Pursiva AI — Privacy Policy

This Privacy Policy explains how Pursiva AI collects, uses, stores and protects personal information when you use our websites, applications and related services (“Service”). Pursiva AI is operated by [FULL UK LEGAL COMPANY NAME], a company registered in the United Kingdom (“Pursiva AI”, “we”, “us” or “our”). We are committed to handling personal information responsibly, transparently and securely. 1. Who This Policy Applies To This Privacy Policy applies to individuals who: visit the Pursiva AI website; create or use a Pursiva AI account; are invited to an organisation or workspace; administer an organisation using Pursiva AI; communicate with us regarding the Service; or otherwise have personal information processed through Pursiva AI. It applies regardless of the user's role within an organisation. Where an organisation uses Pursiva AI to process personal information contained within tender documents, company knowledge, responses or other Customer Content, that organisation may be responsible for that information and Pursiva AI may process it on the organisation's behalf. 2. Information We Collect We collect information reasonably required to provide, secure, operate and support Pursiva AI. This may include: Account information, such as your name, email address, organisation, role and authentication information. Organisation information, such as organisation name, country, company profile and other business information supplied by authorised users. Customer Content, including tender and procurement documents, requirements, responses, company knowledge, supporting evidence, uploaded files and other information submitted to Pursiva AI. Customer Content may incidentally contain personal information about individuals, such as names, business contact details, personnel information or other information contained within procurement documents. Usage and technical information, such as login activity, IP address, browser or device information, security events and application activity required to operate, protect and troubleshoot the Service. Subscription and transaction information, such as subscription plan, billing status, invoices and payment status. We seek to collect and process only information reasonably necessary for the purposes for which Pursiva AI is provided. 3. How We Use Information We may use personal information to: create and manage accounts and organisations; authenticate users and maintain account security; provide tender, bid and procurement-response functionality; upload, store, parse and process documents; analyse tender requirements and Customer Content; generate or assist with responses, translations, assessments and other AI-supported functions; maintain organisational knowledge and reusable content; administer subscriptions and billing; provide customer support; monitor usage and apply relevant plan limits; detect, investigate and prevent misuse, fraud and security incidents; maintain necessary operational and audit records; maintain and improve the reliability, security and functionality of the Service; communicate important account, service and subscription information; and comply with applicable legal obligations. 4. Customer Content Your organisation retains ownership of Customer Content provided to Pursiva AI. We process Customer Content as necessary to provide, operate, secure and support the Service and for other purposes permitted by our agreement with the customer and applicable law. Customers are responsible for ensuring that they have the necessary authority and lawful basis to provide personal information contained within Customer Content to Pursiva AI. We do not acquire ownership of Customer Content merely because it is uploaded to or processed through Pursiva AI. 5. Artificial Intelligence Processing Pursiva AI uses artificial intelligence to provide certain product functions. These may include tender analysis, requirement extraction, response generation and improvement, translation, qualification assistance, compliance analysis and related functionality. When an AI-enabled function is used, information relevant to that function may be processed using an authorised AI service provider. Pursiva AI is designed to send only information reasonably necessary to perform the relevant AI task rather than unnecessarily providing an organisation's entire workspace or document collection. Different AI providers or models may be used depending on service configuration, functionality, availability and other operational requirements. AI processing may therefore involve an authorised third-party provider and may occur outside the country in which the customer or user is located. We take reasonable steps to use appropriate provider arrangements and safeguards where required. AI-assisted outputs remain subject to appropriate human review. 6. Service Providers We use third-party service providers to help operate Pursiva AI. These may provide services including: application and cloud hosting; databases, authentication and storage; artificial intelligence processing; file security and malware scanning; payment and subscription processing; email and service communications; security and network services; and other operational infrastructure. These providers may process information on our behalf where necessary to provide their services. We take reasonable steps to select appropriate providers and apply contractual, technical and organisational safeguards appropriate to the nature of the processing. Third-party providers operate their own infrastructure and services. Their systems may occasionally experience outages, security incidents, service failures or other events outside Pursiva AI's direct control. Where an incident affecting personal information occurs, we will take reasonable steps appropriate to the circumstances, including working with the relevant provider and meeting applicable legal obligations. We may replace, change or reconfigure service providers where reasonably necessary for security, availability, functionality, regulatory, operational or commercial reasons. The use of a particular provider at any given time should not be understood as a commitment that the same provider will always be used. 7. Payments Payments may be processed using an authorised third-party payment provider. Pursiva AI is designed to use hosted or tokenised payment processes and does not intend to store complete payment-card numbers or card security codes within the Pursiva AI application. Payment providers may process personal and payment information in accordance with their own legal obligations and privacy terms. We may retain information concerning subscriptions, invoices, transaction status and related billing records where required for operation of the Service, accounting, taxation, fraud prevention or other legal purposes. 8. File Security Files uploaded to Pursiva AI may be subject to security and malware checks before being trusted or processed. A specialist file-security provider may therefore process information necessary to inspect an uploaded file for malicious or unsafe content. Files that fail applicable security checks may be rejected, blocked or quarantined. Security scanning reduces risk but cannot guarantee that every malicious or unsafe file will be detected. 