This notice explains how Mina AI handles personal information when you visit this website, contact us or arrange a demo. It also explains your rights and how to get in touch.
In this notice
Who we are
MINA AI LTD, trading as Mina AI, is registered in England and Wales under company number 17254742 (opens in a new tab). We are responsible for deciding how personal information covered by this notice is used. In data protection law, this makes us the data controller.
Correspondence address
Future Business Centre Cambridge CampusKings Hedges Road
Cambridge, CB4 2HY
United Kingdom
Customer use of the Mina AI platform is also covered by the relevant product notice, customer agreement and data processing terms. Where we process an organisation’s data on its instructions, that organisation is the controller. Your statutory rights continue to apply.
Information we collect
- Enquiries
- Your name, work email, company, role, enquiry topic and message. We also receive information you choose to share by email or phone, including application materials if you contact us about a role.
- Demo bookings
- The contact and appointment information you provide when you book through Google Calendar, together with your correspondence about the meeting.
- Website visits
- Technical information needed to deliver and protect the website, such as your IP address, browser, device, requested pages and the time of your request. Our hosting provider processes this information.
You choose whether to contact us. The form requires your name, work email, company, role, topic and message so we can understand your enquiry and respond; there is no legal requirement to provide them. Please avoid including sensitive personal information, passwords or confidential customer records in a website enquiry.
How we use it
We use personal information for the purposes below. The lawful basis depends on the activity and our relationship with you.
- Respond to enquiries and arrange demos
- Our legitimate interest in responding to people who contact us and managing business relationships. Where you personally request steps towards a contract, we may rely on those pre-contractual steps.
- Keep the website working and secure
- Our legitimate interest in delivering the website, resolving faults and preventing misuse.
- Manage legal matters and requests
- Legal obligations where applicable, including handling data protection requests; our legitimate interest in establishing, exercising or defending legal claims.
- Send optional marketing
- Consent where required. Sending an enquiry does not subscribe you to a mailing list. You can ask us to stop marketing at any time.
This website does not make decisions about you with legal or similarly significant effects based solely on automated processing.
Storage and retention
Where information is processed
Our website and communication providers use international infrastructure, including in the United States. Information may therefore be processed outside the UK or EEA. Depending on the provider and transfer, safeguards include recognised adequacy arrangements such as the EU–US Data Privacy Framework and its UK extension, or standard contractual clauses with UK transfer provisions where required. You can contact us for information about these safeguards.
Hosting arrangements for a customer’s Mina AI deployment are addressed in that customer’s agreement. They are separate from the hosting of this marketing website.
How long we keep it
We keep enquiries for as long as needed to respond and manage the resulting relationship. When deciding how long records remain necessary, we consider the nature of the enquiry, ongoing correspondence, legal record-keeping duties and any unresolved complaint or dispute. Records needed for legal matters may be retained for the relevant legal period.
Technical logs and backups follow the relevant provider’s retention arrangements. Customer data is retained or deleted under the applicable customer agreement. You can ask us about the retention that applies to your information.
Your rights
Depending on the circumstances and applicable law, you can ask to access, correct or delete your personal information, restrict how it is used, or receive a portable copy where the right to data portability applies.
Your right to object
You can object to processing based on legitimate interests. You can always ask us to stop using your information for direct marketing.
Where we rely on consent, you can withdraw it at any time. This does not affect the lawfulness of processing carried out before withdrawal.
Email a privacy request or write to our correspondence address. We may need information to verify your identity. We normally respond within one month; if a lawful extension applies, we will explain the reason and timing. For a complex access request, an extension can be up to two further months.
If your request concerns information your organisation holds in Mina AI, contact that organisation first. Where we act as its processor, we assist it with the request.
Questions and complaints
Contact contact@mina-ai.co if you have a concern about how we handle your information. We will acknowledge a data protection complaint within 30 days, investigate it and keep you informed of the outcome.
You also have the right to complain to the Information Commissioner’s Office (ICO) (opens in a new tab), the UK data protection regulator, or to the relevant supervisory authority where you live or work in the EEA.
ICO: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF · 0303 123 1113
Security and updates
We use access controls and appropriate technical and organisational measures to protect personal information. The website uses HTTPS to protect information in transit. Report a suspected security incident to contact@mina-ai.co.
This website is intended for business users and is not directed at children under 16. Please contact us if you believe a child has provided personal information through it.
We update this notice when our practices or legal requirements change. The date at the top identifies the latest revision. Where required, we will also bring material changes to your attention directly.