Privacy Policy

1. Introduction

Sentient Suite Ltd ("we," "our," or "us") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website at executiveforceai.com and our related services (collectively, the "Services").

We comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable data protection laws.

2. Data Controller

Sentient Suite Ltd is the data controller responsible for your personal data. If you have any questions about this Privacy Policy or our data practices, please contact us at:

3. Information We Collect

3.1 Information You Provide

• Account Information: Name, email address, company name, job title, and password when you create an account
• Payment Information: Billing address and payment details (processed securely via Stripe)
• Business Data: Information you upload or enter into our applications, such as customer records, financial data, and project information
• Communications: Messages you send to us via email, support tickets, or contact forms

3.2 Information Collected Automatically

• Usage Data: How you interact with our Services, including pages visited, features used, and time spent
• Device Information: Browser type, operating system, device type, and IP address
• Cookies and Tracking: We use cookies and similar technologies as described in Section 8

3.3 Third-Party Information

• Social Login: If you sign in via Google, we receive your name, email, and profile picture
• Integrations: Data from third-party services you connect (e.g., Companies House, HMRC, bank accounts)

4. How We Use Your Information

We use your personal data for the following purposes:

• Provide Services: To operate, maintain, and improve our platform and applications
• Account Management: To create and manage your account, process payments, and provide customer support
• AI Processing: To generate AI-powered insights, recommendations, and analysis based on your data
• Communications: To send you service updates, security alerts, and marketing communications (with your consent)
• Analytics: To understand how users interact with our Services and improve user experience
• Legal Compliance: To comply with legal obligations and protect our rights
• Security: To detect, prevent, and respond to security incidents and fraud

5. Legal Basis for Processing

We process your personal data based on the following legal grounds:

• Contract Performance: Processing necessary to provide our Services to you
• Legitimate Interests: Processing for our legitimate business interests, such as improving our Services and marketing
• Consent: Processing based on your explicit consent (e.g., marketing emails)
• Legal Obligation: Processing required to comply with applicable laws

6. Data Sharing and Disclosure

We may share your personal data with:

6.1 Service Providers

Third-party vendors who perform services on our behalf, including:

• Google Cloud Platform (hosting and infrastructure)
• Firebase (authentication)
• Stripe (payment processing)
• Google (AI/ML services via Gemini API)

6.2 Business Transfers

In connection with a merger, acquisition, or sale of assets, your data may be transferred to the acquiring entity.

6.3 Legal Requirements

We may disclose your data if required by law, court order, or to protect our rights, property, or safety.

We do not sell your personal data to third parties.

7. International Data Transfers

Your data may be transferred to and processed in countries outside the UK, including the United States (for cloud hosting services). When we transfer data internationally, we ensure appropriate safeguards are in place, such as:

• Standard Contractual Clauses approved by the UK ICO
• Adequacy decisions by the UK Government
• Binding Corporate Rules

8. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Essential Cookies: Required for the Services to function properly
• Analytics Cookies: Help us understand how users interact with our Services
• Preference Cookies: Remember your settings and preferences
• Marketing Cookies: Used to deliver relevant advertisements (with consent)

You can manage cookie preferences through your browser settings. Note that disabling certain cookies may affect the functionality of our Services.

9. Data Retention

We retain your personal data for as long as necessary to:

• Provide our Services to you
• Comply with legal obligations (e.g., tax records for 7 years)
• Resolve disputes and enforce our agreements

When you delete your account, we will delete or anonymize your personal data within 90 days, unless we are required to retain it for legal purposes.

10. Your Rights

Under UK GDPR, you have the following rights:

• Right of Access: Request a copy of your personal data
• Right to Rectification: Request correction of inaccurate data
• Right to Erasure: Request deletion of your data ("right to be forgotten")
• Right to Restrict Processing: Request limitation of how we use your data
• Right to Data Portability: Receive your data in a structured, machine-readable format
• Right to Object: Object to processing based on legitimate interests or for direct marketing
• Right to Withdraw Consent: Withdraw consent at any time where processing is based on consent

To exercise these rights, please contact us at privacy@executiveforceai.com. We will respond within 30 days.

11. Data Security

We implement appropriate technical and organizational measures to protect your personal data, including:

• Encryption of data in transit (TLS/SSL) and at rest
• Regular security assessments and penetration testing
• Access controls and authentication mechanisms
• Employee training on data protection
• Incident response procedures

While we strive to protect your data, no method of transmission over the Internet is 100% secure. We cannot guarantee absolute security.

12. AI and Automated Decision-Making

Our Services use AI and machine learning to provide insights and recommendations. Key points:

• AI processes your business data to generate insights (e.g., financial analysis, sales forecasting)
• We use Google Gemini API for natural language processing
• Your data is not used to train our AI models
• You have the right to request human review of AI-generated decisions that significantly affect you

13. Children's Privacy

Our Services are not intended for individuals under 18 years of age. We do not knowingly collect personal data from children. If we become aware that we have collected data from a child, we will delete it promptly.

14. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website and, where appropriate, by email. Your continued use of the Services after such changes constitutes acceptance of the updated policy.

15. Complaints

If you are not satisfied with how we handle your personal data, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO):

16. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us: