Privacy Policy

This Privacy Policy explains how Calvyn AI Ltd ("Calvyn", "we", "us" or "our") collects, uses and protects personal data when you visit our websites (the "Sites"), request a demo, join our expert panel, take part in a Calvyn interview, apply for a job with us, or otherwise contact us. It also explains the rights you have and how to use them.

Where we process personal data on behalf of our customers in providing the Calvyn platform and related services (the "Services"), we do so as a processor under our customer agreements and our Data Processing Addendum. In those cases the customer decides how that data is used, and their privacy notice applies.

1. Who We Are

Calvyn AI Ltd is the controller of the personal data described in this policy, except where we act as a processor for our customers as explained above. You can contact us about this policy or your personal data at hello@calvyn.ai.

2. Personal Data We Collect

2.1 Information you give us

a.Demo requests: your name, work email address, company, team, the topic you are interested in, your preferred day and time, and any notes you add.
b.Expert panel sign-ups: your first and last name, email address, phone number (optional), country, LinkedIn profile URL, the areas where you evaluate or select vendors, any referral name, and your communication preferences.
c.Job applications: your first and last name, email address, LinkedIn profile URL, any portfolio or GitHub link, the role you are applying for and what you tell us about yourself.
d.Correspondence: anything you send us by email or through our Sites.

2.2 Interviews and research

When you take part in a Calvyn interview, we collect your answers, which are transcribed and analysed, together with information about your background that is relevant to the study, such as your role, industry or experience as a customer. If an interview is carried out for one of our customers, we process this information on that customer's behalf. Personal details are removed from transcripts shared with customers, and expert panel members' names are never shown to our customers.

2.3 Information collected automatically

When you use our Sites we collect information about your device and how you use the Sites, such as IP address, browser type, pages viewed and referring pages. We use cookies and similar technologies to do this, as explained in our Cookie Policy. Optional cookies are only used in line with your choices.

2.4 Information from others

We may receive information about you from people who refer you to our expert panel, from our customers when they invite you to take part in a study, and from payment and reward providers when we pay you for an interview.

3. How We Use Personal Data

We use personal data to:

a.respond to enquiries and demo requests, and arrange and follow up on meetings;
b.run our expert panel, including matching members to relevant studies, sending invitations and paying rewards;
c.design, conduct and analyse research interviews and provide the Services to our customers;
d.maintain the quality and integrity of our research, including checks to detect fraud and low-quality responses;
e.assess job applications and communicate with applicants;
f.operate, secure and improve our Sites and Services;
g.send you marketing communications where you have agreed to receive them, or where the law otherwise allows; and
h.comply with legal obligations and establish, exercise or defend legal claims.

We do not use interview content provided by or collected for our customers to train artificial intelligence models.

4. Our Legal Bases

Under UK and EU data protection law, we rely on the following legal bases:

a.Contract: where processing is necessary to enter into or perform a contract with you, such as paying you for an interview.
b.Legitimate interests: where processing is necessary for our legitimate interests, such as responding to enquiries, running and improving our business and Services, assessing applications and keeping our Sites secure, and those interests are not overridden by your rights.
c.Consent: where you have given consent, such as for optional cookies, marketing communications or taking part in an interview. You can withdraw consent at any time.
d.Legal obligation: where we need to process personal data to comply with the law.

We do not sell personal data. We share it only as follows:

a.with service providers who help us run our business, such as cloud hosting, identity and access management, email, analytics and payment providers, under contracts that require them to protect it;
b.with our customers, where you take part in research for them, in de-identified form unless you agree otherwise;
c.with professional advisers, such as lawyers and accountants;
d.with authorities or other parties where the law requires it, or to protect the rights, property or safety of Calvyn, our customers or others; and
e.with a buyer or successor if we are involved in a merger, acquisition or sale of assets, subject to this policy.

We use Cloudflare to host and deliver our Sites, and Formspark to receive, store and filter spam from demo requests, expert panel sign-ups and job applications. Formspark also sends us email notifications containing submission details.

Our current subprocessors for the Services are listed in Schedule 2 of our Data Processing Addendum.

6. International Transfers

Our service providers may process personal data outside the United Kingdom and the European Union. Where personal data is transferred to a country that is not recognised as providing an adequate level of protection, we put appropriate safeguards in place, such as the UK International Data Transfer Addendum or the European Commission's Standard Contractual Clauses.

7. How Long We Keep Personal Data

We keep personal data only for as long as we need it for the purposes described in this policy, including to meet legal, accounting and reporting requirements. This includes form submissions stored in Formspark and copies in our email inboxes. When we no longer need it, we delete or anonymise it. Interview data processed for a customer is kept and deleted in line with our agreement with that customer.

8. How We Protect Personal Data

We use technical and organisational measures designed to protect personal data, including encryption, access controls and regular reviews of our security practices. No method of transmission or storage is completely secure, but we work to protect your information and to respond promptly if something goes wrong.

9. Your Rights

Depending on where you live, you may have the right to:

a.access the personal data we hold about you;
b.ask us to correct inaccurate or incomplete data;
c.ask us to delete your data;
d.ask us to restrict or object to our processing, including for direct marketing;
e.receive your data in a portable format; and
f.withdraw your consent at any time, where we rely on consent.

To use any of these rights, email hello@calvyn.ai. We may need to confirm your identity first. If your request concerns research we carried out for one of our customers, we may pass it to that customer and help them respond. You also have the right to complain to a data protection authority. In the UK this is the Information Commissioner's Office (ico.org.uk).

10. Children

Our Sites and Services are not intended for children, and we do not knowingly collect personal data from anyone under 18.

11. Changes to this Policy

We may update this policy from time to time. When we do, we will change the "Last updated" date above and, where the changes are significant, let you know.

Contact Us

For questions about this policy or how we handle personal data, please contact us at: hello@calvyn.ai