Latest Update: October 2024

1. Introduction

Thank you for visiting www.shipshapedata.com. At Shipshape Data, we value your privacy and are committed to ensuring the security and confidentiality of your personal information. This Privacy Policy describes our practices regarding the collection, use, and protection of your information when using our services.

2. Information We Collect

Conversations: When you interact with our conversational AI, ‘Shipshape Data’, your conversations are securely stored in an ISO27001 certified database to ensure maximum security.

Email Addresses (Optional): At the discretion of our clients, users might be prompted to enter their email address when engaging with Shipshape Data. This helps in identifying the source of the conversation but is completely optional. Email addresses shared with us are stored in an ISO27001 database. No email addresses are shared with 3rd parties. 

3. How We Use the Information

Conversations: Your conversations are processed to provide accurate responses and improve the user experience. The data processing partner we use for this purpose does not store your conversation data.

Email Addresses: If provided, email addresses are utilised solely to associate conversations with specific users for our records. Your email address is not shared with 3rd parties. 

Analytics: We generate anonymous analytics based on conversation trends to provide insights. These analytics ensure user privacy and do not disclose individual identities.

4. Data Security

We understand the importance of your personal information. At Shipshape Data, we prioritise the security of your data and have implemented various technical and organisational measures to ensure its safety:

Technical Measures:

• Encryption: We employ advanced encryption techniques to safeguard data during transmission and storage, ensuring unauthorised parties cannot access it.
• Firewalls: Our systems are fortified with state-of-the-art firewalls to scrutinise and manage incoming and outgoing network traffic.
• Intrusion Detection and Prevention: Continuous monitoring tools are in place to identify and neutralize potential threats in real-time.
• Two-factor Authentication (2FA): All our data repositories are secured behind two-factor authentication systems, requiring multiple forms of verification before access is granted.
• Secure Data Transmission: Our platform uses SSL certificates to maintain a secure and encrypted connection during data exchanges.
• Regular Backups: We perform frequent backups of the data to ensure recovery in unforeseen circumstances.

Organisational Measures:

• Data Access Controls: We follow a strict protocol ensuring only authorised personnel can access sensitive data, based on their role and necessity.
• Employee Training: Our staff undergo training on data protection, ensuring they are well-equipped to handle and protect sensitive information.
• Incident Response Plan: We have established processes in place to quickly respond and manage any potential data breaches or security incidents.
• No data is stored on personal devices, offering an added layer of protection. By implementing these rigorous measures, we strive to safeguard your data against inadvertent loss, unauthorised access, alteration, or disclosure.

5. Third-party Access

Clients: While our clients can access their stored conversations and associated data, they are bound by this privacy policy and other confidentiality agreements to uphold the utmost standards of data integrity and security.

Service Providers: Occasionally, we might employ third-party service providers to support our services. If these providers require access to the data, it’s strictly for performing specific tasks on our behalf, and they’re obliged not to disclose or use it for any other purpose.

6. User Rights

• Access: You have the right to access and receive a copy of the personal data we hold about you.
• Rectification: If the personal data we hold about you is inaccurate or incomplete, you have the right to ask for corrections.
• Erasure: You can request the deletion of your personal data when it’s no longer necessary for the purposes we’ve collected it.
• Restriction: Under certain circumstances, you can request a limitation on the processing of your data.
• Objection: You can challenge the processing of your personal data under specific conditions.
• To exercise these rights, reach out to us at hello@shipshapedata.com.

7. No Marketing

At Shipshape Data, we do not use our clients conversational data for marketing purposes. Any marketing-related decisions and actions are at the sole discretion of our clients.

8. Changes to Our Privacy Policy

Our privacy policy may undergo periodic updates to reflect changes in our practices or for other operational, legal, or regulatory reasons. Please revisit this page regularly to stay informed.

9. Contact Us

For any inquiries, concerns, or feedback related to this privacy policy or your personal data, please contact us at hello@shipshapedata.com.