Privacy Policy

1. Introduction

Agile AI Advisory Ltd ("we", "us", "our"), Company No. 14981672, is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use ArrangeIQ (the "Service").

We are the data controller for the personal data processed through the Service. Our registered address is The Old Rectory, Cradley, Malvern, England, WR13 5LQ.

2. Information We Collect

Account Information

When you create an account, we collect:

• Email address
• Password (stored securely using bcrypt hashing)
• Account creation date

Event Data

When you use the Service, you may provide:

• Guest names and relationships
• Seating preferences and constraints
• Table configurations
• Event names and details

Automatically Collected Information

We automatically collect:

• IP address and approximate location
• Browser type and version
• Device information
• Pages visited and features used
• Date and time of access

3. How We Use Your Information

We use your information to:

• Provide and maintain the Service
• Process your seating optimization requests
• Send password reset emails and account notifications
• Respond to your inquiries and support requests
• Analyze usage to improve the Service
• Detect and prevent fraud or abuse
• Comply with legal obligations

4. Legal Basis for Processing (GDPR)

Under the General Data Protection Regulation (GDPR), we process your data based on:

• Contract: Processing necessary to provide the Service you requested
• Legitimate Interests: Improving our Service, fraud prevention, and security
• Consent: For analytics cookies and marketing communications (where applicable)
• Legal Obligation: Compliance with applicable laws

5. Data Sharing and Disclosure

We do not sell your personal data. We may share your information with:

• Service Providers: Third parties that help us operate the Service (e.g., hosting, email delivery)
• Legal Requirements: When required by law or to protect our rights
• Business Transfers: In connection with a merger, acquisition, or sale of assets

Third-Party Services

We use the following third-party services:

• Amazon Web Services (AWS): Cloud hosting and database (EU region)
• SendGrid: Transactional email delivery
• Google Analytics: Website analytics (with consent)
• Cloudflare: DNS and security

6. Data Retention

We retain your data as follows:

• Account data: Until you delete your account
• Event data: Until you delete the event or your account
• Server logs: 30 days
• Analytics data: 26 months (Google Analytics default)

When you delete your account, all associated data is permanently removed from our systems.

7. Your Rights (GDPR)

Under GDPR, you have the right to:

• Access: Request a copy of your personal data
• Rectification: Correct inaccurate data
• Erasure: Request deletion of your data ("right to be forgotten")
• Restriction: Request limited processing of your data
• Portability: Receive your data in a structured, machine-readable format
• Object: Object to processing based on legitimate interests
• Withdraw Consent: Withdraw consent at any time (where processing is based on consent)

To exercise these rights, contact us at privacy@arrangeiq.app or delete your account through the account settings.

8. Cookies

We use cookies and similar technologies to operate the Service and collect analytics. For detailed information, please see our Cookie Policy.

9. Data Security

We implement appropriate security measures including:

• Encryption in transit (HTTPS/TLS)
• Encryption at rest for sensitive data
• Secure password hashing (bcrypt)
• Access controls and authentication
• Regular security updates

However, no method of transmission over the Internet is 100% secure. We cannot guarantee absolute security of your data.

10. International Transfers

Your data is primarily stored in the EU (AWS eu-west-2 region). Some third-party services may transfer data outside the EEA. Where this occurs, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses.

11. Children's Privacy

The Service is not intended for children under 16. We do not knowingly collect personal data from children under 16. If you believe we have collected data from a child, please contact us immediately.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date. We encourage you to review this policy periodically.

13. Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, please contact us:

Agile AI Advisory Ltd
The Old Rectory, Cradley
Malvern, England, WR13 5LQ
Email: privacy@arrangeiq.app

You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk.