We want everyone who supports us to feel confident and comfortable that any personal information you share with us will be looked after and used appropriately.
This Notice (together with our Terms and Conditions and any other documents referred to on our site) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us – how we collect, use and store your personal information.
Please read the following to understand our practices regarding your personal data and how we will treat it. We are committed to treating you with respect and openness.
Who we are
We specialise in bespoke Machine Learning-based solutions for automating our clients’ most repetitive conversations and processes in Customer Service, Sales, Procurement, HR and IT. We are committed to protecting your personal information and making every effort to ensure that your personal information is processed in a fair, open and transparent manner. We won’t do anything with your information you wouldn’t reasonably expect.
We are a “data controller” and “data processor” for the purposes of the EU General Data Protection Regulation 2016/679 (“Data Protection Law”). This means that we are responsible for, and control the processing of, your personal information.
How and when we collect information about you
We always strive to provide a clear, honest and transparent approach regarding how and when we may collect and use your personal data.
We collect information from you in the following ways:
When you directly give us information: this could be if you ask us about our activities, register with us for an event, purchase something, apply for a job or volunteering opportunity, give us feedback or make a complaint, or otherwise provide us with your personal information. This includes when you telephone us, visit our website, or get in touch through the post, email, or direct message on social media channels.
When you contact us through partners or third parties working on our behalf: This could be if you speak to one of our technology partners, clients, or one of the other third parties that we work with (academic institutions), and provide your consent for your personal information to be shared with us.
When you indirectly give us information: When you interact with us on social media platforms such as Facebook, WhatsApp, Twitter, Instagram, YouTube or LinkedIn we may also obtain some personal information about you. The information we receive will depend on the privacy preferences you have set on each platform and each platform’s privacy notices/policies. Please refer to guidance from the platform provider to see how to change your settings on these platforms.
Collection of Data through ‘Cookies’
Cookies are text files containing small amounts of information that are downloaded to your computer or mobile device when you visit a certain webpage. Cookies are then sent back to the originating webpage on each subsequent visit, or to another webpage that recognises that cookie. Cookies are widely used to make a website work, or to work more efficiently, as well as to provide information to the owners of a website.
track traffic flow and browsing patterns in connection with our website
understand the total number of visitors to our website on an ongoing basis and the types of internet browsers (e.g. Firefox, Chrome, Internet Explorer, Safari or Opera) and operating systems (e.g. Windows or Mac OS) used by our visitors
monitor the overall performance of the website and continually improve it
help Springbok AI to identify and resolve errors that visitors encounter on the website
customise and enhance your online experience
enable Springbok AI and third parties to advertise both on and off the website
When you engage with us by telephone, mail, in person or online, we may collect information about you (referred to in this Privacy Notice as ‘personal information’). This may include your name, address, email address, telephone number, and details of your education and career, why you are interested in Springbok AI, and other information relating to you personally which you may choose to provide to us.
Sensitive Personal Information: data protection law recognises that certain types of personal information are more sensitive. This is known as ‘sensitive’ or ‘special category’ personal information and covers information revealing racial or ethnic origin, religious or philosophical beliefs and political opinions, trade union membership, genetic or biometric data, information concerning health or data concerning a person’s sex life or sexual orientation.
If you provide us with any sensitive personal information we will treat that information with extra care and confidentiality and always in accordance with this Privacy Notice.
If you’re 18 or under: if you’re aged 18 or under, you must get your parent/guardian’s permission before you provide any personal information to us and in some circumstances, we will ask for your parent/guardian to provide consent to us in addition to your permission.
How we use your information
We will mainly use your information:
Responding to a request: to provide the services or information that you have requested, for example in response to a query or complaint.
Administration: to update you with important administrative messages about, a campaign or services, or to record and deal with a complaint, record a request not to receive further marketing information and for other essential internal record-keeping purposes.
Monitoring and Evaluating our services: we may use your information to improve the current and future delivery of our services.
Processing an application to work with us: we may process your information if you send or fill in an application form or send us your CV or details in respect of an opportunity to work with us to evaluate your suitability and respond to you or, where you volunteer with us, to administer the volunteering arrangement.
Employment: we need to ensure that we meet our obligations as an employer and manage people effectively in the organisation.
Providing and developing our website: We may use your personal information to help provide you with access to our website, personalise your experience, and improve and develop it further. This will help us target communications in a more focused, efficient and cost-effective way, helping us reduce the chances of clients and potential clients receiving inappropriate or irrelevant communications. You can object to the use of your personal information for such profiling at any time by contacting us at the details set out above.
Profiling and analysis: We want to improve how we talk to you and the information we provide through our website, services, products and information.
Legal, regulatory and tax compliance: Where we are subject to a legal obligation, we may process your personal information to fulfil that obligation.
