Privacy Policy
Last updated: 4 September 2025
1. Introduction
Struan.ai Ltd ("Struan.ai", "we", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and share personal data when you use our website and services, including the Struan Surge managed AI service.
We are the data controller for website and marketing data. When we process personal data on behalf of our business customers as part of delivering the Service, we act as a data processor. We comply with UK GDPR, the Data Protection Act 2018, and PECR. If you are in the EU, we also consider EU GDPR where relevant.
Who we are
- Company: Struan.ai Ltd (Company No. SC858161)
- Address: 15 Blairbeth Drive, Glasgow, G44 4RU, United Kingdom
- Contact: [email protected]
2. What we collect
Information you give us
- Contact details: name, work email, phone, job title, company.
- Enquiry and onboarding data: information you supply in forms, emails, or calls.
- Calculator and assessment data: When you use our cost savings calculator or other assessment tools, we collect job descriptions, role specifications, salary information, company details, and any other business information you provide. We also retain the analysis outputs and recommendations generated by these tools.
- Customer Data for service delivery: documents, messages, records and configuration we process on your instruction.
Information we collect automatically
- Usage and device data: IP address, browser, device, pages viewed, timestamps.
- Tool interaction data: How you interact with our calculators and assessment tools, including time spent, fields completed, and results viewed.
- Cookies and similar tech: consent-based analytics and functional cookies. See Cookies section.
Information from third parties
- Business contact details from referrals, partners, public sources, and events.
We do not seek special category data. Please do not send it unless strictly necessary and agreed. When submitting job descriptions or business information to our tools, please avoid including unnecessary personal data about individuals.
3. How we use data and lawful bases
| Purpose | Data | Lawful basis | Retention |
|---|---|---|---|
| Provide and operate the Service | Contact, account, configuration, Customer Data | Contract necessity; legitimate interests for B2B interactions | Contract term, then delete/return per DPA |
| Provide calculator and assessment results | Job descriptions, role details, company information, calculator inputs and outputs | Legitimate interests in providing requested analysis and demonstrating service value | 24 months from submission |
| Sales intelligence and prospect understanding | Calculator inputs, outputs, business needs analysis | Legitimate interests in understanding prospect needs to provide relevant solutions and improve services | 24 months from last interaction |
| Service improvement and development | Aggregated and anonymised calculator usage patterns | Legitimate interests in improving our tools and services | Indefinitely when anonymised |
| Support and operations | Contact, usage, logs | Legitimate interests | Up to 6 years for support records |
| Analytics and site improvement | Usage, cookies | Consent for non-essential cookies; legitimate interests for security | Analytics up to 26 months; logs a few months |
| Sales and marketing | Business contact data, calculator submissions | Consent or legitimate interests; soft opt-in for existing customers under PECR | 24 months from last interaction, or until you opt out |
| Legal compliance and fraud prevention | Any relevant | Legal obligation; legitimate interests | As required by law (e.g. invoices 6 years) |
We will not use personal data for new incompatible purposes without notice and, where needed, consent.
Additional detail on calculator data use
When you use our calculators or assessment tools, we process this information to:
- Generate immediate analysis and recommendations
- Understand your business needs and automation potential
- Provide relevant follow-up information and proposals
- Improve our understanding of market requirements
- Develop better automation solutions
- Create aggregated insights about automation opportunities across industries
6. International transfers
Default data residency is the UK. Some tools operate from data centres outside the UK or EEA. Where we transfer personal data internationally, we use appropriate safeguards such as the UK International Data Transfer Agreement or UK Addendum to EU SCCs, plus transfer risk assessments and technical measures. Contact us if you want details of relevant safeguards.
7. Retention
- Calculator and assessment tool submissions: up to 24 months from submission.
- Enquiries and leads: up to 24 months from last interaction.
- Marketing contacts: until you opt out or 24 months of inactivity.
- Contracts, invoices, and tax records: 6 years.
- Website analytics: up to 26 months.
- Service data: for the contract term, then delete or return per the DPA, with limited backup retention before secure removal.
We delete or anonymise data when no longer needed. You may request deletion of your calculator submissions at any time by contacting us.
8. Your rights
You have rights under UK GDPR, including:
- Access, rectification, and erasure (including of calculator submissions).
- Restriction and objection (including to direct marketing and use of calculator data for sales purposes).
- Data portability where applicable.
- Withdraw consent at any time.
To exercise rights, email [email protected]. We may need to verify identity. We aim to respond within one month. You can complain to the UK ICO if unhappy, but please contact us first.
9. Children
Our Services are for business users. They are not directed at under-18s. We do not knowingly collect children's data. If we learn we have such data, we will delete it.
10. Security
We apply administrative, technical, and organisational measures such as encryption in transit, access controls, security monitoring, and staff training. Calculator submissions are encrypted and access is restricted to authorised personnel. No system is perfect, but we work to prevent, detect, and respond to incidents. We will notify customers without undue delay where a notifiable personal data breach occurs.
11. Marketing
We send B2B marketing based on consent or legitimate interests, and use PECR soft opt-in for existing customers. Every message includes an easy opt-out. We do not share your details with third-party advertisers. If you submit information to our calculators, we may follow up with relevant information about our services unless you opt out.
12. Changes to this notice
We will update this policy as needed and change the date above. For material changes we will provide additional notice.
13. Contact
Questions or requests: [email protected]
Postal address: Struan.ai Ltd, 15 Blairbeth Drive, Glasgow, G44 4RU, United Kingdom