2. The website is not a worker-data service

The public website does not ask for, and is not intended or authorised to collect, individual worker records. Do not submit worker names, identity or right-to-work documents, payroll or bank details, tax information, health information, employment records, special-category information or criminal-offence information through any public form or Ask AI.

Public pages may describe how a future or controlled ICCE environment could handle worker-related activity. That explanatory content does not mean that the public website currently collects the related worker information. If worker information is submitted to us inadvertently, we may restrict, delete or otherwise handle it as required by law.

3. Personal information we may handle

A company name is not normally personal information, but the details of an identifiable contact are. Depending on how you use the website, we may handle:

• Business contact and profile details: name, work email, telephone number, job title, organisation, website, organisation type and organisation size.
• Submissions and preferences: the purpose of an access request, consultation focus, event or participation interests, preferred next steps, confidentiality preference, acknowledgements and free-text comments.
• Ask AI information: prompts, responses, recent conversation history, the page from which a question was asked, basic visitor context and, if you choose to provide them, your name and work email.
• Communications: correspondence, meeting arrangements, follow-up choices and records needed to answer or manage a request.
• Technical and security information: IP address, browser and device information, requested URL, referral information, dates, times and server or security events generated when the website is used.

We normally obtain this information directly from you. We may also receive business contact information from a colleague, employer or organisation that nominates you as its contact. Technical information is produced automatically by browsers, hosting infrastructure and security services.

You are not under a statutory or contractual obligation to make a website submission. Fields shown as required are needed so that we can identify, assess and respond to the request; optional fields can be left blank. If required information is not provided, we may be unable to process the submission or provide the requested access or follow-up.

4. Why we use personal information and our lawful bases

When we rely on legitimate interests, we consider the purpose, necessity and effect on the people concerned. You may object to processing based on legitimate interests as described in section 9.

We do not treat an access request or Ask AI conversation as permission to send unrelated marketing. Electronic marketing is sent only where permitted by law, and every marketing message will provide a way to opt out.

5. Ask AI conversations

Ask AI is an automated information feature. Your prompt, relevant recent conversation history, page address and basic visitor context may be relayed to service providers that help generate and deliver a response. We and those providers may process the conversation to operate the feature, investigate errors or misuse, review response quality, improve the service and produce statistical readings about subjects, usage and performance.

Statistical outputs may be aggregated or anonymised. Once information has been effectively anonymised so that no person is identifiable, it is no longer personal information under data-protection law.

If you choose to save a conversation, a shareable record may be created. Anyone who receives its link may be able to view that record, so check its content before sharing. Providing a name and work email for follow-up is optional.

Do not enter personal worker information, special-category information, confidential material or information you are not authorised to disclose into Ask AI.

We do not use website personal information to make solely automated decisions that produce legal or similarly significant effects. Ask AI responses are informational and are not decisions about access, employment, eligibility or any other legal right.

6. Browser storage, search and server logs

Ask AI uses local browser storage to keep a short recent conversation on your device. The current local session expires after one hour and can be cleared sooner using the conversation controls. Local browser storage is not the same as the server-side copy that may be created when a conversation is submitted or saved.

The Ctrl+K site search runs in your browser against the public website directory. The words you type into that search box are not intentionally sent to us by the search feature.

Like most websites, our hosting, content-delivery and security services may create technical logs when a page or resource is requested. We do not currently use the public site for advertising cookies or cross-site behavioural profiling. If we introduce non-essential cookies or similar technology, we will provide any notice and consent controls required by law.

7. Who receives information and international transfers

We may disclose information only where reasonably necessary to:

• authorised Augscape personnel and companies supporting the Episodic ICCE project;
• website hosting, infrastructure, security, communications, form-handling and AI service providers acting under appropriate terms;
• professional advisers, insurers, auditors and prospective transaction advisers where confidentiality protections apply;
• an event organiser or project partner where this is necessary to fulfil the specific request you made and is made clear in context; or
• courts, regulators, law-enforcement bodies or other authorities where disclosure is required or legally permitted.

Some providers may process information outside the United Kingdom. Where UK data-protection law treats this as a restricted transfer, we use a lawful transfer mechanism, such as UK adequacy regulations, the UK International Data Transfer Agreement or UK Addendum with an appropriate risk assessment, unless a specific legal exception applies. You may contact us for more information about relevant safeguards.

8. How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose for which it was obtained, including:

• organisation submissions and correspondence while a request is assessed or an engagement remains active, followed by the limited period needed to record the outcome, manage follow-up, prevent duplicate handling and establish or defend claims;
• Ask AI data while needed to deliver the conversation, maintain a requested share record, investigate security or quality issues, improve the feature and complete relevant analysis;
• technical logs for the period needed for security, troubleshooting and service integrity; and
• records that must be retained to meet legal, regulatory, tax, accounting or insurance requirements.

We consider the amount, nature and sensitivity of the information, the risk of harm, the purpose, legal requirements and whether the purpose can be achieved by other means. At the end of the applicable period, information is deleted or anonymised. Aggregated anonymous statistics may be kept for longer because they no longer identify an individual.

9. Your data-protection rights

Depending on the circumstances, UK data-protection law may give you the right to:

• ask for access to your personal information and a copy of it;
• ask us to correct inaccurate or incomplete information;
• ask us to erase information;
• ask us to restrict how information is used;
• object to processing based on legitimate interests or for direct marketing;
• receive information you provided in a portable format where the right applies; and
• withdraw consent at any time where processing relies on consent, without affecting earlier lawful processing.

These rights are not absolute and exemptions may apply. We may need information to confirm your identity and locate the relevant records. We normally respond within one month after receiving a valid request, although the law allows an extension of up to a further two months for a complex request or multiple requests. There is normally no fee.

Submit a subject access request or another data request to partnerships@augscape.com. Please state that your request concerns the public Episodic ICCE website and provide enough detail for us to identify the relevant interaction.

10. Security, children, contact and complaints

Security

We use proportionate technical and organisational measures designed to protect information against unauthorised access, loss, alteration or disclosure. No internet service can guarantee absolute security, so please avoid sending information that the website does not request.

Children

This business website is intended for adults acting in a professional or organisational capacity. It is not directed to children, and we do not knowingly seek personal information from anyone under 18 through the public website.

Questions and complaints

The clearest route for a data-protection complaint is to email partnerships@augscape.com with the subject "Data protection complaint". We will also recognise a complaint made through another reasonable channel. Describe what happened, the website interaction concerned, the outcome you seek and any supporting information. We will acknowledge the complaint within 30 days, take appropriate steps to investigate without undue delay, keep you informed where needed and tell you the outcome.

You also have the right to complain to the Information Commissioner's Office. We would welcome the opportunity to address your concern first, but you do not have to contact us before approaching the ICO.

Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. Visit ico.org.uk/make-a-complaint.

Changes to this policy

We may update this policy when the website, its data uses or the law changes. The latest version will be published on this page with a revised update date. We will use a more prominent notice if a change materially affects how existing personal information is used.