Privacy Policy, Compliance & Data Protection

1. INTRODUCTION

Imperial Insights AI (“Imperial Insights AI,” “we,” “our,” or “us”) is committed to protecting personal information, maintaining data confidentiality, and handling information responsibly and transparently.

This Privacy Policy, Compliance & Data Protection Notice explains how we collect, receive, use, store, disclose, transfer, and protect personal information when you visit our website, contact us, use our services, communicate with our team, or otherwise interact with us.

This policy applies to website visitors, prospective customers, existing clients, business contacts, representatives of organisations, and other individuals whose personal information we process in connection with our business activities.

We aim to handle personal information in accordance with applicable data protection and privacy laws, including the United Arab Emirates' applicable personal data protection requirements and, where applicable, other relevant privacy laws.

By using our website or voluntarily providing information to us, you acknowledge that you have had an opportunity to read this policy. Where applicable law requires consent for a particular activity, we will seek that consent separately.

2. INFORMATION WE COLLECT

We may collect the following categories of information, depending on how you interact with our website and services.

2.1 Personal and Contact Information

When you contact us, submit a form, request information, or communicate with our team, we may collect:

• Full name.
• Business email address.
• Telephone or mobile number.
• Job title and professional role.
• Company or organisation name.
• Business address and location.
• Information included in your enquiry or message.
• Other information you voluntarily provide.

2.2 Business and Professional Information

In connection with business-to-business services, research, analytics, marketing, and lead generation, we may process relevant professional information, including:

• Business names and publicly listed business contact details.
• Professional roles and job titles.
• Company websites and professional profile links.
• Business industry and location.
• Publicly available business information.
• Business enquiries, communication history, and service preferences.
• Information supplied by clients for agreed business purposes.

We aim to collect only information that is relevant and reasonably necessary for the applicable business purpose.

2.3 Website and Technical Information

When you visit our website, certain information may be collected automatically, depending on the technologies and services enabled on the website. This may include:

• Internet Protocol (IP) address.
• Browser type and version.
• Device and operating system information.
• Pages visited and interactions with the website.
• Referring website or source.
• Date, time, and duration of visits.
• General diagnostic, security, and performance information.

2.4 Information You Provide Voluntarily

We may collect additional information that you voluntarily submit through emails, contact forms, meetings, surveys, service requests, or other communications.

Please do not submit sensitive personal information unless it is necessary for a specific, agreed purpose and there is an appropriate legal basis for processing it.

3. HOW WE USE PERSONAL INFORMATION

We may use personal information for the following purposes:

• Responding to enquiries, questions, and requests.
• Providing, managing, and improving our services.
• Communicating with prospective and existing clients.
• Conducting business research and professional outreach.
• Supporting lead generation and business development activities.
• Preparing proposals, quotations, reports, and service-related documentation.
• Managing client relationships and business communications.
• Operating, maintaining, and improving our website.
• Monitoring website performance and troubleshooting technical issues.
• Protecting our systems, services, and users against fraud, misuse, and unauthorised access.
• Managing internal administration and business operations.
• Meeting applicable legal, regulatory, contractual, and record-keeping obligations.
• Establishing, exercising, or defending legal claims where necessary.

We will not use personal information for purposes that are incompatible with the purpose for which it was collected unless permitted by applicable law or supported by an appropriate legal basis.

4. LAWFUL BASIS FOR PROCESSING

Where applicable data protection law requires a lawful basis for processing personal information, we will rely on an appropriate basis for the relevant activity.

Depending on the circumstances, this may include:

Consent: Where you have given valid consent to a specific processing activity, such as certain forms of electronic marketing or optional cookies.

Contractual necessity: Where processing is necessary to enter into or perform a contract with you or to take steps you request before entering into a contract.

Legitimate interests: Where processing is necessary for legitimate business purposes, provided those interests are not overridden by applicable rights and protections. Such purposes may include responding to business enquiries, maintaining business relationships, securing our systems, and conducting appropriate business-to-business activities.

Legal obligations: Where processing is necessary to comply with an applicable legal or regulatory requirement.

Legal claims and other permitted grounds: Where processing is necessary for the establishment, exercise, or defence of legal claims, or where another lawful basis permitted by applicable law applies.

