Privacy Policy — Acoustic AI Systems Ltd

# PRIVACY POLICY & COOKIE POLICY

### Acoustic AI Systems Ltd

### Last updated: July 2026

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# PRIVACY POLICY

## 1. Who We Are

Acoustic AI Systems Ltd ("we", "us", "our") is a private limited company registered in England and Wales.

- **Company name:** Acoustic AI Systems Ltd

- **Registered address:** 114 Minster Road, Kent ME12 3JH

- **Company registration number:** 17286410

- **Email:** enquiries@acousticaisystems.co.uk

- **Website:** acousticaisystems.co.uk

We are the data controller responsible for your personal data collected through this website.

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## 2. What Data We Collect

We may collect the following personal data when you interact with our website:

**Data you provide directly:**

- Name

- Organisation name and job title

- Email address

- Telephone number

- The nature of your enquiry or requirement (submitted via our contact form)

**Data collected automatically:**

- IP address

- Browser type and version

- Pages visited and time spent on each page

- Referring website

- Device type and operating system

We do not collect any special category data (such as health information, ethnicity, or biometric data) through this website.

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## 3. How We Use Your Data

We use the personal data you provide to:

- Respond to your consultation request or enquiry

- Provide information about our products and services relevant to your stated requirements

- Send follow-up communications related to your enquiry (you may opt out at any time)

- Comply with legal and regulatory obligations

We use automatically collected data to:

- Analyse website traffic and improve the performance and content of our site

- Understand how visitors find and navigate our website

- Ensure the security and proper functioning of the site

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## 4. Legal Basis for Processing

We process your personal data on the following legal grounds under the UK General Data Protection Regulation (UK GDPR):

- **Legitimate interests** — to respond to business enquiries and manage our commercial relationships

- **Contractual necessity** — where processing is necessary to take steps prior to entering a contract

- **Legal obligation** — where we are required to process data to comply with applicable law

- **Consent** — where you have given explicit consent, such as opting in to marketing communications

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## 5. How We Share Your Data

We do not sell, rent, or trade your personal data to third parties.

We may share your data with:

- **Deeply Inc.** (South Korea) — our technology partner, where relevant to fulfilling your enquiry. Any transfer of data to Deeply Inc. is conducted under appropriate safeguards in accordance with UK GDPR requirements for international data transfers.

- **IT and hosting service providers** — including Squarespace Inc. (our website platform), who process data on our behalf under a data processing agreement

- **Professional advisors** — including legal, financial, and compliance advisors, under obligations of confidentiality

- **Regulatory authorities** — where required by law

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## 6. International Data Transfers

Our website is hosted by Squarespace Inc., which operates servers in the United States. Squarespace participates in the UK-US data bridge framework. Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place in accordance with UK GDPR.

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## 7. Data Retention

We retain your personal data only for as long as is necessary for the purposes set out in this policy:

- **Enquiry data** — retained for up to 2 years from the date of your last contact with us, or until you request deletion

- **Website analytics data** — retained in accordance with the retention settings of our analytics provider (typically 26 months)

After the relevant retention period, your data will be securely deleted or anonymised.

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## 8. Your Rights

Under UK GDPR, you have the following rights in relation to your personal data:

- **Right of access** — to request a copy of the personal data we hold about you

- **Right to rectification** — to request correction of inaccurate or incomplete data

- **Right to erasure** — to request deletion of your personal data in certain circumstances

- **Right to restrict processing** — to request that we limit how we use your data

- **Right to data portability** — to receive your data in a structured, machine-readable format

- **Right to object** — to object to processing based on legitimate interests or for direct marketing

- **Right to withdraw consent** — where processing is based on consent, to withdraw it at any time

To exercise any of these rights, please contact us at: **enquiries@acousticaisystems.co.uk**

We will respond to all valid requests within one calendar month.

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## 9. Complaints

If you are unhappy with how we handle your personal data, you have the right to lodge a complaint with the UK's data protection regulator:

**Information Commissioner's Office (ICO)**

Website: ico.org.uk

Helpline: 0303 123 1113

We would, however, appreciate the opportunity to address your concerns directly before you contact the ICO. Please contact us at enquiries@acousticaisystems.co.uk in the first instance.

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## 10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. The date at the top of this page will be updated accordingly. We encourage you to review this policy periodically.

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## 11. Contact Us

For any questions about this Privacy Policy or how we handle your personal data:

**Acoustic AI Systems Ltd**

Email: enquiries@acousticaisystems.co.uk

Website: acousticaisystems.co.uk

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# COOKIE POLICY

## 1. What Are Cookies

Cookies are small text files placed on your device when you visit a website. They are widely used to make websites work efficiently and to provide information to the website operator.

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## 2. How We Use Cookies

Our website uses cookies for the following purposes:

### Essential Cookies

These cookies are necessary for the website to function correctly. They cannot be disabled. They include cookies that enable you to navigate the site and use its features.

| Cookie | Purpose | Duration |

|---|---|---|

| Squarespace session cookie | Maintains your session and site preferences | Session |

| CSRF token | Security — prevents cross-site request forgery | Session |

### Analytics Cookies

These cookies help us understand how visitors interact with our website by collecting information anonymously. We use this data to improve our site.

|---|---|---|---|

### Functional Cookies

These cookies allow the website to remember choices you make and provide enhanced features.

| Cookie | Purpose | Duration |

|---|---|---|

| Squarespace preferences | Remembers your cookie consent choice | 1 year |

We do not use advertising or targeting cookies. We do not share cookie data with advertising networks.

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## 3. Managing Cookies

When you first visit our website, you will be presented with a cookie consent banner. You can choose to accept or decline non-essential cookies at that point.

You can also manage cookies through your browser settings. Most browsers allow you to:

- View cookies stored on your device

- Delete individual or all cookies

- Block cookies from specific websites

- Block all cookies

Please note that disabling certain cookies may affect the functionality of our website.

**Browser cookie settings:**

- Chrome: Settings → Privacy and Security → Cookies

- Firefox: Settings → Privacy & Security → Cookies and Site Data

- Safari: Preferences → Privacy → Cookies

- Edge: Settings → Cookies and Site Permissions

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## 4. Third-Party Cookies

Our website may include content or links from third-party services (such as Google Analytics). These third parties may set their own cookies. We do not control these cookies and recommend reviewing the privacy policies of any third-party services you interact with.

**Google Analytics privacy policy:** policies.google.com/privacy

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## 5. Changes to This Policy

We may update this Cookie Policy from time to time. The date at the top of this page will reflect the most recent update.

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## 6. Contact Us

If you have any questions about our use of cookies:

**Acoustic AI Systems Ltd**

Email: enquiries@acousticaisystems.co.uk

Website: acousticaisystems.co.uk