Privacy policy

Data controller

The data controller for the processing described in this notice is Mina AI, based in the United Kingdom. The controller determines the purposes and means of that processing. Once our UK corporate structure and any mandatory public register details are finalised, this section will be updated to reflect the legal name and, where required, company and supervisory registration references.

Contact (privacy, data protection, and EEA-related queries): info@mina-ai.co

For data subject requests, contact us at the email address above. Where EU law requires an Article 27 representative, contact details will be added to this page.

Categories of personal data

• Website and marketing: IP address, approximate location, device and browser information, and usage of pages; where non-essential cookies or similar technologies are used, data in line with the consent or preference options presented.
• Service users: identity and business contact data, account credentials, usage and security logs, and information uploaded in connection with the service. For content uploaded on behalf of an organisation, Mina AI typically acts as a processor under the applicable customer agreement and data processing terms.
• Enquiries: contact details and the content of messages submitted by email or web forms.
• Recruitment: application materials you submit.

We do not intend to process special categories of personal data through this site. Any change to that position would be described here or communicated separately in advance, as required.

Purposes and lawful basis

Personal data is processed for defined purposes, including: operating the website and service, information security, responding to communications, customer relationship and contract management, and (where you have opted in) direct marketing. Depending on the activity, the lawful basis may be performance of a contract, legitimate interests (for example network security and limited business-to-business contact), consent (where required for non-essential cookies or marketing), or legal obligation. Additional information on a specific processing activity is available on request.

Recipients and disclosure

We engage service providers (including cloud infrastructure, business applications, and communications services) that process data on our instructions under written terms. We do not sell personal data. We may disclose data where required by law, or in connection with a corporate transaction, subject to applicable requirements. Subprocessors relevant to a customer environment are described in the applicable commercial agreement; we may also publish a high-level subprocessor list from time to time.

Storage and international transfers

Production services are hosted in the European Economic Area (primary region Ireland; secondary / disaster recovery in Germany) using our cloud provider. Some subprocessors may process data in other jurisdictions. Where personal data is transferred from the UK or the EEA to a country that does not have an adequacy decision, we implement appropriate safeguards (for example the UK and/or EU standard contractual clauses) and supplementary measures as required by law.

Retention

Data is kept only for as long as necessary for the purpose of processing, and in line with our backup and information lifecycle rules. Some categories must be retained for statutory periods. Retention for customer data under contract follows the terms of that contract; contact us for the periods that apply to your case.

Data subject rights

Where the UK GDPR or EU GDPR applies, you may have the right to request access, rectification, erasure, restriction, data portability, and to object to certain processing, and to withdraw consent where processing is based on consent. You may lodge a complaint with the UK Information Commissioner's Office or, where applicable, your local supervisory authority in the EEA.

Submit requests to info@mina-ai.co. We respond within one month, or within any longer period permitted by law for complex cases, and may request information to verify your identity.

Cookies, analytics, and automated processing

Necessary cookies may be used for core site operation. Non-essential cookies or similar technologies are used only with appropriate consent or preferences where required. When such technologies are in use, specific types and choices are shown in the site's consent experience (for example the cookie banner). Mina AI does not maintain a separate URL for a stand-alone cookie policy; the information above and the consent tool together cover what applies to this site.

The service may use AI or machine-assisted features. Decisions with legal or similar significant effects for individuals are not made solely by automated means without human review where such review is required by law. Subprocessors of AI services are required contractually to protect information; we configure services to meet our data protection and contractual commitments.

Children, security, and updates

The service is not directed at individuals under 16. Security measures include access control, encryption in transit and at rest where appropriate, and monitoring. Suspected security incidents may be reported to info@mina-ai.co.

This notice is reviewed at least annually, or when processing changes materially. We will post updates on this page; where we have a direct relationship with you, we may also notify you by email when appropriate.