AI in Education considers the privacy of its users to be a serious issue. Please read the following to learn more about our privacy policy. AI in Education is a registered charity based in the United Kingdom (Charity Number: XXXXXXXX).

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What this policy covers

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This policy covers how AI in Education treats personal information that AI in Education collects and receives, including information related to your past use of our website (www.ai-in-education.co.uk) and interactions with our AI conversational agent. Personal information is information about you that is personally identifiable, such as your name, address, email address, or phone number, and that is not otherwise publicly available.

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This policy does not apply to the practices of companies that we do not own or control, or to people that we do not employ or manage.

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Information collection and use\

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AI in Education collects personal information in the following ways:

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1. When you contact us via the web form within the "Contact Us" section: We may request your name, email address, and organisation. We may also collect feedback, comments, and questions received from you in service-related communication and activities, such as meetings, online forms, phone calls, documents, and emails.

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2. When you interact with our AI conversational agent:

• Your conversations are recorded and will be shared with ElevenLabs (our AI service provider which is based in the USA) and may be shared with their Large Language Model (LLM) providers. This privacy notice does not apply to the practices of third parties that we do not own or control, such as ElevenLabs or LLM providers that you elect to access through the AI conversational agent

• These conversations are recorded as both audio recordings and text transcripts.

• The conversation history and any information you provide during these interactions are stored and processed to provide and improve the service.

• You are interacting with an artificial intelligence system, not a human.

• The AI agent's responses are for informational purposes only and should not be considered professional advice.

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3. Through automated collection of technical information. When you visit our website, we may automatically collect:

• IP address

• Cookie information

• Page requests and browser details

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Use of Information and lawful basis

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We use collected information for the following purposes:

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Purpose of Processing

• To customise the content you see

• To fulfil your requests, such as answering queries

• For technical website administration

• To improve our AI conversational agent's responses and functionality

• To maintain and improve our services

• To support technical website administration and operational needs

• To measure website performance and understand user interactions

• Sending newsletters or other marketing materials

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Example of Data Processed

• User preferences, browsing history, interaction history

• User queries, contact information (if provided), chatbot interaction logs

• IP address, browser type, operating system, device information, cookies

• Chatbot interaction logs, user feedback

• Usage data, user feedback, interaction history

• IP address, browser type, operating system, device information, cookies, usage data, server logs, error logs

• Website traffic data, page views, click-through rates, user demographics (if collected)

• Name, email address

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Legal Basis

• Legitimate interests (to personalise user experience and improve services, balanced against user rights)

• Legitimate interests (to provide customer services and respond appropriately)

• Legitimate interests (to maintain website functionality and security)

• Legitimate interests (to enhance the AI's performance and user experience)

• Legitimate interests (to enhance service offerings and user experience)

• Legitimate interests (to maintain website functionality, security, and troubleshoot issues)

• Legitimate interests (to analyse website usage, improve content, and optimise user experience,

balanced against user rights and potential impact)

• Consent (active agreement obtained for the specific purpose)

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Legal basis

The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:

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Legitimate interests: We may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example to enable us to provide customer services and provide you with an appropriate response to your query. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

Where our legal ground for processing is legitimate interests, you have a right to object to our use of this information. If you want to object, contact us at info@ai-in-education.co.uk

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Consent: We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example, signing up for the AI in Education newsletter.

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We store personal data for as long as we find it necessary to fulfil the purpose for which the personal data was collected. To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

How long will data be used for?

ElevenLabs, our service provider for the optional AI conversational agent function, may retain data for up to 3 years as per their Privacy Policy. If we cease using the AI agent and close our ElevenLabs account, we will request deletion of all associated data in accordance with our agreement with them.

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Cookies and Tracking Technologies

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AI in Education uses cookies and similar tracking technologies for:

• Essential Cookies

• Ensure website functionality

• Maintain user session

• Provide secure access to website features

• Analytics Cookies

• Measure website performance

• Understand user interactions

• Improve website design and user experience

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Types of Cookies We Use

Session cookies: Temporary cookies deleted when the browser closes.

