Privacy Policy

PRIVACY POLICY.

Last Updated: February 22, 2026

1. Introduction and Scope

This Privacy Policy explains how Digitalone Solutions Ltd - Doublemind (“we”, “us”, or “our”) collects, uses, stores, shares, and protects personal data in connection with your access to or use of the Doublemind website and services (collectively, the “Services”). It applies to all visitors, users, and customers who interact with the website or Services, including those who simply browse, create accounts, request demos, or subscribe to paid plans.

By accessing or using our website or Services, you acknowledge that you have read, understood, and agree to the practices described in this Privacy Policy.

Doublemind may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we make material changes, we will provide notice through the website or other appropriate means. We encourage you to review this Privacy Policy periodically to stay informed about how we process personal data.

The Services are intended for business use only and are not directed to consumers acting in a personal capacity.

2. Data Controller

Doublemind acts as a data controller in relation to personal data collected for account management, billing, marketing, and website analytics.

Where users upload or process personal data through the Services on behalf of their own customers or contacts, Doublemind acts as a data processor and processes such data solely in accordance with the user’s instructions and applicable data protection laws.

Where Doublemind acts as a data processor on behalf of a user, the processing of personal data shall be governed by a separate Data Processing Agreement (“DPA”) or data processing terms incorporated into the Terms and Conditions.

When acting as a processor, Doublemind does not determine the purposes or means of processing Customer Personal Data.

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, you may contact us at hello@doublemind.ai.

3. Information We Collect

Depending on how you interact with the website and Services, we may collect personal data in the following categories:

3.1 Information You Provide Directly

Contact and identity data such as name, email address, post code, phone number, company name, job title, and similar identifiers you provide when you register, subscribe, request support, or otherwise communicate with us.

3.2 Account and Payment Information

Details you provide when you create an account or purchase services (e.g., email, username, subscription plan), excluding sensitive financial details (which are processed by third-party payment providers).

3.3 Usage and Technical Data

Data collected automatically when you interact with our Services, such as IP address, browser type and version, device information, operating system, log data, and interaction data. This may also include cookies and similar technologies.

3.4 User Content

Any personal and business-related information, including company details, sector, services, and related content (e.g., prompt, text, files, data inputs). This includes data used to generate AI outputs.

4. How We Use Your Information

We process personal data for the following purposes:

4.1 Providing and Operating the Services

To authenticate your account, provide requested features, manage subscriptions, and deliver the Services.

4.2 Communication

To respond to inquiries, send administrative messages, updates, support replies, and notifications regarding your account or the Services.

4.3 Service Improvement

To analyze usage patterns, diagnose technical issues, improve functionality, and optimize performance and user experience.

4.4 Security and Compliance

To detect, prevent, and respond to fraud, security incidents, and violations of our terms; and to comply with legal and regulatory obligations.

4.5 Marketing (with Consent, Where Required)

To send promotional messages where you have consented to receive them. You may opt out of marketing communications at any time.

4.6 Lawful Basis for Processing

We process personal data on the following lawful bases:

Performance of a contract – where processing is necessary to provide the Services you have requested.
Legitimate interests – where processing is necessary for the operation, improvement, and security of the Services, provided such interests are not overridden by your fundamental rights.
Legal obligations – where processing is required to comply with applicable laws or regulatory requirements.
Consent – where required, such as for marketing communications. You may withdraw consent at any time.

We do not use identifiable Customer Personal Data to train general-purpose AI models. Where data is used for system improvement, it is anonymised and aggregated in a manner that does not identify any individual or customer.

4.7 Automated Decision-Making

The Services do not involve automated decision-making that produces legal or similarly significant effects within the meaning of applicable data protection laws.

5. Sharing Your Personal Data

We may share personal data with:

Service Providers: Third parties who support our operations (e.g., hosting, analytics, support tools, production tools). A list of current subprocessors is available upon request.
Affiliates and Partners: Where necessary to fulfil services or for operational needs.
Legal and Regulatory Authorities: If required to comply with law, legal process, or governmental request.
Business Transfers: In connection with a merger, acquisition, or sale of assets, personal data may be transferred as part of the transaction.

Doublemind may share personal data with selected business partners where such sharing is necessary to provide, support, or enhance the Services. These business partners may include technology partners, integration providers, analytics providers, or other partners involved in the delivery or improvement of the Services.

Personal data is shared with business partners only to the extent required for the relevant purpose and subject to appropriate contractual safeguards. Business partners are authorised to process personal data solely in accordance with Doublemind’s instructions and applicable data protection requirements and are not permitted to use such data for their own independent purposes unless otherwise disclosed.

Doublemind does not sell personal data to business partners.

International Data Transfers: Some of our service providers may process personal data outside the United Kingdom or European Economic Area. Where such transfers occur, Doublemind ensures appropriate safeguards are in place, including the use of UK International Data Transfer Agreements, Standard Contractual Clauses, or reliance on adequacy decisions where applicable.
Where required, we conduct transfer risk assessments prior to international data transfers.

6. Cookies and Tracking Technologies

We use essential cookies necessary for the operation of the website. We may also use analytics cookies to understand usage patterns. Where required by law, non-essential cookies are used only with your consent.

You may manage cookies through your browser settings, but disabling certain cookies may limit functionality.

7. Use of Prompts and Third Party Processing

We may share the prompts, text, and other inputs you submit to the Services with trusted third-party service providers solely for the purpose of operating, supporting, and improving the functionality of the Services, including generating AI-based responses. These third parties process such data on our behalf and are required to handle it in accordance with applicable data protection laws and appropriate confidentiality obligations.

8. Data Retention

We retain personal data only as long as necessary to provide the Services, fulfil legal obligations, resolve disputes, and enforce our agreements. Where feasible, we delete or de-identify data after it is no longer needed for these purposes.

We may retain data where necessary for the establishment, exercise, or defence of legal claims.

Retention periods vary depending on the type of data and purpose of processing. Account data is retained for the duration of the contractual relationship and for a reasonable period thereafter to comply with legal and accounting obligations.

9. Your Rights

As a data subject you may have rights under applicable law, including:

Access your personal data
Request correction or deletion
Object to or restrict processing
Withdraw consent where processing is based on consent
Data portability

You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) or your local data protection authority.

To exercise your rights, contact us at hello@doublemind.ai. We will respond in accordance with legal timelines.

10. Children’s Privacy

Our Services are not directed at individuals under the age of 18, and we do not knowingly collect personal data from children. If you believe we have collected such data, please contact us to have it removed.

11. Third-Party Services

The website or Services may contain links to third-party sites or integrate with third-party tools. We are not responsible for the privacy practices of such third parties and encourage you to review their privacy policies.

12. Security

We implement reasonable technical and organizational measures to safeguard personal data including access controls, encryption in transit, and contractual safeguards with service providers. However, no system is completely secure, and we cannot guarantee absolute protection against unauthorized access or breaches.

In the event of a personal data breach, we will notify affected customers in accordance with applicable law.

All personnel with access to personal data are subject to confidentiality obligations.

13. Contact Us

For questions, concerns, or data requests, contact:

Email: hello@doublemind.ai

Digitalone Solutions Ltd

Flat 11, 24 Bardolph Road, Richmond, London, TW9 2LH, United Kingdom