Cloud9 Insight (“we”, “us”, “our”) is committed to protecting the privacy and security of your personal data.
This privacy notice explains how we collect, use, store and protect personal data about our clients, prospective clients, client contacts, suppliers, partners and other external business contacts in accordance with UK data protection law, including the UK GDPR and the Data Protection Act 2018.
Cloud9 Insight
28–30 Robert Street
Brighton
BN1 4AH
Telephone: 01273 921510
Website: cloud9insight.com
Data Protection Contact: Carlene Jackson
Email address: carlene@cloud9insight.com
This notice applies to clients, prospective clients, client contacts, suppliers, partners and other external business contacts whose personal data we process in connection with our services and business activities.
We process personal data lawfully, fairly and transparently. Data is collected for specified purposes, kept accurate, limited to what is necessary, stored securely, and retained only as long as needed.
We may collect personal details such as names, job titles, business contact details, company information, billing and payment information, communication records, service requirements, meeting notes, feedback, and any other information provided to us in connection with our services.
We collect data directly from you, from your organisation, through our website and enquiry forms, during meetings and communications, from publicly available business sources, and from trusted third parties where relevant to the services we provide.
We process personal data where it is necessary to provide services or take steps before entering into an agreement, to comply with legal obligations, to pursue our legitimate business interests, for marketing purposes, and, where required, with your consent.
We use your data to respond to enquiries, manage client relationships, provide and improve our services, administer contracts, process payments, communicate about projects and events, marketing, and meet legal and regulatory requirements.
Where you interact with our websites, portals, email systems or other business platforms, we may process relevant usage, access and communication information for security, service delivery, compliance and operational purposes.
We may use approved AI tools, including Microsoft Copilot, for service delivery and business administration, such as drafting communications and summarising information. We will identify an appropriate lawful basis under section 7, use only necessary personal data, and anonymise or minimise it wherever practicable. Personal data must not be entered into unapproved AI tools.
AI providers processing personal data on our behalf must have appropriate contractual, security and confidentiality safeguards. We will not permit its use to train general-purpose AI models unless separately assessed and authorised, supported by an appropriate lawful basis and clearly explained to you in advance. Sections 11–14 on sharing, international transfers, security and retention apply, including to prompts and outputs.
A competent person reviews AI outputs before reliance; AI must not be the sole decision-maker in decisions about you with legal or similarly significant effects. Before introducing such automated decision-making, we will explain its purpose, operation, likely effects, safeguards and your rights.
Your rights under section 15 also apply to AI processing. Contact our Data Protection Contact (section 2) with questions or concerns, to request correction of inaccurate personal data, or to exercise applicable rights, including objection where available.
We may share your data with trusted service providers, professional advisers, technology partners, payment providers, regulatory bodies and legal authorities where required or where necessary to provide our services and operate our business.
Where data is transferred outside the UK, appropriate safeguards such as UK adequacy regulations or standard contractual clauses are used.
We implement appropriate measures including access controls, secure storage, and staff training to protect personal data.
Client and business contact records are retained only for as long as necessary for the purposes for which they were collected, including service delivery, account management, legal, regulatory, accounting and reporting requirements.
You have rights including access, correction, deletion, restriction, objection, portability, and protection from automated decision-making.
Some rights may be limited depending on the lawful basis for processing and any legal or contractual obligations that apply.
We record all breaches and report them to the ICO where required.
You can raise concerns with us or the Information Commissioner’s Office (ICO).
We may update this notice periodically.
