Privacy Policy

Effective Date: 13 October 2024

At Thinking Forword, we are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and protect your personal data when you use our website (www.thinkingforword.com) or any of our AI-powered services.

1. Who We Are

Thinking Forword is a UK-based provider of AI chatbot services designed to support individuals and businesses through customised assistant tools.

Our business address:

19 Rhanbuoy Gardens, Holywood, Bangor, BT19 1JY
📞 +44 7958 787464
📧 info@thinkingforword.com

For data protection purposes, Colin Rodgers is the designated Data Controller.

2. What Personal Data We Collect

2.1 Data You Provide to Us

• Account Information: Name, email address, phone number, organisation name, and any registration details you provide.
• Payment Information: Billing name, address, and payment card or transaction data (processed via third-party payment gateways).
• Communications: Emails, contact forms, and support tickets.

2.2 Data Collected Automatically

• Cookies & Tracking Technologies: IP address, browser type, device ID, operating system, referral links, and usage timestamps.
• Usage Data: Pages visited, navigation paths, and time spent using services.
• Chatbot Interactions: Information voluntarily shared through chatbot use, including questions, email addresses, or uploaded content.

3. How We Use Your Personal Data

We use your data to:

• Deliver and personalise our services
• Improve chatbot performance and content relevance
• Respond to support requests and inquiries
• Manage billing, payments, and subscription status
• Monitor technical functionality and security of our Site
• Send service-related emails or updates (and marketing emails with consent)

4. Chatbot Data Collection and Processing

Our chatbot uses OpenAI’s platform and may process user-provided data such as names, contact information, or work-related details. This data:

• Is not stored unless explicitly downloaded or emailed
• Is processed to improve the relevance and performance of responses
• Can be deleted upon request

By using the chatbot, you consent to the collection and limited processing of information you choose to share. You may withdraw consent at any time by contacting us at info@thinkingforword.com.

5. Legal Basis for Processing (UK GDPR)

We process your personal data based on:

• Performance of a Contract – Providing services you’ve requested
• Consent – For marketing and chatbot use
• Legal Obligation – Complying with tax, accounting, or legal requirements
• Legitimate Interest – Improving services, ensuring uptime, preventing fraud

6. Who We Share Your Data With

We only share your data when necessary:

• Third-party service providers (e.g., payment processors, hosting services such as OpenAI and Hostinger)
• Legal or regulatory authorities, if required by law
• We do not sell or trade your personal data

External links to third-party websites are governed by their own privacy policies.

7. Data Security

We implement strong administrative and technical measures, including:

• Encryption
• Two-factor authentication
• Secure access control to systems

No system is 100% secure, but we actively monitor and respond to any potential vulnerabilities.

8. Data Retention

• Account Data: Kept as long as your account is active or required for legal/accounting purposes
• Chatbot Data: Retained for up to 2 years for analysis and improvement, or deleted upon request
• Marketing Data: Retained until you opt out
• Payment Data: Retained according to tax law (usually 6 years in the UK)

9. Your Rights Under UK GDPR

You have the right to:

• Access – Get a copy of your data
• Rectification – Correct any inaccurate data
• Erasure – Request deletion (where applicable)
• Restriction – Limit how your data is used
• Portability – Receive your data in a common format
• Object – Object to processing, including profiling or direct marketing
• Withdraw Consent – At any time, for example, to stop chatbot data use or marketing emails

To exercise your rights, contact: info@thinkingforword.com

We will respond within 30 days in accordance with UK GDPR.

10. International Transfers

If personal data is transferred outside the UK or EEA (e.g., through OpenAI’s infrastructure), we ensure appropriate safeguards, such as:

• UK-approved Standard Contractual Clauses (SCCs)
• Transfers only to countries with adequate data protection standards

11. Cookies & Tracking

We use cookies to improve site performance and personalize your experience. You may manage or block cookies through your browser settings. For more, see our Cookie Policy.

12. Data Breach Notification

In the event of a breach that may affect your personal data, we will notify you and relevant supervisory authorities without undue delay, as required by law.

13. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in law or our services. Any changes will be posted on this page with the revised effective date.

14. Contact & Complaints

📧 Email: info@thinkingforword.com
📞 Phone: +44 7958 787464
🏠 Address: 19 Rhanbuoy Gardens, Holywood, Bangor, BT18 0GA

You may also lodge a complaint with the Information Commissioner’s Office (ICO):
https://ico.org.uk