Privacy Policy

Last updated: June 2026

This Privacy Policy explains how innovAI collects, uses, stores and protects personal information when you use our website, contact us, request a demonstration, discuss a project with us, or use our services.

We are committed to protecting your privacy and handling personal information responsibly, lawfully and transparently.

1. Who we are

This website is operated by Smart Webworx Limited, trading as innovAI.

Website: www.innovaitec.com
Email: info@innovaitec.com
Registered office: Meriden Hall, Main Road, Meriden CV7 7PT

For the purposes of this Privacy Policy, “innovAI”, “we”, “us” and “our” refer to the company operating this website and providing the services.

2. What this policy covers

This policy applies to personal information we process when you:

  • visit www.innovaitec.com;
  • contact us by email, phone, form or other communication method;
  • request information about our services;
  • request a consultation, proposal, demonstration or proof of concept;
  • become a client, supplier or business contact;
  • interact with us on behalf of your employer or organisation;
  • use services, platforms or technology provided by us;
  • otherwise communicate with us in a business context.

This policy does not apply to third-party websites that may be linked from our website.

3. Personal information we may collect

Depending on how you interact with us, we may collect and process the following types of personal information:

Contact and business details

  • name;
  • job title;
  • company or organisation name;
  • business email address;
  • business telephone number;
  • postal address;
  • website address;
  • LinkedIn or other professional profile details where relevant.

Enquiry and communication details

  • messages you send to us;
  • information submitted through forms;
  • project requirements;
  • notes of calls, meetings or demonstrations;
  • proposal requests;
  • support requests;
  • feedback and correspondence.

Client and project information

Where you become a client or discuss a project with us, we may process:

  • project contacts and stakeholder details;
  • billing and invoicing information;
  • contract and proposal information;
  • technical contacts;
  • access credentials where required for a project;
  • business requirements and implementation details;
  • information relating to websites, platforms, integrations, data feeds or systems.

Website and analytics data

When you visit our website, we may collect technical and usage information, such as:

  • IP address;
  • browser type and version;
  • device type;
  • operating system;
  • referring website;
  • pages visited;
  • time and date of visit;
  • approximate location derived from technical data;
  • interactions with website content;
  • cookie and analytics information.

AI, search and platform data

Where we provide AI search, matching, recommendation, data-processing, integration or platform services, we may process information contained in the data, content or systems supplied by a client.

This may include personal data if the client’s data includes personal information. In those circumstances, our role may be that of a processor acting on the client’s instructions, and additional data processing terms may apply.

4. How we collect personal information

We may collect personal information:

  • directly from you when you contact us;
  • from your employer or organisation;
  • through website forms, emails, calls and meetings;
  • through project documents, proposals and contracts;
  • through our website, cookies and analytics tools;
  • through systems, files, databases or platforms supplied by a client;
  • from publicly available business sources, such as company websites, Companies House, professional directories and LinkedIn, where relevant to business development or project delivery.
5. Why we use personal information

We may use personal information for the following purposes:

  • to respond to enquiries;
  • to provide information about our services;
  • to arrange calls, consultations, meetings and demonstrations;
  • to prepare proposals, quotations and project documents;
  • to provide consultancy, development, integration, licensing, hosting, support and managed services;
  • to build, configure, test and support AI search, matching, recommendation or website technology;
  • to manage client relationships;
  • to provide customer support;
  • to manage contracts, invoices and payments;
  • to improve our website, services and communications;
  • to monitor website performance and security;
  • to comply with legal, regulatory, tax and accounting obligations;
  • to protect our business, systems, rights and users;
  • to send relevant business communications where permitted by law.
6. Lawful bases for processing

We process personal information under one or more lawful bases, depending on the context.

These may include:

Contract

Where processing is necessary to enter into or perform a contract with you or your organisation.

Legitimate interests

Where processing is necessary for our legitimate business interests, provided those interests are not overridden by your rights and interests. This may include responding to business enquiries, managing client relationships, developing our services, improving our website, maintaining security and carrying out business-to-business marketing.

Consent

Where we rely on your consent, such as for certain cookies, optional marketing or other processing where consent is required. You can withdraw consent at any time.

Legal obligation

Where processing is necessary to comply with legal, regulatory, tax, accounting or other obligations.

7. Business-to-business communications

We may contact business contacts about innovAI services where we believe the information is relevant to their organisation and where the law allows us to do so.

