This policy explains how Observe IQ Ltd ("Observe IQ", "we", "us") handles personal data when you visit this website, request a free scan, contact us or use the Observe IQ platform.
Observe IQ Ltd is the controller for the personal data described in this policy. You can reach us at privacy@observeiq.com.
The personal data we collect
Information you give us
- Contact details: name, work email address, company, role and telephone number where provided.
- Enquiry content: the message you send us and the topic you select.
- Account details: email address, name, workspace name and authentication data.
- Scan configuration: the website addresses you ask us to scan, the jurisdiction and rulesets you select, and any documents you upload.
- Billing details: company billing information and, where relevant, VAT details. Card details are handled by our payment provider and are not stored by us.
Information we collect automatically
- Usage data: pages visited, features used, scan history and timestamps.
- Technical data: IP address, browser type, device type, operating system and referring page.
- Cookie data: as described in our cookie policy. Non-essential cookies are set only with your consent.
Content we process on your instruction
When you run a scan, we retrieve and analyse content from the website addresses you provide and from documents you upload. That content may incidentally contain personal data, for example names in a testimonial or an example policy. We process it as processor on your behalf under our data processing terms.
Why we use it and our lawful bases
| Purpose | Lawful basis |
|---|---|
| Providing the platform and running scans you request | Performance of a contract |
| Responding to enquiries and demo requests | Legitimate interests, or performance of a contract |
| Sending service messages such as scan results and alerts | Performance of a contract |
| Sending regulatory updates and product news | Consent, or legitimate interests for existing business contacts |
| Measuring website and campaign performance | Consent, through cookie preferences |
| Securing the service, preventing misuse and keeping audit records | Legitimate interests, and legal obligation where applicable |
| Billing, accounting and tax records | Legal obligation |
Where we rely on legitimate interests, we have considered the impact on you and you can object at any time using the contact details above.
AI processing
Observe IQ uses large language models to help generate suggested wording. Only the content needed to produce a suggestion is sent to the model provider. Your website content, uploaded documents and findings are not used to train AI models, and our providers are contractually prevented from using them for that purpose. See our AI and legal disclaimer for more detail.
Who we share data with
- Hosting and infrastructure providers, who host the platform and store scan data.
- Model providers, for the generation of suggested wording under contractual restrictions on training and retention.
- Email delivery and CRM providers, to send service messages and manage enquiries.
- Analytics providers, where you have consented to analytics cookies.
- Payment providers, to take subscription payments.
- Professional advisers, auditors and authorities, where we are required to share information.
A current list of sub-processors is available in our data processing and security information, or on request.
International transfers
Our primary hosting is in the United Kingdom or the European Economic Area. Where a provider processes data outside the UK or the EEA, we rely on an adequacy decision, the UK International Data Transfer Agreement or Addendum, or the EU Standard Contractual Clauses, together with any additional safeguards required.
How long we keep it
- Enquiry records: 24 months from the last contact.
- Account and scan data: for the life of the account, then deleted or anonymised within 90 days of closure unless we must keep it longer.
- Uploaded documents: until you delete them, or until account closure.
- Billing records: seven years, to meet accounting and tax obligations.
- Website analytics: as set out in the cookie policy.
You can delete a document, a scan or a whole workspace at any time from within the platform.
Your rights
You have the right to access your personal data, to have inaccurate data corrected, to have data erased in certain circumstances, to restrict or object to processing, to data portability and to withdraw consent where we rely on it. You can also complain to a supervisory authority: the Information Commissioner's Office in the UK, or your local authority in the EU, including the Garante in Italy.
To exercise any right, email privacy@observeiq.com. We will respond within one month and will tell you if we need longer.
Security
We use encryption in transit and at rest, role-based access control, least-privilege administrative access, logging and regular review of our providers. Our security measures are described in our data processing and security information.
Changes
We will update this page when our processing changes and will record the revision date above. Material changes affecting existing customers will be notified by email or in-app.
Observe IQ is a compliance-support tool. Results should be reviewed by an appropriately qualified person. Observe IQ does not provide legal advice or guarantee regulatory compliance.