AIVS

Privacy Policy

Last updated: 23 February 2026

This Privacy Policy explains how AIVS SOFTWARE LIMITED ("AIVS", "we", "us", "our") collects, uses, stores, and shares personal data when you visit our websites, use our software and services, or otherwise interact with us. For information about cookies, see our Cookie Policy.

1. Who we are (data controller)

Company: AIVS SOFTWARE LIMITED
Company number: 16131451
Registered office: Unit 3 Vista Place Coy Pond Business Park, Ingworth Road, Poole, Dorset, United Kingdom, BH12 1JY
Contact (privacy): info@aivs.uk
Postal contact: Use the registered office address above.

If you use AIVS through an organisation (for example, your employer or a business customer), that organisation may be the data controller for personal data within your use of the service, and AIVS may act as a data processor on their instructions. See section 12 (Business customers).

2. What this policy covers

This policy applies to:

Visitors to our websites and marketing pages
Users of our software products and services (including trials)
People who contact support or sales
Business contacts and partners
Job applicants (if applicable)

3. The personal data we collect

Depending on how you interact with us, we may collect:

A. Information you provide

Identity and contact data: name, company name, job title, email address, phone number
Account data: login details, subscription or licence details, user preferences
Support and communications: messages you send us and troubleshooting information you choose to share
Billing details: invoicing contact details and payment status (we do not ask you to email payment card details to us)

B. Information we collect automatically

Technical data: IP address, device type, operating system, browser type, app version, language, and time zone
Usage and diagnostic data: high-level usage information, error reports, crash logs, and performance data

C. Information from third parties

We do not use third-party subprocessors to process personal data on our behalf for our website and core services. If this changes, we will update this policy.

4. Customer content and sensitive data

Some AIVS products allow you to input or upload content (for example, text, documents, audio, or other files). This content may contain personal data, and sometimes special category data (for example, health data), depending on what you upload.

If you are a business customer using AIVS for your own end users, you are responsible for ensuring you have a lawful basis to share that content with us.
We recommend you avoid uploading special category data unless your use-case requires it and you have appropriate safeguards in place.

5. How we use your data (purposes)

We use personal data to:

Provide, operate, and maintain our websites, software, and services
Create and manage accounts, licences, and subscriptions
Provide customer support and troubleshoot issues
Improve product performance, reliability, and security
Communicate with you about service updates, security notices, and administrative messages
Send marketing communications (where permitted; you can opt out anytime)
Prevent fraud, misuse, and unauthorised access
Comply with legal obligations and respond to lawful requests

6. Our legal bases (UK GDPR)

We rely on one or more of these legal bases:

Contract: to provide services you request, manage accounts/subscriptions, and deliver support
Legitimate interests: to improve services, maintain security, prevent fraud, and run our business (balanced against your rights)
Consent: for marketing and non-essential cookies (where required)
Legal obligation: to comply with applicable laws and regulations

7. Marketing preferences

You can opt out of marketing emails at any time by using the unsubscribe link or by contacting us at info@aivs.uk.

Even if you opt out, we may still send important service or security messages.

8. Sharing your data

We do not sell personal data.

We do not use third-party subprocessors to process personal data on our behalf for our website and core services. However, we may disclose personal data in limited circumstances, for example:

To authorities, regulators, or law enforcement where required by law
To professional advisers (such as lawyers or accountants) where necessary for compliance, establishing, exercising, or defending legal claims
In connection with a corporate transaction (such as a merger, acquisition, or sale of assets), subject to appropriate safeguards

9. International transfers

We aim to store and process personal data in the UK. If personal data is transferred outside the UK, we will use appropriate safeguards under UK GDPR (for example, UK adequacy regulations or approved transfer mechanisms).

10. Cookies and tracking

We only use strictly necessary cookies required for the Site to function and to remember cookie choices (where relevant). We do not use analytics, advertising, or social media tracking cookies. See aivs.uk/cookie-policy for details.

11. Data security

We use appropriate technical and organisational measures to protect personal data, including access controls and security monitoring. No system is completely secure, but we work to protect your data and reduce risk.

12. Business customers (controller/processor roles)

If an organisation subscribes to AIVS and invites users, that organisation may be the data controller for personal data within the service, and AIVS acts as a data processor. In those cases, we process data on documented instructions from the customer (subject to legal requirements).

If you are a business customer and need a data processing addendum (DPA), contact us at info@aivs.uk.

13. Data retention

We keep personal data only as long as necessary for the purposes described in this policy, including:

While you have an account or subscription
As needed to provide support and maintain records
As required by law (for example, accounting and tax obligations)
For security, dispute resolution, and enforcing agreements

If you request deletion, we will take reasonable steps to delete or anonymise your data unless we must keep it for legal reasons.

14. Your rights

Subject to UK GDPR and the Data Protection Act 2018, you may have the right to:

Access your personal data
Correct inaccurate data
Request deletion (in certain circumstances)
Restrict processing (in certain circumstances)
Object to processing (in certain circumstances)
Data portability (in certain circumstances)
Withdraw consent (where we rely on consent)

To exercise your rights, contact us at info@aivs.uk. We may need to verify your identity before responding.

15. Complaints

If you have concerns, you can raise them with us first. You also have the right to lodge a complaint with the UK regulator, the Information Commissioner's Office (ICO).

ICO address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, United Kingdom. Website: www.ico.org.uk.

16. Children

Our services are not intended for children under 13 (or under 16 where applicable). If you believe a child has provided personal data to us without appropriate consent, contact us and we will take appropriate steps.

17. Third-party links

Our websites/services may contain links to third-party sites. Their privacy practices are their own, so please review their policies.

18. Changes to this policy

We may update this policy from time to time. We will post the latest version on our website and, where appropriate, notify you of material changes.

19. Contact

If you have questions about this Privacy Policy, contact us at info@aivs.uk.