You can opt out of marketing or business development communications at any time by contacting us at info@innovaitec.com or using any unsubscribe option provided in the communication.

We do not sell personal information.

8. Cookies and analytics

Our website may use cookies and similar technologies to operate the website, understand how visitors use it, improve performance and measure marketing activity.

Cookies may include:

  • essential cookies required for website operation;
  • analytics cookies to understand website usage;
  • performance cookies;
  • marketing or advertising cookies, if used.

Where required, we will ask for your consent before setting non-essential cookies.

You can usually control cookies through your browser settings. Blocking some cookies may affect how the website works.

9. Sharing personal information

We may share personal information with trusted third parties where necessary for the purposes described in this policy.

These may include:

  • website hosting providers;
  • IT and cloud service providers;
  • CRM and business software providers;
  • analytics providers;
  • email and communication providers;
  • professional advisers, such as accountants, lawyers and consultants;
  • payment and invoicing providers;
  • subcontractors or technical specialists involved in delivering services;
  • regulators, authorities or law enforcement bodies where required by law.

We only share personal information where we have a lawful basis to do so and where appropriate safeguards are in place.

10. International transfers

Some service providers or systems may process personal information outside the United Kingdom.

Where personal information is transferred internationally, we will take steps designed to ensure that appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses or other lawful transfer mechanisms where required.

11. How long we keep personal information

We keep personal information only for as long as reasonably necessary for the purposes for which it was collected, including legal, accounting, reporting, contractual and business record purposes.

Retention periods may vary depending on the type of information and the reason it is held.

As a general guide:

  • enquiry records may be kept for as long as needed to manage the enquiry and reasonable follow-up;
  • client and project records may be kept for the duration of the relationship and for a reasonable period afterwards;
  • accounting and transaction records may be kept for the period required by law;
  • support and technical records may be kept for as long as needed to provide and evidence the service;
  • marketing preferences and suppression records may be kept to ensure we respect opt-out requests.
12. Security

We use reasonable technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

Measures may include access controls, password protection, secure systems, staff awareness, backups and appropriate supplier controls.

No system can be guaranteed to be completely secure, and you should take care when sending information to us electronically.

13. Client data and processor services

Where we process personal data on behalf of a client as part of an AI search, data-processing, website, integration, hosting, support or managed service, the client will usually be the controller and we will usually act as processor.

In those circumstances, we will process the relevant personal data in accordance with the client’s documented instructions and any data processing agreement or contractual data protection terms agreed between us.

The client is responsible for ensuring that personal data supplied to us has been collected and shared lawfully and that appropriate notices have been given to relevant individuals.

14. AI and automated processing

innovAI services may involve AI-assisted search, matching, recommendation, ranking, data enrichment, automation or analytics.

Where personal data is involved, the purpose and nature of processing will depend on the service provided and the client’s instructions.

We do not use personal information submitted through general website enquiries to make decisions that produce legal or similarly significant effects about individuals.

Where a client uses innovAI technology in a way that involves automated decision-making or profiling, the client is responsible for assessing its own legal obligations and providing appropriate notices to its users, unless we have agreed otherwise in writing.

15. Your data protection rights

Depending on the circumstances, you may have the following rights under data protection law:

  • the right to access your personal information;
  • the right to correct inaccurate or incomplete information;
  • the right to request deletion of your information;
  • the right to restrict processing;
  • the right to object to processing;
  • the right to data portability;
  • the right to withdraw consent where processing is based on consent;
  • the right to complain to a supervisory authority.

These rights are not absolute and may depend on the circumstances.

To exercise your rights, please contact us at info@innovaitec.com.

16. Complaints

If you have concerns about how we handle your personal information, please contact us first so we can try to resolve the issue.

You also have the right to complain to the UK Information Commissioner’s Office.

ICO website: www.ico.org.uk

17. Keeping information accurate

Please let us know if the personal information we hold about you changes or if you believe it is inaccurate.

18. Children

Our website and services are intended for business users and are not directed at children. We do not knowingly collect personal information from children through this website.

19. Links to other websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices, content or security of those websites. You should review the privacy policy of any third-party website you visit.

20. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The latest version will be published on this page with the updated date.

21. Contact us

If you have questions about this Privacy Policy or how we handle personal information, please contact us:

Email: info@innovaitec.com
Website: www.innovaitec.com
Postal address: Meriden Hall, Main Road, Meriden CV7 7PT