AI ARCHITECT
PL

Privacy Policy

Last updated: 13 September 2026

This policy explains how AI Architect collects and uses personal data when you visit this website or submit a project enquiry. It also explains your rights under UK data protection law.

1. Who we are

AI Architect is a trading name of HYBRID E-BUSINESS SOLUTIONS LTD, company number 13247142. The company is the data controller responsible for the personal data described in this policy.

Registered office: Office 331, 58 Peregrine Road, Hainault, Ilford, Essex, United Kingdom, IG6 3SZ.

Privacy enquiries can be sent to info@ai-architect.uk.

2. The personal data we collect

Information you provide

When you submit the project enquiry form, we collect:

  • your company name, company size and professional role;
  • your work email address and telephone number;
  • the project type, expected investment and target timeframe you select;
  • your project description and the business challenge you describe; and
  • your confirmation that you consent to us handling the enquiry.

If we introduce a newsletter or marketing subscription, we may also collect your name, email address, company, communication preferences and records of when you subscribed, changed your preferences or unsubscribed. We will collect this information only if you choose to sign up.

Information collected automatically

Our hosting infrastructure may process technical information required to deliver and secure the website, including IP address, request time, requested page, browser information and diagnostic server logs.

When you use the project enquiry form, Google reCAPTCHA v3 processes technical and interaction information to assess whether the submission is likely to have been made by a person or an automated service.

If you select Accept All in the cookie banner, Google Analytics and configured Meta, TikTok and LinkedIn pixels may collect information about how you use the website, such as pages viewed, approximate location, device and browser information, referral source and interaction timing. Google Analytics is not loaded if you select Essential Only.

3. How and why we use personal data

We use personal data to:

  • receive, review and respond to project enquiries;
  • send an automatic acknowledgement that an enquiry was received;
  • assess whether our services are suitable for your organisation;
  • arrange discovery discussions and prepare proposals where requested;
  • operate, maintain, diagnose and protect the website;
  • understand website use and improve its content where analytics consent is given; and
  • send newsletters, service updates or relevant marketing communications where you have chosen to receive them;
  • meet legal, regulatory, accounting and security obligations.

4. Our lawful bases

Depending on the circumstances, we rely on:

  • Steps before entering into a contract: to discuss your requirements and prepare a proposal at your request.
  • Legitimate interests: to respond to business enquiries, operate and secure the website, prevent misuse and maintain appropriate business records.
  • Consent: where you submit the enquiry form and where you choose to allow analytics cookies or receive newsletters and marketing communications. You can withdraw consent at any time, although this does not affect processing already carried out lawfully.
  • Legal obligation: where records must be kept or disclosed to comply with applicable law.

5. Who receives your data

We do not sell your personal data. We use carefully selected service providers to operate this website and handle enquiries:

  • Replit: website hosting, application infrastructure, request processing and operational logs. The website is deployed using European hosting.
  • SMTP2GO: delivery of project enquiries and automatic acknowledgement emails.
  • Google Workspace: receipt, storage and management of business email correspondence using a European data region.
  • Google Analytics: optional website measurement after analytics consent has been given.
  • Google reCAPTCHA: protection of the project enquiry form against spam and automated misuse.
  • Meta, TikTok and LinkedIn: optional advertising measurement, audience creation and campaign attribution after marketing consent has been given.

We may also disclose personal data to professional advisers, regulators, law enforcement authorities or another organisation involved in a business restructuring where the law permits or requires this.

6. International transfers

Our normal website and business email operations are configured for processing in the United Kingdom and Poland. Poland is a member of the European Economic Area. The United Kingdom is not part of the EEA, but UK data protection law applies to processing carried out here and adequacy arrangements support data flows between the UK and EEA.

Some limited provider operations, including Google reCAPTCHA, optional Google Analytics and advertising measurement, security, support or legal compliance, may involve processing outside the United Kingdom and EEA. Where required, we rely on an adequacy decision or appropriate contractual safeguards, such as the UK International Data Transfer Agreement or the UK Addendum to standard contractual clauses.

7. How long we keep personal data

We keep personal data only for as long as reasonably necessary for the purpose for which it was collected. Enquiry records are reviewed periodically and removed when they are no longer needed for follow-up, service planning, legal obligations or the establishment, exercise or defence of legal claims.

If an enquiry leads to a client relationship, relevant correspondence may form part of the client record and be retained for the period required by contractual, tax, accounting and legal obligations. Technical and analytics data is retained according to operational need and the retention settings of the relevant service.

8. Security

We use reasonable technical and organisational measures designed to protect personal data from unauthorised access, loss, alteration or disclosure. Access is limited to people and providers that need the information for the purposes described in this policy. No internet transmission or storage system can be guaranteed to be completely secure.

9. Cookies and analytics

The website stores your cookie preference locally in your browser. Optional Google Analytics tracking is activated only after you select Accept All. For further information, see our Cookie Policy.

10. Newsletters and marketing communications

We may introduce an optional newsletter or other marketing communications in the future. If we do, receiving these messages will not be a condition of submitting a project enquiry or using the website.

We will ask you to make a clear choice before adding you to a marketing list. Every marketing email will provide a way to unsubscribe. You may also withdraw your consent or change your preferences at any time by emailing info@ai-architect.uk. We may retain a minimal suppression record so that we can respect an unsubscribe request.

We do not sell mailing-list information. If a third-party email marketing provider is introduced, this policy will be updated to identify that provider and explain how it processes personal data before the service is launched.

11. Your rights

Under UK data protection law, you may have the right to:

  • request access to your personal data;
  • ask us to correct inaccurate or incomplete data;
  • ask us to erase personal data in certain circumstances;
  • ask us to restrict how personal data is used;
  • object to processing based on legitimate interests;
  • receive certain personal data in a portable format; and
  • withdraw consent where processing relies on consent.

To exercise a right, email info@ai-architect.uk. We may need to verify your identity before responding.

12. Complaints

Please contact us first if you have a concern so that we can try to resolve it. You also have the right to complain to the Information Commissioner's Office, the UK data protection regulator. Information is available at ico.org.uk/make-a-complaint.

13. Children

This is a business-to-business website and is not directed at children. We do not knowingly collect personal data from children through the project enquiry form.

14. Changes to this policy

We may update this policy when our services, providers or legal obligations change. The latest version will always appear on this page with its revision date.