The applicable legal basis will depend on the nature of the information, the purpose of processing, and the laws governing the activity.

5. LEAD GENERATION, BUSINESS RESEARCH & PROFESSIONAL INFORMATION

Imperial Insights AI may support business research, lead generation, professional outreach, and related business activities.

In this context, we may process relevant business contact information obtained directly from individuals, from clients, from business communications, from service providers, or from publicly accessible professional and business sources, where permitted by applicable law.

Our use of this information is intended to support legitimate business activities, such as identifying relevant organisations, understanding professional business needs, responding to enquiries, and facilitating business communications.

We aim to:

• Limit collection to information relevant to the intended business purpose.
• Use appropriate sources and methods for obtaining information.
• Respect applicable privacy rights and marketing restrictions.
• Avoid knowingly collecting information through unlawful or unauthorised means.
• Correct, restrict, or delete information where appropriate and legally required.
• Honour valid objections and applicable requests to stop direct marketing.
• Apply reasonable safeguards to protect business contact information.

Public availability does not automatically mean that personal information may be used for every purpose. We consider applicable legal requirements and reasonable expectations when handling publicly available professional information.

6. ARTIFICIAL INTELLIGENCE (AI) AND AUTOMATED TECHNOLOGIES

Imperial Insights AI may use artificial intelligence, automation, analytics, and related technologies to support business operations, research, information organisation, data analysis, service delivery, and process improvement.

Depending on the service and tools used, information may be processed through automated systems or third-party technology providers.

Where personal information is processed using AI or automated technologies, we aim to:

• Use information for specified and appropriate purposes.
• Apply reasonable safeguards to protect personal information.
• Limit access to authorised individuals and service providers where appropriate.
• Avoid submitting sensitive or confidential information to third-party AI systems unless the processing is appropriate, authorised, and supported by suitable safeguards.
• Review relevant outputs where human review is appropriate.
• Comply with applicable restrictions concerning automated decision-making and profiling.

AI-generated outputs may contain errors, omissions, or inaccuracies and should be reviewed where accuracy is important.

We do not represent that every AI-assisted process is fully automated, that every output is independently verified, or that AI systems are incapable of error.

Where required by applicable law, we will provide additional information or safeguards concerning significant automated decisions involving personal information.

7. HOW WE SHARE PERSONAL INFORMATION

We do not sell personal information in exchange for payment as part of our ordinary privacy practices.

We may share personal information with the following categories of recipients when reasonably necessary and legally permitted:

7.1 Service Providers and Technology Partners

We may use third-party providers for website hosting, cloud storage, analytics, communication, customer relationship management, security, AI-assisted processing, technical support, and related business functions.

These providers may process personal information on our behalf or in accordance with their own roles and applicable terms.

Where required, we will use appropriate contractual and other safeguards to protect information shared with service providers.

7.2 Clients and Business Partners

We may share relevant information with a client or business partner where this is necessary to deliver an agreed service, fulfil a request, or carry out an authorised business activity.

The information shared should be limited to what is appropriate for the relevant purpose.

7.3 Professional Advisers

We may disclose information to legal advisers, accountants, auditors, insurers, or other professional advisers where reasonably necessary for legitimate business or legal purposes.

7.4 Legal and Regulatory Authorities

We may disclose information where required or permitted by applicable law, court order, legal process, or a lawful request from a competent authority.

We may also disclose information where reasonably necessary to establish, exercise, or defend legal claims or protect the rights, safety, and security of our business or others.

7.5 Business Transfers

If our business undergoes a merger, acquisition, restructuring, financing, or sale of assets, personal information may be disclosed or transferred as part of that transaction, subject to applicable law and appropriate safeguards.

We do not authorise third parties to use personal information for unrelated purposes merely because the information has been shared with them.

8. COOKIES AND SIMILAR TECHNOLOGIES

Our website may use cookies, pixels, scripts, local storage, and similar technologies to support website functionality, security, analytics, and user experience.

Depending on the technologies enabled, these tools may collect information about your browser, device, preferences, and interactions with our website.

Cookies may include:

Essential cookies: Necessary for core website functionality, security, or user-requested services.

Preference cookies: Used to remember settings or preferences where available.

Analytics cookies: Used to understand website usage and performance.

