Privacy notice

1. Who we are

Pringle Capital Ltd is the controller of personal data about our website visitors and company account users.

For employee interviews, the employer that runs the project is the controller and we act as its processor. We only process interview data on the employer's instructions and under our terms of service. We may still answer questions about how the service works directly.

You can contact us about privacy at privacy@askandimprove.com.

2. Data we collect

• Company users: name, work email, password (stored hashed) or Google sign-in details, company details, billing name, address and VAT number.
• Invited employees: name and work email, used only to send and manage your interview link. These are kept separately from your answers.
• Interview content: the messages you write in the chat interview and the themes our system draws from them. Interviews are text only; no audio or video is recorded.
• Payments: handled by Stripe. We receive the amount, status and a payment reference. We never see or store full card details.
• Technical data: basic logs such as IP address, browser type and timestamps, used for security and reliability.

3. How we use data and our legal basis

• To provide the service (accounts, projects, interviews, reports, payments). Legal basis: contract with the customer company, and its legitimate interests in understanding how work can be improved.
• To keep the service secure and working. Legal basis: legitimate interests.
• To meet legal, tax and accounting duties. Legal basis: legal obligation.
• To send service emails such as interview invitations and report notifications. Legal basis: contract and legitimate interests. We do not send marketing to employees.

4. How interview anonymity works

Your employer can see whether you have been invited and whether you have completed your interview, but never your answers, transcript or any finding linked to you.

Reports combine insight across employees. Points are written in general terms so no one is singled out, and teams are only named when enough of their members took part. An automatic privacy check runs before any report is released.

No system can guarantee perfect anonymity. If you describe something very specific, colleagues might guess who raised it, so please share only what you are comfortable with and avoid passwords, customer details or personal information about colleagues. The interview is not a channel for reporting urgent safety issues or misconduct; please use your employer's procedures for those.

More detail is on our privacy protection page.

5. Use of AI

Interviews are conducted by an AI interviewer and analysed by AI to identify themes. AI output is reviewed by automatic rules before release. Interview content is never used to assess, rate or rank individuals.

We use AI providers under terms that prevent them from training their models on your data.

6. Who we share data with

We share personal data only with service providers who help us run Askandimprove.com, under contracts that protect it:

• cloud hosting and database providers;
• AI model providers, to run interviews and analysis;
• Stripe, to take payments;
• email delivery providers, to send service emails.

We do not sell personal data. We may disclose data where the law requires it.

7. International transfers

Some providers may process data outside the UK. Where they do, we rely on UK adequacy regulations or approved safeguards such as the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.

8. How long we keep data

• Interview content (messages and individual findings) is deleted 12 months after the project's report is published, or 12 months after the project closes if no report is produced.
• Invitee names and emails are deleted at the same time.
• Published reports contain only combined findings and are kept while the company account is open.
• Account records are kept while the account is open and deleted within 90 days of the account being closed, unless we need them longer for legal reasons.
• Billing records are kept for six years to meet UK tax and accounting rules.

9. Security

Data is encrypted in transit and at rest. Each company's data is isolated, and interview content is held in a separate, restricted part of our database that company users cannot access. Staff access to personal data is limited, must be for a specific support purpose, and is logged.

10. Your rights

Under UK data protection law you can ask to access, correct or delete your personal data, restrict or object to its use, and receive a copy in a portable format. Email privacy@askandimprove.com. If you are an employee, we may pass your request to your employer as controller and help them respond.

Because interview answers are not linked to your name in reports, we may need details from you to find your data.

You can complain to the Information Commissioner's Office at ico.org.uk. We'd appreciate the chance to help first.

11. Cookies and local storage

We use only what is strictly necessary to keep you signed in and remember your choices, such as the interview count you chose on our pricing page. We do not use advertising cookies.

12. Changes to this notice

We may update this notice. The date at the top shows when it last changed. We will tell company users about significant changes.

13. Contact

Pringle Capital Ltd: privacy@askandimprove.com