Market research and surveys: We may invite you to participate in surveys or market research to help us improve our website, fundraising, services and strategic development. Participation is always voluntary and no individuals will be publicly identified as a result of this research unless you consent to us publishing your feedback.
Protecting your vital interests: We may process your personal information where we reasonably think that there is a risk of serious harm or abuse to you or someone else.
Prevention of crime: If you visit our office, we may record your image on CCTV which we use to prevent crime and keep our staff, visitors and other users of our office safe.
The law allows personal data to be collected and used if it is necessary for the legitimate business interest of the organisation – as long as its use is fair and balanced and does not unduly impact the rights of the individual concerned.
In many situations, the best approach for Springbok AI is to process personal data because of our legitimate interests, rather than consent. If you want to change our use of your personal data for marketing activities, you can do so at any time by contacting our team on [email protected]
When we use your personal information, we will always consider if it is fair and balanced to do so and if it is within your reasonable expectations. We will balance your rights and our legitimate interests to ensure that we use your personal information in ways that are not unduly intrusive or unfair.
Some examples of where we have a legitimate interest to process your personal information are:
Where we contact you via post about the various ways you can help Springbok AI
Organising visits or trips to see Springbok AI work in action
Using your personal information for data analysis or profiling
Conducting research to better understand who our supporters are and improve the way we communicate with you
To improve our services or for our legal purposes, for example, dealing with complaints and claims
Sharing your information
We will only use your information for the purposes for which it was obtained. We will not, under any circumstances, sell or share your personal information with any third party for their own purposes, and you will not receive marketing from any other companies, charities or other organisations as a result of giving your details to us.
We will only share your data for the following purposes:
Third party suppliers: we may need to share your information with data hosting providers or service providers who help us to deliver our services, projects, or fundraising activities and appeals. These providers will only act under our instruction and are subject to pre-contract scrutiny and contractual obligations containing strict data protection clauses.
Where legally required: we will comply with requests where disclosure is required by law, for example, we may disclose your personal information to the government for tax investigation purposes, or to law enforcement agencies for the prevention and detection of crime. We may also share your information with the emergency services if we reasonably think there is a risk of serious harm or abuse to you or someone else.
Keeping your details up to date
We will use publicly available sources to ensure that the information we hold is accurate and up to date. For example, where you have signed up for a redirection service, we will use the Post Office’s National Change of Address database to keep in touch. We may use other services to cross-check the accuracy of the contact details we hold for you.
You can let us know if you move house or your details change by contacting us.
International transfers of information
We may wish to transfer personal data outside the European Economic Area (EEA), for certain purposes including administering child sponsorship, monitoring and evaluating our programmes work, travel administration or due to safeguarding and security purposes. We may also on rare occasions decide to use the services of a supplier outside the European Economic Area (EEA). This means that your personal information is transferred, processed and stored outside the EEA.
In those circumstances, we take steps to put in place suitable safeguards to protect your personal information when processed by the supplier such as entering into the European Commission approved standard contractual clauses (required by article 13(1)(f)), and specific International Data Transfer Agreements. If you would like a copy of the standard contractual clauses, please contact the Supporter Engagement Team.
How long we hold your information for
We only keep your information if it’s reasonable and necessary for the purposes set out in this notice.
You have various rights in respect of the personal information we hold about you – these are set out in more detail below.
Information Right – the right to receive the information contained in this policy and our data collection forms about the way we process your personal data.
Personal Data Access Right – the right to know that we are processing your personal data and, in most circumstances, to have a copy of the personal data of yours that we hold. You can also ask for certain other details such as what purpose we process your data for and how long we hold it.
Personal Data Correction Right – You have the right to request that we correct inaccurate data or complete incomplete data that we hold on you.
Personal Data Erasure Right – Known as the Right to be forgotten. In certain circumstances, you may request that we erase your personal data held by us.
Personal Data Restriction Right – You have the right to restrict the way we process your personal data in certain circumstances, for example, if: you contest the accuracy of the data, if our processing is unlawful, to pursue legal claims, where we are relying on legitimate interests to process data.
Data Processing Objection Right – You have the right to object to us processing your data for (i) direct marketing purposes (ii) scientific or historical research or statistical purposes and (iii) purposes of profiling related to direct marketing or based on our legitimate interests or on the performance of a task in the public interest.
Data Portability Right – you have the right to receive a copy of certain personal data or to have it transferred to another organisation in some circumstances.
How to contact us
Please let us know if you have any questions or concerns about this policy or about how your personal information is being processed. Our supporter engagement team will be happy to help resolve any issues, queries or concerns you may have.
Email: [email protected]
Alternatively, you can contact our Data Protection Officer using the contact details given above.
If you continue to have outstanding concerns about the matter raised or the way in which we have handled it, the case can be handed on to an external Ombudsperson for review.