Marketing cookies: Used to support marketing measurement or advertising where such technologies are enabled and legally permitted.

Where required by applicable law, we will seek consent before placing or accessing non-essential cookies.

You may be able to control cookies through your browser settings and, where available, our cookie preference tools. Disabling certain cookies may affect website functionality.

9. ANALYTICS, LOGS & WEBSITE SECURITY

We may use website analytics and technical logging tools to understand website performance, identify errors, improve user experience, and maintain security.

The information processed depends on the tools configured on our website and may include device information, page interactions, referral information, and technical logs.

We may review technical information to detect suspicious activity, investigate potential security incidents, prevent misuse, and maintain the integrity of our systems.

Third-party analytics providers, where used, may process information in accordance with their applicable privacy notices and contractual arrangements.

10. EMAIL COMMUNICATIONS & DIRECT MARKETING

We may use contact information to respond to enquiries, provide requested information, communicate about services, manage business relationships, or send relevant business communications where legally permitted.

Where required, we will obtain consent before sending direct marketing communications.

You may request that we stop sending marketing communications by using an unsubscribe option where available or by contacting us at:

compliance@imperialinsightsai.com

We will process valid opt-out requests within the period required by applicable law.

Even after you opt out of marketing, we may continue to send necessary non-marketing communications, such as messages relating to an existing business relationship, a requested service, security, or legal obligations.

We will not knowingly disregard applicable restrictions concerning unsolicited communications or direct marketing.

11. DATA RETENTION

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including service delivery, business administration, legal compliance, security, dispute resolution, and the establishment or defence of legal claims.

Retention periods may depend on:

• The type and sensitivity of the information.
• The purpose for which it was collected.
• The duration of a client or business relationship.
• Applicable contractual and legal obligations.
• Relevant limitation periods and record-keeping requirements.
• The need to resolve disputes or investigate security incidents.

When personal information is no longer required, we will take reasonable steps to delete it, anonymise it, or securely dispose of it, subject to applicable legal requirements and legitimate retention needs.

Information contained in backups or technical archives may remain for a limited period until it is deleted or overwritten through ordinary retention procedures, where permitted by law.

12. DATA SECURITY & CONFIDENTIALITY

We recognise the importance of protecting personal information against unauthorised access, loss, misuse, alteration, disclosure, and destruction.

Depending on the nature of the information and the risks involved, we aim to apply appropriate technical and organisational security measures, which may include:

• Access restrictions and authorisation controls.
• Password and account security measures.
• Secure data transmission where supported.
• System monitoring and security logging.
• Backup and recovery procedures where appropriate.
• Confidentiality obligations for relevant personnel and service providers.
• Reasonable procedures for handling suspected security incidents.
• Periodic review of relevant security measures.

No method of electronic transmission, storage, or processing can be guaranteed to be completely secure. Accordingly, we cannot guarantee absolute security.

You should avoid sending passwords, payment card details, identity documents, or other highly sensitive information through ordinary email unless the information is necessary and an appropriate secure method has been agreed.

13. DATA PROTECTION COMPLIANCE & GOVERNANCE

Imperial Insights AI aims to handle personal information responsibly and in accordance with applicable privacy and data protection obligations.

Our approach is based on the following principles, where applicable:

Purpose limitation: Personal information should be collected and used for identified, legitimate purposes.

Data minimisation: Information collected should be relevant and limited to what is reasonably necessary for the intended purpose.

Accuracy: Reasonable steps should be taken to correct inaccurate personal information where appropriate.

Storage limitation: Personal information should not be retained longer than necessary, subject to legal and legitimate retention requirements.

Confidentiality and security: Appropriate measures should be used to protect information from unauthorised access, disclosure, loss, or misuse.

Accountability: Relevant data handling practices should be reviewed and managed in a manner appropriate to the nature and scale of processing.

Respect for individual rights: Applicable privacy requests and objections should be handled in accordance with the law.

Where we engage third-party service providers to process personal information, we aim to select appropriate providers and apply relevant contractual, security, and confidentiality safeguards.

Where required by applicable law, we will maintain appropriate records, respond to regulatory requests, and cooperate with competent authorities.

