Privacy Policy

Sainaptic takes the protection of personal data entrusted to it by its client organisations seriously. In relation to that data, our clients act as the Data Controllers: they decide which data is supplied, how it is to be handled, and how long it is kept. Sainaptic acts as the Data Processor. In practice, this means we handle the data only as directed by the relevant client organisation, the Data Controller.

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This Privacy Policy sets out how we process personal data on behalf of Data Controllers, the security safeguards we have in place, and how we meet our contractual and legal responsibilities.

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All client and personal data is processed fairly, lawfully and transparently, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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1. Data We Collect (and what we definitely do NOT do)

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During the course of providing our services, we collect information about your use of the Service, as well as any information that you submit to the Service (including but not limited to answers to the questions that have been attempted by the end-user). In addition, we may ask you for personal information at other times, such as when you contact our technical support team, send us an e-mail, complete a user survey or otherwise communicate with sAInaptic.

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All data relating to assessments, used to train, test, validate and optimise the models deployed by sainaptic are collected in accordance with data collection, storage and processing policies as defined and agreed in any contractual agreement between us.

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We do no use any Personal Identifiable Information to train any AI models.

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2. How We Use Your Information

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The information you share with us enables us to process the data in accordance with the requirements of your assessments. Specifically, we may use data:

To improve the products and services we provide;
To contact you in response to a specific enquiry, where permission has been granted.
To customise the web-based applications

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3. How Your Data is Stored & Protected

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Data is held in sainaptic hosted environments, e.g. Microsoft Azure, within the UK and may be processed in the UK and EU-based servers.

All user data is encrypted in transit and at rest using industry-standard AES-256 encryption. Access to production systems is strictly limited to essential engineering staff, who are specifically authorised to do so, on a per client basis.

Backups are performed daily and stored in secure, geographically redundant environments.

Any personal information we hold is stored and processed in accordance with our Data Protection Policy. Our Data Protection Policy is maintained in line with the Data Protection Act (2018) and UK GDPR. These can be requested at the time of signing of contracts.

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4. Your Rights & How to Manage Your Data

You may access, request deletion, export, or modify your personal data at any time. Simply contact our support team, and a human (not an AI) will assist you. If you terminate your contract, sainaptic will deal with all your data in accordance with our contractual agreements as required.

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Finally, you retain full ownership of your assessment data, rubrics, and any other foreground IP you might share with us. sainaptic only processes what you choose to provide, and does not claim any rights to your intellectual property.

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5. Sharing Your Data

We do not rent out, pass on or sell personal data to any third party, except where the data subject has given us their consent or where the law requires us to disclose it.

Any personal information we hold is stored and handled in line with our Data Protection Policy, which we keep up to date in accordance with the Data Protection Act 2018 and UK GDPR. To deliver the services we have been contracted to provide, we may engage sub-processors (external service providers). Each one is bound by a written agreement and must first be approved by the Data Controller.

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5. Your Rights

Under UK GDPR, individual data subjects have the following rights:

• Access – the right to obtain a copy of the personal data held about them within our software products.
• Rectification – the right to have inaccurate or incomplete data corrected.
• Erasure – the right to ask for personal data to be deleted, subject to any legal obligations.
• Restriction – the right to limit the way their personal data is used.
• Data portability – the right to receive their data in a portable, reusable format.
• Objection – the right to object to processing carried out on the basis of legitimate interests, or for marketing purposes.
• Automated decision-making – the right to ask for a human review of decisions made automatically.

Requests to exercise any of these rights should be sent to the Data Protection Officer of the relevant Data Controller, i.e. the assessment organisation or training providers. That organisation, as Data Controller, can then ask sainaptic for help in fulfilling the request.

As the Data Processor, sainaptic cannot respond to these requests directly. We will, however, support the relevant Data Controller in line with UK GDPR and the Data Protection Act 2018.

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If a user/data subject and/or the client organisation are unhappy with how we handle personal data, they should contact our Data Protection Officer (DPO) in the first instance:

Email: rajeshwari@sainaptic.com

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