Rights

Under UK data protection law, you have the right to:
    •    Access your personal data
    •    Request correction of inaccurate data
    •    Request erasure where appropriate
    •    Restrict or object to processing
    •    Request data portability
    •    Withdraw consent where processing is based on consent

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

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9. Cookies

Our website may use cookies to improve functionality and analyse usage. You can manage cookie preferences through your browser settings.

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10. Contact Us

If you have any questions about this Privacy Policy or how we handle personal data, please contact:

ApplyAI Financial Services
[Registered Address]
Email: [Insert Email]
Telephone: [Insert Telephone]