Legal

Privacy Policy

Last updated: April 2026

QWAN AI ("we", "us", "our") is committed to protecting your personal data. This policy explains how we collect, use, and safeguard your information when you use our website at qwan-ai.co.uk or contact us via email.

1. Who We Are

QWAN AI is a UK-based AI systems consultancy. For the purposes of UK GDPR, we are the data controller for personal data collected through this website.

Contact: [email protected]

2. Data We Collect

We may collect the following types of personal data:

  • Contact information: Name, email address, company name
  • Enquiry data: Details you share in our contact form
  • Technical data: IP address, browser type, pages visited, referring URLs (via analytics)
  • Cookie data: As described in our Cookie Policy

3. How We Use Your Data

We use your personal data to:

  • Respond to your enquiries and manage client relationships
  • Improve our website and services
  • Comply with legal obligations
  • Send relevant communications where you have consented

4. Legal Basis for Processing

We process your data on the following legal bases:

  • Legitimate interests: Responding to enquiries and improving our services
  • Contract: Fulfilling our obligations to clients
  • Consent: For cookies and marketing communications
  • Legal obligation: Where required by law

5. Data Retention

We retain personal data only for as long as necessary. Enquiry data is held for up to 24 months. Client data is retained for the duration of the engagement plus 7 years for legal compliance purposes.

6. Sharing Your Data

We do not sell your personal data. We may share data with trusted third-party service providers (e.g., hosting, analytics) who process data on our behalf under appropriate data processing agreements. All third parties are required to maintain the confidentiality and security of your data.

7. International Transfers

Where data is transferred outside the UK/EEA, we ensure appropriate safeguards are in place, including Standard Contractual Clauses or adequacy decisions.

8. Your Rights

Under UK GDPR, you have the right to:

  • Access your personal data
  • Correct inaccurate data
  • Request erasure of your data
  • Object to processing
  • Restrict processing
  • Data portability
  • Withdraw consent at any time

To exercise any right, email us at [email protected]. We will respond within 30 days.

9. Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction.

10. Complaints

If you believe we have not handled your data appropriately, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

11. Changes to This Policy

We may update this policy from time to time. Material changes will be communicated via our website. Continued use of our services following any changes constitutes acceptance of the updated policy.