Privacy Policy

This privacy notice (“Privacy Notice”) sets out how Dolfin Technologies Ltd (“Dolfin”, “us”, “our” and “we”) collects and processes your personal data.

Your privacy is a priority for us, and we are committed to protecting your personal data. We process your personal data when you access dolfinai.co or its sub-domains (the “Websites”), use our associated software services (the “Services”), or have other business interactions with our team.

We recommend reading this Privacy Notice in full to understand how we handle your personal data.

1. Important Information & Who We Are

Controller

This Privacy Notice applies to personal data which Dolfin processes as a controller when you visit our Websites, use our Services, or interact with us.

“Personal data” refers to any information about an individual from which that person can be identified (excluding anonymised data).

Data processed on behalf of customers

In some cases, users of our Services may upload, input, or otherwise process personal data relating to third parties, such as clients, employees, or counterparties, for their own business purposes. In these circumstances, Dolfin processes such personal data solely on behalf of and in accordance with the instructions of the customer.

Where this applies, the customer acts as the data controller and Dolfin acts as a data processor for the purposes of applicable data protection laws. Processing is governed by contractual terms between Dolfin and the customer, including appropriate data protection provisions.

Changes to this Privacy Policy

We keep this Privacy Notice under regular review. Changes will be posted on the Website and dated accordingly. Significant changes may be highlighted separately.

You may request historical versions by emailing hello@dolfinai.co.

Your duty to inform us of changes

Please let us know if your personal data changes during your relationship with us.

Contact details

If you have any questions about this policy or our privacy practices, contact us at:

Email: hello@dolfinai.co

You have the right to lodge a complaint with the Information Commissioner's Office (ICO) (www.ico.org.uk), though we encourage you to contact us first.

2. Data We Collect About You

We may collect:

1. Identity data (e.g., full name)
2. Contact data (e.g., email, telephone number)
3. Marketing and communications data (e.g., preferences)
4. Profile data (e.g., user ID, password, feedback)
5. Technical data (e.g., IP address, browser type)
6. Usage data (e.g., how you interact with our Website and Services)
7. User content data (e.g., content you create, upload, or interact with while using our Services)

We do not ordinarily collect special categories of personal data or data about criminal convictions.

3. How We Collect Your Personal Data

We collect data through:

• Direct interactions (e.g., account creation, feedback, use of our Services)
• Automated technologies (e.g., cookies)

Legal basis for processing

We process personal data only where permitted by applicable data protection laws. Depending on the context, this includes processing that is:

• Necessary for the performance of a contract, such as providing access to and operating our Services.
• Necessary for our legitimate interests, including improving and securing our Services, provided those interests are not overridden by your rights and freedoms.
• Based on your consent, where we ask for it explicitly, such as for non-essential cookies or optional marketing communications.
• Necessary to comply with legal obligations, including regulatory, accounting, and tax requirements.

Where processing is based on consent, you may withdraw that consent at any time without affecting the lawfulness of processing carried out before withdrawal.

Cookies and similar technologies

We use cookies and similar technologies to operate, secure, and improve our Websites and Services.

• Strictly necessary cookies are required for core functionality, such as page navigation, session management, and security. These cookies are essential and cannot be disabled.
• Analytics cookies help us understand how users interact with our Websites so we can improve performance and usability. Where required by applicable law, analytics cookies are only used with your consent.

You can manage your cookie preferences at any time through your browser settings or via our cookie management tools where available.

4. What We Do With Your Personal Data

We process your data for purposes such as:

• Registering you as a new user - Data: Identity, contact, and profile data - Legal basis: Contract
• Operating, delivering, and protecting the Website and Services - Data: Identity, contact, and technical data - Legal basis: Contract
• Improving our Services - Data: User content, technical and usage data - Legal basis: Consent and legitimate interests
• Managing our relationship with you - Data: Identity, contact, marketing and communications, and profile data - Legal basis: Consent and legitimate interests

If we change the purpose for using your data, we will explain the basis to you.

5. How We Protect Your Personal Data

We implement technical and organisational measures to safeguard your data. Only those with a business need-to-know have access.

Procedures are in place to handle potential breaches.

6. How Long We Keep Your Personal Data

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying legal, regulatory, tax, accounting, or reporting requirements.

• Account and profile data is generally retained for the duration of the user's relationship with us.
• Transactional and billing records are retained as required by applicable law.
• Where we process personal data on behalf of customers, retention is determined by the customer's instructions and relevant contractual terms.

Where we no longer have a legitimate business need to process personal data, we will delete or anonymise it.

7. How We Share Your Personal Data

We may share data with:

• Service providers (e.g., IT services)
• Professional advisors (e.g., legal, insurance)
• Regulators and authorities (e.g., HMRC)

When sharing data, we ensure appropriate safeguards and obligations are in place.

8. International Data Transfers

If any data is processed by third-party services outside your jurisdiction, it is done under appropriate safeguards such as Standard Contractual Clauses.

9. Your Legal Rights

Depending on your location, you may have the right to:

• Request access to your personal data
• Request correction or erasure of your data
• Request data transfer
• Restrict or object to processing
• Withdraw consent where processing relies on consent
• Lodge a complaint with a supervisory authority

Requests are generally handled within one month. We may require identity verification for security purposes.

Please contact us at: hello@dolfinai.co

10. Third-Party Links

Our Websites may contain links to third-party websites. We are not responsible for their privacy practices. Please review their privacy notices before providing any personal data.

11. Children's Privacy

Our Websites and Services are intended for adults (18+).