• Persistent cookies: Remain on the device for a specified period.

• First-party cookies: Created by our website.

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Google Analytics cookies: Track anonymous website usage.

• ElevenLabs cookies: Used for AI conversational agent functionality. ElevenLabs may use cookies or similar tracking technologies as described in their privacy policy.

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Cookie Management

• Users can manage cookie preferences through browser settings.

• Disabling cookies may limit website functionality.

• No personal identification information is collected through essential cookies.

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Third-Party Tracking

We use Google Analytics to measure website performance. No personal data is shared without your consent.

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Information Sharing and Disclosure

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We do not rent, sell, or share personal information about you with other people or non-affiliated companies except:

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• To provide resources or services you've requested (necessary for the performance of a contract with you).

• When we have your permission (where we have your consent).

• Data collected during interactions with the conversational AI agent will be shared with ElevenLabs and may be shared with their third-party LLM providers for the purpose of providing and improving the AI conversational service in accordance with the ElevenLabs privacy notice: Privacy Policy | ElevenLabs & Conversational AI Terms | ElevenLabs.  We anticipate that most of the information collected will not be ‘personal data’ as it will not usually identify the user, unless the user chooses to provide such information.

• ElevenLabs’ services are hosted in the United States, the Netherlands and Singapore so your data may be processed in these countries depending on your location. Regardless of user location, all personal data will be transferred to the United States for storage.  Please refer to the ‘International Data Transfers’ section of ElevenLabs’ privacy notice for further information about the safeguards put in place when personal data is transferred to such countries, including the use of Standard Contractual Clauses.

• When required by law or other regulations.

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Children's Privacy

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We do not intentionally collect or store personal information from individuals under the age of 13. If we become aware that we have collected such information, we will take steps to delete it promptly. Parents or guardians who believe we may have collected personal information from a child under 13 should contact us at info@ai-in-education.co.uk

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Your Rights to Your Personal Data

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You have the right to:

• Know what personal data we hold about you, and to make sure it's correct and up to date.

• Request a copy of your personal data or ask us to restrict processing of your personal data.

• Object to our continued processing of your personal data and request erasure of your personal data in certain circumstances. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

• Where we are processing your personal data with your consent, you have the right to withdraw that consent. If you change your mind, or you are unhappy with our use of your personal data, please let us know by contacting  info@ai-in-education.co.uk

• Lodge a complaint with the Information Commissioner’s Office or seek a judicial remedy, though we would appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

• Request a copy of your AI conversation history.

You can exercise these rights at any time by sending an email to:

info@ai-in-education.co.uk

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AI Conversational Agent Specific Disclaimers

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Please note:

• The AI conversational agent provides information for general guidance only.

• Responses generated by the AI agent do not constitute professional advice.

• Users should not rely on the AI agent's responses as a substitute for professional advice.

• We are not liable for any actions taken based on the AI agent's responses.

• If you need professional advice, please consult with qualified professionals in the relevant field.

• You will not submit Prohibited Data (as defined in ElevenLabs Conversational AI Terms) to the AI agent, including financial account identifiers, government-issued identifiers, or protected health information.

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Opt-Out Options

You can opt out of receiving information or participating in panels by contacting us at info@ai-in-education.co.uk

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Third-Party Links

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

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Changes to This Privacy Policy

We may update this policy. We will notify you about significant changes in the way we treat personal information by placing a prominent notice on our website. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us, for example a new address or email address.

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Privacy Support and Contact Information

If you have any questions or suggestions about this privacy policy or our handling of your personal information, please contact us at info@ai-in-education.co.uk

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ElevenLabs Privacy Policies

Privacy Policy | ElevenLabs

Conversational AI Terms | ElevenLabs