1. Who We Are
MagnifAI ("we", "us", "our") is an AI automation consultancy based in Leicester, UK. We provide custom AI assistant and workflow automation services to UK businesses. You can contact us at hello@magnifai.co.uk.
For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, MagnifAI is the data controller for the personal data collected through this website. Where MagnifAI provides AI assistant services to business clients, we act as a data processor on behalf of the client (the data controller) in respect of end-user conversation data.
2. What Data We Collect
We may collect and process the following categories of personal data:
a) Information You Provide Directly
- Contact form submissions (via Formspree): your name, email address, phone number, business name, and any message content you submit when requesting a demo or getting in touch.
- Email correspondence: any information you include when emailing us directly at hello@magnifai.co.uk.
b) Information Collected Automatically
- Chatbot interactions: the content of conversations you have with our on-site AI demo assistant. This may include questions, business details, and any other information you voluntarily share during the chat.
- Technical data: IP address, browser type, operating system, referring URLs, and pages visited, collected via our hosting provider (Vercel/GitHub Pages) server logs and any analytics tools in use. See our Cookie Policy for more detail.
c) Information Collected via MagnifAI-Powered AI Assistants
When you interact with an AI assistant deployed by one of our business clients (via website chat widget, Instagram, Facebook Messenger, WhatsApp, or email), the following data may be collected and processed:
- Conversation content: all messages exchanged between you and the AI assistant, including any personal information you voluntarily provide (such as your name, email address, phone number, or details about your enquiry).
- Contact information: where you share contact details during a conversation, these may be captured and stored as a lead on behalf of the business you are communicating with.
- Channel identifiers: platform-specific identifiers (such as your Instagram or Facebook user ID, WhatsApp phone number, or email address) used to maintain your conversation thread across sessions.
This data is stored securely and is accessible to both the business client and MagnifAI for the purposes described in Section 3 below.
3. How We Use Your Data
We use your personal data for the following purposes:
- Responding to your enquiries and providing the services you have requested.
- Following up on demo requests and sales conversations.
- Improving our website and AI assistant based on usage patterns.
- Maintaining, monitoring, and improving AI assistant performance: MagnifAI has access to conversation data processed through our platform for the purposes of quality assurance, ensuring the AI assistant is performing accurately, and continuously improving the service we deliver to our clients and their customers.
- Service delivery: storing and processing conversation data to provide the AI assistant service, including maintaining conversation context, capturing leads, and routing enquiries to the appropriate business.
- Complying with our legal and regulatory obligations.
4. Our Lawful Basis for Processing
Under UK GDPR, we rely on the following lawful bases:
- Legitimate Interests (Article 6(1)(f)): For processing enquiry and contact form data to follow up with prospective clients. We have assessed that our legitimate interest in responding to business enquiries does not override your rights and freedoms, given the B2B context and the fact that you have actively initiated contact.
- Contract Performance (Article 6(1)(b)): Where we are taking steps to enter into, or performing, a contract with you.
- Legal Obligation (Article 6(1)(c)): Where we are required to process data to comply with UK law.
5. Third-Party Processors
We use the following third-party services that may process your data on our behalf:
- Formspree (form submissions): Formspree processes contact form data on our behalf and is subject to its own privacy policy. Data is transmitted securely and used solely to deliver your message to us.
- Vercel / GitHub Pages (website hosting): Our website is hosted on Vercel and/or GitHub Pages. These platforms may log standard server access data including IP addresses.
- AI / LLM providers: Our AI assistants are powered by Anthropic's Claude language model via the Anthropic API. Under Anthropic's current commercial API terms, prompts and outputs may be processed across multiple regions and customer data may be stored in the United States, unless otherwise agreed with Anthropic. Anthropic states that commercial API data is not used to train models by default. We apply appropriate contractual and organisational safeguards for UK GDPR compliance and do not claim UK-only data residency.
- Supabase (database hosting): Conversation data, lead information, and client configuration data are stored securely in a Supabase-hosted PostgreSQL database with encryption at rest and in transit.