Nothing in this policy should be interpreted as a claim that Imperial Insights AI holds a particular privacy certification, has completed a specific external audit, or complies with a standard that has not been independently verified.

14. DATA BREACHES & SECURITY INCIDENTS

If we become aware of a suspected or confirmed security incident involving personal information, we will take reasonable steps appropriate to the circumstances to investigate, contain, and address the incident.

Depending on the nature and severity of the incident, our response may include:

• Investigating the incident and its potential impact.
• Taking steps to prevent further unauthorised access or disclosure.
• Restoring affected systems where appropriate.
• Assessing the types of information and individuals affected.
• Documenting relevant findings and remedial measures.
• Notifying affected individuals or competent authorities where required by applicable law.

Any notification will be made in accordance with applicable legal requirements and relevant circumstances.

We do not promise that every security incident can be prevented or that every incident will result in notification where notification is not legally required.

15. INTERNATIONAL DATA TRANSFERS

Imperial Insights AI may use service providers, technology platforms, or business partners located in countries other than the country in which personal information was originally collected.

As a result, personal information may be transferred to or accessed from another jurisdiction, depending on the services used and the nature of the business activity.

Where international transfers are subject to applicable data protection requirements, we aim to ensure that an appropriate legal basis and any required transfer safeguards are in place.

Depending on the applicable law and circumstances, safeguards may include contractual protections, recognised transfer mechanisms, or other measures permitted by law.

The privacy protections and legal requirements of another jurisdiction may differ from those of the jurisdiction in which you reside.

For questions about relevant international transfers, you may contact us using the details provided in this policy.

16. YOUR PRIVACY RIGHTS

Depending on your location, the applicable law, and the circumstances of processing, you may have certain rights concerning your personal information.

These rights may include:

Right of access: Request information about whether we process your personal information and, where legally required, obtain access to that information.

Right to correction: Request correction of inaccurate or incomplete personal information.

Right to deletion: Request deletion of personal information where the applicable legal conditions are satisfied.

Right to restriction: Request restriction of processing in circumstances recognised by applicable law.

Right to object: Object to certain processing activities where applicable law provides this right.

Right to withdraw consent: Withdraw consent where processing is based on consent. Withdrawal does not affect the lawfulness of processing carried out before withdrawal.

Right to data portability: Request a copy of certain personal information in a structured, commonly used, machine-readable format where this right applies.

Rights concerning automated decisions: Request information or exercise applicable rights concerning certain automated decisions or profiling where required by law.

Right to complain: Submit a complaint to a competent data protection authority where permitted by applicable law.

These rights are not absolute and may be subject to legal exceptions, verification requirements, and other restrictions.

To submit a privacy request, contact:

Email: compliance@imperialinsightsai.com
Subject: Privacy Rights Request

Please describe your request clearly and provide enough information for us to understand and assess it.

We may request reasonable information to verify your identity and protect personal information from unauthorised disclosure. We will not request unnecessary identity information.

We aim to respond within the period required by applicable law. If we cannot fulfil a request, we will explain the reason where legally required.

There is no charge for ordinary requests unless applicable law permits a reasonable fee or another lawful exception applies.

17. CHILDREN'S PRIVACY

Our website and business services are intended for business and professional audiences and are not knowingly directed at children.

We do not knowingly collect personal information directly from children where doing so would violate applicable law.

If you believe that a child has provided personal information to us in circumstances where collection was not appropriate, please contact compliance@imperialinsightsai.com.

We will review the matter and take appropriate steps in accordance with applicable law.

18. THIRD-PARTY WEBSITES, PLATFORMS & SERVICES

Our website or communications may contain links to third-party websites, platforms, tools, or services.

Those third parties may have their own privacy policies, terms, security practices, and data collection methods.

Unless expressly stated otherwise, Imperial Insights AI does not control third-party websites or their independent data processing activities and is not responsible for their privacy practices.

We encourage you to review the relevant third-party privacy notices before providing personal information to those services.

A link to a third-party website does not, by itself, constitute an endorsement of that website or its privacy practices.

19. PUBLICLY AVAILABLE INFORMATION

Some business and professional information may be accessible through public websites, company directories, professional networking platforms, official registers, or other publicly accessible sources.

