Privacy Policy
1. About this Privacy Policy
This Privacy Policy explains how Shanc, trading as Shanc (“Shanc”, “we”, “us” or “our”), collects and uses personal data when you:
- visit shanc.ai or another website operated by us that links to this Privacy Policy;
- request a demo or join a waiting list;
- subscribe to our communications;
- attend a meeting or event with us;
- contact or otherwise communicate with our team; or
- interact with us in the ordinary course of our business.
This Privacy Policy covers our public website and our business, sales and marketing interactions.
It does not govern personal data processed through the Shanc product on behalf of a customer. Where Shanc processes personal data contained in a customer’s systems or submitted to the Shanc product under a customer agreement, that processing is governed by the relevant customer agreement and data processing agreement.
2. Personal data we collect
The personal data we collect depends on how you interact with us.
Information you provide to us
You may provide us with:
- your name;
- work email address;
- telephone number;
- job title and professional role;
- employer or organisation;
- information about your organisation and intended use of Shanc;
- information submitted through demo, contact, event or waiting-list forms;
- meeting availability and scheduling information;
- marketing and communication preferences;
- correspondence and other communications with us; and
- any other information you choose to provide.
Please do not send confidential information, production credentials, database contents, personal data relating to other people or other sensitive information through a public website form unless we have specifically agreed that you may do so.
Information collected automatically
When you visit the Website, we and the providers supporting it may automatically collect:
- your IP address;
- browser type and version;
- device type and operating system;
- approximate location derived from your IP address;
- pages viewed and links clicked;
- dates, times and duration of visits;
- the page or service that referred you to the Website;
- campaign and UTM parameters;
- cookie and similar technology identifiers;
- error, diagnostic and performance information; and
- security and access logs.
Some of this information is collected through cookies and similar technologies. More information is available in our Cookie Policy.
Information received from other sources
We may receive professional or business contact information from:
- your employer or colleagues;
- event organisers;
- business partners;
- referrals;
- publicly available company websites;
- professional networking platforms; and
- other lawful public or commercial sources.
This may include your name, employer, professional role, work contact information and publicly available professional information.
Where another person provides us with your information, they should only do so where they are permitted to share it with us.
4. How and why we use personal data
We use personal data only where we have a lawful basis for doing so.
| Purpose | Types of personal data | Lawful basis |
|---|---|---|
| Responding to enquiries and demo requests | Contact details, company information, use-case information and correspondence | Our legitimate interests in responding to business enquiries; taking steps at your request before entering into a contract |
| Arranging and conducting meetings or demonstrations | Contact details, scheduling information and meeting communications | Our legitimate interests in managing business communications; taking steps at your request before entering into a contract |
| Evaluating whether Shanc is suitable for an organisation | Professional information, organisation information, use-case details and correspondence | Our legitimate interests in understanding prospective customers and developing our business |
| Managing business relationships | Contact information, professional information, correspondence and relationship history | Our legitimate interests in operating and developing our business |
| Operating, maintaining and improving the Website | Device information, usage information, analytics data and feedback | Your consent where required for non-essential cookies or similar technologies; our legitimate interests where the processing does not require consent |
| Measuring campaigns and advertising performance | Cookie identifiers, campaign information, conversion events and website activity | Your consent where required |
| Protecting the Website and our systems | IP addresses, security logs, device information and diagnostic information | Our legitimate interests in preventing fraud, misuse, unauthorised access and security incidents |
| Sending product news, event invitations and other marketing communications | Name, work contact details, employer, professional role and communication preferences | Your consent where required; otherwise, our legitimate interests in marketing Shanc to relevant business contacts |
| Recording and respecting marketing preferences | Contact details, subscription status and opt-out records | Compliance with legal obligations and our legitimate interests in respecting preferences and preventing unwanted communications |
| Complying with legal and regulatory requirements | Any information reasonably required for the relevant obligation | Compliance with a legal obligation |
| Establishing, exercising or defending legal claims | Contact information, communications, logs and other relevant records | Our legitimate interests in protecting our legal rights |
| Managing a sale, financing or reorganisation of our business | Relevant business and contact records | Our legitimate interests in managing a corporate transaction |
Where we rely on legitimate interests, we consider whether the processing is necessary and balance our interests against your interests, rights and freedoms.
Where we rely on consent, you may withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.
5. Marketing communications
We may send you information about Shanc, including product updates, relevant content, demonstrations and events.
We will obtain consent where applicable law requires it. In other circumstances, we may contact relevant business representatives where we have a legitimate interest in doing so and where electronic marketing rules permit it.
You may stop receiving marketing communications at any time by:
- using the unsubscribe link in an email; or
- contacting us at valeria@shanc.ai
We may retain a limited suppression record after you opt out so that we can respect your preference and avoid contacting you again for marketing purposes.
Opting out of marketing does not prevent us from sending necessary communications concerning an existing business relationship, enquiry, meeting or contract.
6. Cookies and similar technologies
We use cookies and similar technologies to operate the Website, protect it, understand how it is used and, where applicable, measure marketing campaigns.
These technologies may include:
- cookies;
- pixels;
- tags;
- scripts;
- local storage;
- software development kits; and
- similar storage or access technologies.
Strictly necessary technologies may be used without consent where permitted by law because they are required for the Website to function or remain secure.
Where consent is required, we will not use non-essential analytics, advertising or measurement technologies until you have made a choice through our cookie controls.
You can accept, reject or manage non-essential technologies through the cookie banner or preference centre available on the Website. Withdrawing consent will not affect processing that took place before it was withdrawn.
Our Cookie Policy provides more information about the technologies we use, their providers, purposes and duration.
7. How we share personal data
We do not sell personal data.
We may share personal data with the following categories of recipients where necessary:
Website and technology providers
Providers that help us host, deliver, secure, analyse and maintain the Website and our business systems, including providers of:
- website hosting and content delivery;
- cloud infrastructure;
- analytics;
- tag management and campaign measurement;
- form processing and workflow automation;
- customer relationship management;
- email and communications;
- meeting scheduling;
- cybersecurity;
- file storage; and
- technical support.
These providers may process personal data only to provide services to us and subject to appropriate contractual obligations.
Professional advisers
Lawyers, accountants, auditors, insurers, consultants and other professional advisers where reasonably necessary.
Business partners and event providers
Partners, venues and event organisers where this is necessary to administer an event, meeting or joint activity and where we have informed you of the relevant sharing.
Authorities and legal recipients
Courts, regulators, law-enforcement bodies, government authorities and other parties where disclosure is required by law or reasonably necessary to protect rights, safety or security.
Corporate transactions
Prospective buyers, investors, lenders, advisers and other relevant parties in connection with a proposed or completed financing, merger, acquisition, restructuring or sale of all or part of our business.
Other recipients
We may share personal data with another recipient where you have asked us to do so or have otherwise authorised the disclosure.
8. International transfers
Some of our service providers may process personal data outside the United Kingdom.
Where personal data is transferred to a country that is not covered by UK adequacy regulations, we use an appropriate transfer mechanism where required. This may include:
- the UK International Data Transfer Agreement;
- the UK Addendum to the European Commission’s Standard Contractual Clauses;
- another legally approved contractual safeguard;
- binding corporate rules;
- an applicable certification framework; or
- a permitted exception under data-protection law.
Where required, we also assess whether the laws and practices of the destination country could affect the protection provided by the transfer mechanism and implement additional safeguards where appropriate.
You may contact us for more information about the safeguards relevant to your personal data.
10. How long we retain personal data
We retain personal data only for as long as reasonably necessary for the purposes described in this Privacy Policy, including to meet legal, regulatory, accounting and reporting requirements.
When deciding how long to retain information, we consider:
- why it was collected;
- whether we have an ongoing relationship with you or your organisation;
- the nature and sensitivity of the information;
- the risk associated with unauthorised use or disclosure;
- applicable limitation periods;
- legal and regulatory requirements; and
- whether the relevant purpose can be achieved without retaining identifiable information.
Unless a longer period is required for a specific reason, we generally apply the following periods:
- demo requests, enquiries and related business correspondence: up to 24 months after our last meaningful interaction;
- prospective customer and business-contact records: up to 24 months after our last meaningful interaction, unless an active business relationship continues;
- marketing information: until you unsubscribe, withdraw consent or object, followed by retention of a limited suppression record;
- analytics information: for the periods stated in our Cookie Policy or analytics settings; and
- records required for legal, tax, accounting or dispute purposes: for the period required by applicable law or reasonably necessary to establish, exercise or defend legal claims.
We may anonymise information so that it can no longer identify you. We may retain and use anonymised information for research, analytics and business purposes.
11. Security
We use reasonable technical and organisational measures designed to protect personal data against unauthorised access, accidental loss, alteration, disclosure or destruction.
These measures may include access controls, authentication requirements, encryption, security monitoring, staff procedures and contractual requirements for service providers, where appropriate to the nature of the information and risk involved.
No website, transmission or storage system can be guaranteed to be completely secure. You should take care when deciding what information to send through public website forms or email.
Please report suspected security issues to valeria@shanc.ai
12. Your rights
Depending on the circumstances and applicable law, you may have the right to:
- obtain confirmation that we process your personal data;
- request access to your personal data;
- ask us to correct inaccurate or incomplete personal data;
- ask us to delete personal data;
- ask us to restrict the use of personal data;
- object to processing based on legitimate interests;
- object at any time to the use of personal data for direct marketing;
- receive certain personal data in a structured, commonly used and machine-readable format;
- ask us to transfer certain personal data to another organisation;
- withdraw consent where processing is based on consent; and
- complain about how we use personal data.
These rights are not absolute and may be subject to legal conditions and exceptions.
To exercise a right, contact valeria@shanc.ai. Please describe your request clearly.
We may ask for information reasonably necessary to confirm your identity and ensure that personal data is not disclosed to an unauthorised person.
We will respond within the period required by applicable law.
13. Automated decision-making
We do not use personal data covered by this Privacy Policy to make decisions based solely on automated processing that produce legal effects or similarly significant effects concerning you.
If this changes, we will update this Privacy Policy and provide any additional information required by law.
14. Children
The Website and our services are intended for businesses and professional users. They are not directed to children.
We do not knowingly collect personal data through the Website from anyone under the age of 16. If you believe that a child has provided personal data to us, please contact valeria@shanc.ai
15. Third-party websites
The Website may contain links to websites or services operated by other organisations.
We do not control those organisations and this Privacy Policy does not apply to their processing of personal data. You should review the privacy information provided by the relevant third party before submitting information to it.
16. Complaints
Please contact us first if you have a concern about how we use your personal data. We will investigate and respond to data-protection complaints in accordance with applicable law.
You also have the right to make a complaint to the Information Commissioner’s Office, the UK supervisory authority for data protection.
If you live outside the United Kingdom, you may also be entitled to complain to the data-protection authority in the country where you live or work.
17. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our Website, technology, business practices or legal obligations.
When we update it, we will change the “Last updated” date at the top of the policy. Where changes are material, we may provide an additional notice on the Website or contact you where appropriate.
18. Contact us
Questions, requests and complaints concerning this Privacy Policy or our use of personal data can be sent to: valeria@shanc.ai