9. Where Information Is Stored and Processed Pursiva AI is operated by a United Kingdom company and uses cloud infrastructure and specialist technology providers. Information may therefore be stored or processed in the United Kingdom, European Economic Area or other locations in which our authorised service providers operate. We do not represent that all Pursiva AI information is stored or processed exclusively in the United Kingdom or any other single country. Where personal information is transferred internationally and applicable UK data protection law requires specific safeguards, we will take appropriate steps as required by law. Our infrastructure and service providers may change over time, including the locations from which particular services are provided. 10. Security We use reasonable and appropriate technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse, alteration or disclosure. Depending on the relevant system and processing activity, these measures may include: encrypted communications; managed encryption at rest; authenticated access; organisation-level access controls; separation of customer organisations; role and permission controls; restricted administrative access; secure management of service credentials; file security scanning; operational logging and auditing; and appropriate monitoring and security controls. No internet, cloud, artificial intelligence, electronic storage or other technology service can guarantee absolute security. Customers and users are also responsible for maintaining appropriate account security, controlling access to their organisation and protecting their credentials. 11. Organisation Separation Pursiva AI is a multi-tenant service. Customer information is associated with the relevant organisation and access is controlled according to authentication, organisation membership and user permissions. We use technical and organisational controls designed to prevent users of one customer organisation from accessing another customer's information without authorisation. Users are responsible for ensuring that access granted within their own organisation is appropriate, including managing user invitations, roles and permissions available to them. 12. Data Retention We retain personal information and Customer Content only for as long as reasonably necessary for the purposes for which they are processed, our contractual obligations, security and audit requirements, and applicable law. Operational retention periods may vary according to subscription, account status and the applicable retention policy. Following subscription expiry or cancellation, Customer Content may be retained for a defined period to allow reactivation, export or orderly deletion. After the applicable retention period, information may become eligible for deletion. Certain information may be retained for longer where reasonably necessary for legal, tax, billing, fraud-prevention, security, dispute-resolution or audit purposes. Deleted information may also remain temporarily within secure backups until those backups are rotated or expire under applicable backup and retention procedures. 13. Data Export Authorised customers may be provided with functionality to export customer-owned information from Pursiva AI. Available exports may include information such as: company profile information; bids and associated information; requirements and responses; organisational knowledge; supported historical records; and other supported customer-owned information. Some stored files or large volumes of information may require a separate export process rather than being included within an immediate structured-data download. The format, content and availability of product-level exports may change as the Service develops. Product export functionality is separate from any statutory personal-data access rights that may apply. 14. Account Cancellation and Deletion Cancellation of a subscription does not necessarily result in immediate deletion of Customer Content. Applicable retention arrangements will be communicated through the Service. During an applicable retention period, information may remain stored to allow reactivation, export, support, dispute resolution or orderly deletion. When information becomes eligible for deletion, it may be removed from active systems subject to applicable legal, security, billing, audit and backup requirements. Where information has been shared with or processed by an authorised third-party provider as part of providing the Service, deletion will also be subject to applicable provider arrangements, retention requirements and technical processes. 15. Your Privacy Rights Under applicable UK data protection law, you may have rights in relation to your personal information, including rights to request access to, correction of, or deletion of your personal information and other rights provided by law. These rights may be subject to legal limitations and exemptions. Where Pursiva AI processes personal information on behalf of a customer organisation, we may refer a request to that organisation or assist it in responding. Requests concerning personal information may be made using the contact information below. We may need to verify your identity before acting upon a request where reasonably necessary to protect personal information from unauthorised access or disclosure. 16. Applicable Data Protection Law Pursiva AI is operated by a United Kingdom company and processes personal information in accordance with applicable UK data protection law. Where mandatory data protection requirements apply to particular processing activities, we will comply with those requirements as required by law. 17. Cookies and Similar Technologies Our website and application may use cookies or similar technologies necessary for authentication, security, session management and user preferences. If we introduce non-essential analytics, advertising or similar technologies that require consent, appropriate notices and consent controls will be provided where required. Our use of cookies and similar technologies may change as the Service develops. 18. Communications We may use your contact information to send communications necessary to operate Pursiva AI, such as account verification, security notices, subscription or billing information, service notifications and important changes affecting your account or the Service. Where we send optional marketing communications, we will provide applicable choices to unsubscribe or manage those communications where required. Service and security communications necessary for an account may still be sent even where optional marketing communications have been declined. 19. Children Pursiva AI is a business service intended for organisations and professional users. It is not designed or marketed as a service for children. We do not knowingly seek to collect personal information directly from children through account registration. 20. Changes to This Privacy Policy We may update this Privacy Policy as the Service, our processing arrangements, our service providers or applicable legal requirements change. The current version and effective date will be made available through Pursiva AI or our website. Where a change materially affects how personal information is processed, we will provide appropriate notice and, where required, request acknowledgement or other action. 21. Contact Us Questions, requests or concerns about this Privacy Policy or our processing of personal information may be sent to: Pursiva AI Operated by: [FULL UK LEGAL COMPANY NAME] Company number: [COMPANY NUMBER] Registered office: [REGISTERED ADDRESS] Privacy email: [PRIVACY EMAIL ADDRESS]