- Google Fonts: Fonts are loaded from Google servers, which may log your IP address.
All third-party processors are contractually obligated to handle your data in accordance with UK GDPR.
6. MagnifAI Platform & Data Processing
MagnifAI operates a multi-tenant AI assistant platform that provides chatbot services to business clients across multiple communication channels (website, Instagram, Facebook Messenger, WhatsApp, and email).
Our role as data processor
When a business client uses the MagnifAI platform to provide an AI assistant to their customers, the business client is the data controller and MagnifAI is the data processor under UK GDPR. This means:
- The business client determines the purposes and means of processing their customers' personal data.
- MagnifAI processes this data on behalf of the client, in accordance with their instructions and our contractual obligations.
- MagnifAI has access to conversation data for the purposes of maintaining, monitoring, and improving the AI assistant's performance and ensuring quality of service. This is a core part of our service delivery.
What data MagnifAI accesses and why
MagnifAI accesses conversation data processed through the platform for the following legitimate business purposes:
- Service delivery: processing messages, maintaining conversation context, and generating AI responses.
- Quality monitoring: reviewing conversations to ensure the AI assistant is performing accurately and appropriately for the business context.
- Service improvement: analysing conversation patterns to improve AI system prompts, response quality, and overall platform performance.
- Lead management: capturing contact information voluntarily shared by end users and making it available to the business client for follow-up.
- Technical support: investigating and resolving technical issues reported by clients or end users.
MagnifAI will not sell, rent, or share conversation data with unrelated third parties. Data is only shared with the business client on whose behalf it was collected and with the third-party processors listed in Section 5.
7. Data Retention
We retain personal data only for as long as necessary:
- Contact form enquiries: up to 24 months from last contact, or until you request deletion.
- Client account, contractual, and billing records: for the duration of our engagement plus up to 6 years where reasonably required for legal, tax, accounting, or dispute-handling purposes.
- AI assistant conversation data: for the duration of the client's service agreement, plus up to 12 months after termination to allow for data export and handover. Clients may request earlier deletion of specific conversation data.
- Lead data: retained for the duration of the client's service agreement, or until the end user or client requests deletion.
- Server logs: typically 30–90 days, depending on the hosting provider's default retention.
8. Your Rights
Under UK GDPR, you have the following rights:
- Right of access: You can request a copy of the personal data we hold about you.
- Right to rectification: You can ask us to correct inaccurate data.
- Right to erasure ("right to be forgotten"): You can request that we delete your personal data. To request deletion, email hello@magnifai.co.uk with the subject line "Data Deletion Request".
- Right to restrict processing: You can ask us to limit how we use your data.
- Right to data portability: You can request your data in a machine-readable format.
- Right to object: You can object to processing based on legitimate interests.
- Rights related to automated decision-making: You have the right not to be subject to solely automated decisions that produce significant effects on you. See our AI Disclaimer for details of how we handle this in practice.
To exercise any of these rights, please email hello@magnifai.co.uk. We will respond within 30 days.
9. Data Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, disclosure, alteration, or destruction. All data transmitted to and from our website uses TLS encryption (HTTPS). Contact form data is transmitted securely via Formspree.
10. International Transfers
We prioritise the use of GDPR-compliant service providers and UK-based infrastructure wherever possible. Our database is hosted in the UK/EU. Our AI assistants currently run via the Anthropic API; under Anthropic's current commercial API terms, prompts and outputs may be processed across multiple regions and customer data may be stored in the United States, unless otherwise agreed with Anthropic. We apply appropriate contractual and organisational safeguards for all international transfers and do not claim UK-only data residency.
11. Children's Data
Our services are directed at businesses, not individuals under the age of 18. We do not knowingly collect personal data from children.
12. Changes to This Policy
We may update this Privacy Policy from time to time. The "Last updated" date at the top of this page will reflect any changes. Continued use of the website after changes constitutes acceptance of the updated policy.
13. Contact & Complaints
If you have any questions about this Privacy Policy or how we handle your data, please contact us at hello@magnifai.co.uk.
If you are unhappy with how we have handled your data, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk.