Privacy Notice

This notice explains how Chibuike Chidi-Iwobi uses personal information relating to account holders, organisation members, prospective customers, support contacts and participants.

1. Our roles

We act as controller for account administration, security, billing, service communications, support and our own operational records. For participant content collected through a customer’s form, the customer organisation normally decides why and how the information is used and acts as controller; we process it on the customer’s documented instructions under the Data Processing Agreement.

2. Information we process

• Account identity, email, authentication, organisation membership and permission information.
• Organisation profile, forms, roles, sessions, participants, responses, reports and action records.
• Billing customer, subscription and invoice status received from Stripe; we do not store full card details.
• Support messages, invitation and email-delivery metadata.
• Security and technical data such as IP address, user agent, session identifiers, audit events and logs.
• AI usage metadata, protected generation inputs and generated output when optional AI features are used.

3. Why we use it and lawful bases

• Contract: provide accounts, subscriptions, support and requested product features.
• Legitimate interests: secure, monitor, improve and administer the service, prevent abuse and understand aggregate product operation, balanced against individual rights.
• Legal obligation: tax, accounting, lawful requests and regulatory responsibilities.
• Consent: optional direct marketing or non-essential cookies where introduced. Consent may be withdrawn.
• Customer instructions: process participant data for the customer organisation as processor.

4. AI transparency

Perspective Intelligence is optional and uses a protected, aggregate-oriented snapshot. It is designed to exclude participant names, email addresses, secure tokens, recovery links and free-text responses. Self-Heal may process the relevant question, neutral answer guidance, available options and limited interaction context to generate clearer help. AI output is advisory and is not used by Perspective Cloud to make solely automated decisions with legal or similarly significant effects.

5. Sharing and subprocessors

We share information only where needed with hosting, database, payment, email, AI and professional service providers, or where required by law. Our current categories and providers are published on the Subprocessors page. We do not sell personal information.

6. International transfers

Some providers may process information outside the UK. Where required, we use recognised safeguards such as an adequacy regulation, the UK International Data Transfer Agreement or UK Addendum, together with provider contractual and security measures.

7. Retention

We keep information only as long as reasonably required for the service, customer instructions, security, dispute handling and legal obligations. Account and operational records are normally retained for up to 24 months after the relevant relationship ends, while security and audit records may be kept for up to 72 months. Production backups currently follow an approximately 7-day rolling retention. Different periods may apply where law, a dispute or a customer agreement requires it.

8. Your rights

Depending on the circumstances, you may have rights of access, correction, erasure, restriction, portability, objection and withdrawal of consent. For participant responses, contact the organisation that invited you first; we will assist it as required. You may also complain to the UK Information Commissioner’s Office at ico.org.uk.

9. Contact

Privacy enquiries: support@perspectivecloud.co.uk.