This Privacy Notice sets out the basis on why, when and how we collect your personal information during the provision of our services, and when we may disclose your personal information to others.
This Notice applies to processing of your personal information when you visit our website, use our platform or when your data is shared with us by our clients.
Policy contents
- Who are we?
- What information do we collect about you?
- How do we use your personal information?
- What legal basis do we rely on to process your personal information?
- What information do we share?
- Transfers to third countries
- Information Security
- Your Data Subject Rights
- Data Retention
- Complaints
- Contact Information
Who are we?
RECOURSE AI is a UK based software company. Our training platform enhances human performance across healthcare and life sciences.
If you want to know more about how we handle personal data please contact us via privacy@recourseai.com.
What information do we collect about you?
When you visit our website
Cookies and Tracking
The purpose of our website is largely informational. Whilst browsing our website, we may collect personal information about you through the use of cookies and tracking technologies. For further information on this, please visit our Cookie Policy.
Webforms
If you complete a webform on our website, such as to schedule a demo, we collect and process the following personal information:
- Name
- Company email address
- Contact number
- Any information entered as free text within the webform.
This is not a prerequisite to accessing and/or use of our website.
When you use our platform
In order to access our platform, registration is mandatory. We collect the following personal information from our clients and platform users during the registration process:
- Name
- Email address
- Company name
When logging into the platform, we store the current IP address of the user and the time of login.
In order to provide our services to you, we also process voice recording data. This data is transcribed and only the transcription is stored. We do not store any voice recordings.
How do we use your personal information?
We use any personal information collected about you for a number of reasons, such as:
- To respond to queries and requests
- To provide our services to you
- To ensure compliance with legal and regulatory requirements
- To contact you
- For general communication
What legal basis do we rely on to process your personal information?
We collect your personal information for a number of reasons such as to respond to contact requests and to perform our services to you. We are required to have a legal justification to process your personal information, known as a legal basis. Below are the legal bases we rely on to process your information:
- Performance of a contract – The use of your information may be necessary to perform the contract we have entered into with you, and to provide you with our services.
- Legitimate interest – We may use your information for our legitimate interests. Where do so, we complete a legitimate interest assessment to ensure that our interests do not override the right that you have.
- Consent – we may rely on consent to use your personal information. Where we do so, you are free to withdraw your consent at any time by using the contact information provided at the end of this Notice.
- Legal obligation – In some cases, it is necessary for us to process your personal information to comply with laws and regulations.
Below are some examples of our processing activities and the legal basis we rely on:
- Platform users
- Legal basis: Performance of a contract
- Rationale: It is necessary to process your personal information, in order to fulfil our services to you by providing you with access to our platform.
- Contact form
- Legal basis: Legitimate interest
- Rationale: We have a legitimate interest to respond to your query.
What information do we share?
- Platform service providers (i.e., for technical infrastructure, data storage and transcription tools), in order to facilitate the running of our platform.
- Analytics providers (i.e. behaviour analytics), in order to provide analysis data. Please note that any data shared with these providers are masked and they do not directly receive any of your personal information in its raw form.
- Platform monitoring providers, in order to capture any platform performance information such as application errors. We use these systems to identify errors within the platform but also any information submitted to us on the performance of our platform from platform users.
- CRM system providers (Customer Records Management), in order to store any information we hold about our customers and also contact form submissions.
Transfers to third countries
RECOURSE AI operate in multiple jurisdictions, including the EU, UK and US.
If we transfer any personal information to a country that is not deemed to have adequate data protection legislation (referred to as ‘third countries’), we ensure an appropriate level of protection as legally required under the EU and UK General Data Protection Regulation (GDPR), such as the use of Standard Contractual Clauses as well as ensuring the appropriate data security controls are implemented.
Information Security
RECOURSE AI is committed to keeping your personal information safe and secure. We use both technical and organisational measures to insure the confidentiality, integrity and availability of your information as far as reasonably possible. If you have any further questions on our information security controls, please use the contact information at the end of this Notice.
Your Data Subject Rights
When it comes to your personal information, you have a number of Rights available to you. These Rights are as follows:
- Right of access: Request a copy of any personal information that we hold about you.
- Right to Rectification: In-line with our commitment to data integrity you have the right to inform us of any corrections to your personal information that you feel is incorrect or incomplete.
- Right to Erasure: Request your personal information be deleted. However, this right does not apply if the processing of your personal information is necessary to fulfil any legal obligations. We will explain our reasoning at the time, should this occur.
- Right to Restrict Data Processing: You have the right to restrict the processing of your personal information in certain circumstances. This includes when your information has been unlawfully processed, it is no longer required for achieving the purpose for which it was collected or you consider that your right to privacy overrides the legitimate interest of RECOURSE AI.
- Right to Data Portability: If you have provided us with information on the basis of a contract or consent, you may request us to ‘port’ your personal information to other responsible organisations electronically (i.e., a PDF file).
- Right to Object: You can object to the use of your personal information where processing is based on the reliance on the legitimate interest or substantial public interest legal bases. If you exercise your right of objection, we will stop processing your personal information unless we can prove there are compelling reasons for further processing that outweigh your rights.
- Right to Withdraw Consent: If you have given us your consent to process your personal information, you can withdraw this at any time.
- Right to Complain to the Relevant Data Protection Authority: You also have the right to lodge a complaint with a supervisory authority if you believe that the processing of your personal data is contrary to the law. You can contact the data protection authority responsible for your place of residence, or the data protection authority responsible for us. For us, this is the UK’s Information Commissioner’s Office (ICO).
Data Retention
RECOURSE AI will endeavour to not keep your personal information for longer than is necessary for us to fulfil our services and obligations to you. We process all personal information in accordance with our retention policy and schedules, or until:
- we become aware that the stored personal information is no longer required;
- you revoke your consent; or
- you have requested deletion or objection to processing, in according with this Notice.
Complaints
In the first instance, we ask that you contact us using the contact information at the end of this Notice so that we can use our best endeavours to rectify any issues or concerns.
You do of course have the right to lodge a complaint with a supervisory authority in relation to data processing activities.
Contact Information
RECOURSE AI is responsible for processing of personal information on its systems. If you would like to discuss anything in relation with this Privacy Notice, you can reach out to our Data Protection Officer by email at privacy@recourseai.com, or by post to Data Protection Officer, 2nd Floor, 8 Hewitt St, Manchester M15 4GB.
We review our Privacy Notice regularly and will place any updates on our website. If the Privacy Notice is part of an agreement with you, we will notify you by email or other appropriate means in case of amendment.
Last updated: February 2025
