1. Welcome
This privacy policy sets out how we at Culture AI collect, use and protect personal information you share with us. We update this policy from time to time and changes are effective when they are posted on this page. This policy was last updated on 5th August 2025.
2. Who is responsible for your personal information
CultureAI Ltd acts as controller of personal information you provide and is registered with the Information Commissioner’s Office under registration number ZA487098. A controller determines how your personal information is used and is responsible for ensuring your privacy rights are respected. If you have any questions about how your personal information is being used please email us here: legal@culture.ai.
3. What information we collect and how we use it
The information we collect is determined by what we need it for.
When you visit and browse our website - www.culture.ai
We automatically collect certain personal information about you and how you are accessing our website:
| Info collected | How we use it | Legal basis |
|---|---|---|
| Your IP address, browser, device and operating system. And, the approximate location of your device (such as the city or region you are in) based on your IP address and device time zone setting. | To present our website to you in the optimal format and to analyse performance in order to identify ways in which it might be improved. | Our legitimate interests in developing and improving our services. |
| Your journey through our website including which links you click on and any searches you made, how long you stayed on a page, and other page interaction information and information collected in any forms you complete | To help us better understand how people use our website to enable us create better content and more relevant communications. | Our legitimate interests in developing and improving our services. |
When you meet or contact us
We meet large numbers of business contacts at meetings and conferences and receive emails about investment opportunities:
| Info collected | How we use it | Legal basis |
|---|---|---|
| Your name, job title, organisation and contact details such as email address and phone number. | To maintain a record of contacts, provide information about our platform or periodic business updates, draw your attention opportunities which may be of mutual benefit and to organise meetings with you. | Our legitimate interests in running and promoting our business. |
| Your communications with us (across phone, web conferencing, email and instant messaging). | To respond to your questions and comments and, where you have asked us to do so, provide you with more information about the CultureAI platform. | Our legitimate interests in communicating with prospective clients. |
When your organisation has subscribed to our platform
When your organisation subscribes to our platform we manage that subscription through individuals:
| Info collected | How we use it | Legal basis |
|---|---|---|
| Your organisation's name and the name, corporate email and IP address of those staff who are its main point of contact for us. | Logged in our CRM system and used to communicate about our platform and related updates. | To perform a contract with your organisation and legitimate interests in managing our relationship with your organisation. |
| Information associated with your subscription and how the platform is used by your organisation. | To perform analytics and to administer, maintain and improve our platform, diagnosing issues and day to day business operations. | Our legitimate interests in developing and improving our platform. |
| Support requests from members of your organisation in relation to our platform. | To respond to those requests and identify how our platform might be improved. | Our legitimate interests in developing and improving our platform. |
| Responses to surveys on and unsolicited requests for new platform features and functionality from members of your organisation. | Employ data analytics to study how customers use our platform in order that we may improve our products, services, website, marketing, customer relationships and experiences. | Our legitimate interests in developing and improving our platform and to inform our marketing strategy. |
| The method of paying for our platform, such as card or bank details. | To process payment for our services. | Performing a contract. |
| Technical information, such as your IP address, device, operating system and browser type. | Technical information, such as your IP address, device, operating system and browser type. | Performing a contract. |
We may process your personal data without your knowledge or consent in compliance with the above but if we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
4. Who we share your information with and why
We may share the information we collect with the following recipients for the reasons specified:
| Recipients | Why we share it | Lawful basis |
|---|---|---|
| Third party service providers who hold or process information on our behalf and in accordance with our instructions. | To receive certain services required for our business to operate such as communications, professional advice from lawyers, accountants or consultants and payment processing, credit checking or services provided by other financial intermediaries. | - Performing a contract to which you are likely to be a party. - Complying with a legal or regulatory obligation. - Our legitimate interests in running and promoting our business. |
| Third party IT infrastructure and SaaS providers who hold or process information on our behalf and in accordance with our instructions. | To receive certain services required for our business to operate such as hosting our platform and IT infrastructure or other technical services like analytics or communications and to perform analytics and to administer, maintain and improve our platform, diagnosing issues and day to day business operations. | - Performing a contract to which you are likely to be a party. - Complying with a legal or regulatory obligation. - Our legitimate interests in running and promoting our business. |
| Law enforcement, regulators and other such parties. | To comply with the law and the reasonable requests of law enforcement, detect and investigate illegal activities and breaches of agreements and/or exercise or protect the rights, property, or personal safety of ourselves, our users or others. These recipients will use your personal information in the performance of their regulatory or law enforcement role. | - To comply with a legal obligation to which we are subject. - Our legitimate interests, namely enforcing our rights or complying with requests from regulatory authorities. |
5. International transfers of your information
- When information is shared as set out above it may be transferred to a country outside the United Kingdom or European Economic Area where the recipients have operations.
- Where that is required we will ensure such transfers are made in accordance with applicable law including being made subject to standard contractual clauses approved by the UK Information Commissioner for the transfer of personal information.
6. How we store your information and how long we keep it for
All personal information we collect is stored on secure servers and we implement appropriate technical and organisational measures to protect your information against accidental or unlawful destruction, loss, change or damage.
We keep your information on our systems for the duration of our relationship with you or as required by law and no longer (and third parties we engage to provide services on our behalf do the same).
7. Your rights in relation to your information
You have certain rights in respect of personal information held by us – namely to:
- request access to confirm whether or not we have your personal data and obtain a copy;
- request correction where it is incomplete or inaccurate;
- request erasure where there is no good reason for us continuing to process it;
- object to its processing where we are relying on a legitimate interest;
- restrict its use by having us temporarily suspend processing, subject to us establishing overriding legitimate grounds to use it;
- request transfer of information which you provided consent for us to use or where we used the information to perform a contract with you; and
- withdraw consent where we process your data on the basis of your consent.
Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so (for example, because the information no longer exists or there is an exception which applies to your request).
Please contact us should you wish to exercise any of these rights or have a complaint regarding any aspect of your personal data or this privacy policy. If you are still not satisfied with the outcome of your complaint, you may contact the UK Information Commissioner’s Office at www.ico.org.uk.