Where we process publicly available information, we aim to do so for relevant and legitimate purposes and in accordance with applicable law.

We do not treat the public availability of information as unrestricted permission to collect, combine, publish, disclose, or use it for any purpose.

Where required, we will respect applicable restrictions, objections, removal requests, and other privacy rights.

If you believe that personal information relating to you has been processed inappropriately, please contact us so that we can review your concern.

20. INFORMATION PROVIDED BY CLIENTS OR OTHER THIRD PARTIES

In some circumstances, a client, business partner, or other authorised party may provide personal information to us in connection with an agreed service.

Where a client provides information about other individuals, the client is responsible for ensuring that it has the necessary authority and lawful basis to provide that information and request the relevant processing.

Where applicable, clients should provide any required privacy notices and obtain any necessary permissions or consents before sharing personal information with us.

Depending on the nature of the service and the applicable law, Imperial Insights AI may act as a data controller, data processor, or in another legally recognised capacity.

Our responsibilities will depend on the actual processing activities, the relevant agreements, and applicable law.

Where we process personal information on behalf of a client, we will handle that information in accordance with the applicable contractual instructions and legal obligations.

If you have a privacy question relating to information provided by one of our clients, you may contact us. We may need to refer the request to the relevant client or coordinate with that client where legally appropriate.

21. DATA PROCESSORS & THIRD-PARTY SERVICE PROVIDERS

We may engage third-party service providers to support our business and website operations.

Depending on the services actually used, these providers may include:

• Website hosting and infrastructure providers.
• Cloud storage and data management providers.
• Business communication and email platforms.
• Customer relationship management systems.
• Analytics and website performance tools.
• AI and automation platforms.
• Security, backup, and technical support providers.

Third-party providers may process personal information only as necessary for the relevant services, subject to their contractual arrangements, applicable privacy obligations, and their role in the processing.

Where required by applicable law, we aim to establish appropriate data processing terms and safeguards with relevant providers.

The identity of the providers and the specific data processed may vary as our website, technology stack, and services evolve.

22. YOUR RESPONSIBILITIES WHEN PROVIDING INFORMATION

When you provide personal information to Imperial Insights AI, you should ensure that the information is accurate to the best of your knowledge and that you are authorised to provide it where required.

If you provide personal information about another individual, you should ensure that you have an appropriate legal basis or authority to do so and that any required notice or consent has been obtained.

You should not submit information that you are not authorised to disclose or that is unnecessary for the purpose of your enquiry or service request.

If your contact details change, you may contact us to request an update where appropriate.

23. UNITED ARAB EMIRATES & OTHER APPLICABLE PRIVACY LAWS

Imperial Insights AI operates in a business environment connected with the United Arab Emirates.

Personal information may be subject to applicable UAE federal data protection legislation, relevant free-zone data protection laws, and other privacy requirements depending on the location of the relevant entity, the nature of the processing, and the circumstances involved.

Where applicable, processing may also be subject to privacy laws in other jurisdictions, including laws that apply because of an individual's location or the services being provided.

The applicability of any particular law depends on its legal scope and the relevant facts. This policy does not claim that every privacy law applies to every activity conducted by Imperial Insights AI.

Where more specific privacy information is required by applicable law or by the nature of a particular service, we may provide additional notices or contractual terms.

24. CHANGES TO THIS POLICY

We may update this Privacy Policy, Compliance & Data Protection Notice from time to time to reflect changes in our business activities, website technologies, service providers, processing practices, or applicable legal requirements.

When we make changes, we will update the “Last Updated” date displayed at the beginning of this policy.

Where required by applicable law, we will provide additional notice or seek consent for material changes affecting consent-based processing.

The updated policy will apply from its stated effective date, subject to applicable legal requirements.

We encourage you to review this page periodically to remain informed about our privacy and data protection practices.

25. CONTACT US — PRIVACY & DATA PROTECTION

If you have questions about this policy, wish to exercise a privacy right, want to raise a concern about the handling of personal information, or need to contact us regarding data protection, please use the details below.

Please use the email subject “Privacy Rights Request” for requests concerning access, correction, deletion, objections, or other privacy rights, and “Data Protection Concern” for general privacy or data protection concerns.

We will review and respond to requests in accordance with applicable law and the circumstances of the request.