Privacy Policy

1. Who We Are

Photon AI Ltd is the data controller responsible for your personal data. We are a company incorporated in England and Wales with company registration number 16441638. Our registered address and full contact details are available at photonai.ai.

For data protection purposes, we are registered with the Information Commissioner's Office (ICO) in the United Kingdom.

2. Data We Collect

We collect personal data in the following circumstances:

• Contact and enquiry forms: name, email address, organisation, and the content of your message when you contact us via hello@photonai.ai, invest@photonai.ai, rfp@photonai.ai, or any other PhotonAI email address.
• Investor and procurement enquiries: company details, contact information, and any information you choose to provide when requesting our investor brief or participating in the RFP process.
• Career applications: CV/résumé data, contact details, and application materials submitted in response to our open roles.
• Website analytics: anonymised usage data including page views, browser type, device type, and referrer — collected via privacy-respecting analytics tools. We do not use this data to identify individuals.
• Cookies: see our Cookie Policy for details of the cookies we use.

3. How We Use Your Data

We use personal data only for the purposes for which it was collected:

• Responding to your enquiries and communications.
• Processing RFP submissions and managing our procurement process.
• Investor relations — distributing our investor brief and maintaining investor contact records.
• Evaluating job applications and contacting candidates.
• Improving our website and understanding how visitors use it.
• Complying with legal obligations applicable to us in the UK and other jurisdictions in which we operate.

We do not sell, rent, or share your personal data with third parties for marketing purposes.

4. Legal Basis for Processing

We process personal data under the following legal bases under UK GDPR:

• Legitimate interests: responding to your enquiries, managing our business, improving our website.
• Contract: processing data necessary to enter into or perform a contract with you (including RFP and procurement processes).
• Consent: where you have explicitly consented to data processing (such as subscribing to communications).
• Legal obligation: where processing is required to comply with applicable law.

5. International Transfers

Photon AI Ltd operates as a pan-African infrastructure company and may process or store data in countries outside the UK and European Economic Area, including in Africa. Where we transfer data internationally, we ensure appropriate safeguards are in place in accordance with UK GDPR, including standard contractual clauses where required.

6. Data Retention

We retain personal data only as long as necessary for the purpose for which it was collected. Contact and enquiry data is retained for a maximum of 3 years. RFP and procurement data is retained for 7 years for legal and audit purposes. Career application data is retained for 12 months after the close of a recruitment process unless you consent to longer retention.

7. Your Rights

Under UK GDPR, you have the right to: access your personal data; correct inaccurate data; request erasure of your data; object to processing; restrict processing; and data portability. To exercise any of these rights, contact us at privacy@photonai.ai. You also have the right to lodge a complaint with the ICO at ico.org.uk.

8. Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or disclosure. All data transmitted to our email and web systems is encrypted in transit.

9. Changes to This Policy

We may update this Privacy Policy from time to time. The effective date at the top of this page indicates when it was last revised. Material changes will be communicated where we hold contact details for affected individuals.

10. Contact

Data protection enquiries: privacy@photonai.ai
Legal correspondence: legal@photonai.ai
Photon AI Ltd · Registered in England and Wales · Company No. 16441638