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Overview

Privacy Policy

Last updated: 15th June 2026

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This Privacy Policy explains how Horizon Scan AI Limited (“Horizon Scan AI”, “we”, “us”, “our”) collects, uses, stores, and protects personal data when you use our website, any client portal we make available, or otherwise interact with us.
 

It is intended to meet the requirements of the UK General Data Protection Regulation (“UK GDPR”), the Data Protection Act 2018, and related UK privacy rules.
 

Horizon Scan AI primarily works with organisations on a business-to-business basis. In most cases, the personal data processed is limited to business contact details, account information, and communications data rather than consumer data or special category data.

1. Who we are and how to contact us

Controller:
 

Company name: Horizon Scan AI Limited
Company number: 15738179
VAT registration number: 514 5452 08
Registered office: Horizon Scan AI, 124 City Road, London, United Kingdom, EC1V 2NX
 

Horizon Scan AI Limited is the data controller for the personal data described in this Privacy Policy, except where a separate written agreement with a client states otherwise for specific processing activities.
 

ICO registration

Horizon Scan AI Limited is registered with the UK Information Commissioner’s Office (ICO) as a data controller. Our ICO registration number is ZC111177. This means we have paid the applicable data protection fee and have committed to handling personal data in accordance with the UK GDPR and the Data Protection Act 2018.
 

If you have any questions about this Privacy Policy or how personal data is handled, you can contact:
 

Email: privacy@horizonscanai.com
Postal address: Privacy, Horizon Scan AI Limited, 124 City Road, London, EC1V 2NX, United Kingdom
 

You also have the right to complain to the UK Information Commissioner’s Office (“ICO”). Further information is available at ico.org.uk.

2. Scope of this Privacy Policy

This Privacy Policy applies to:

  • visitors to www.horizonscanai.com and related sub-domains;

  • users of any client portal provided on or through that domain;

  • individuals who contact Horizon Scan AI by email, phone, or online form;

  • individuals whose business contact details are processed in the course of providing services to their organisation.
     

This Privacy Policy does not override any more specific data protection wording contained in a signed client contract, data processing agreement, or other written agreement. Where such an agreement applies, it takes precedence for the activities it specifically covers.

3. What data we collect

3.1 Data you provide directly

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  • Contact details– name, work email address, job title, organisation, phone number.

  • Account details – username, password, role, and access settings for any client portal account.

  • Communications– content of emails, messages submitted via contact forms, call notes, feedback on our services, survey responses.

  • Event / meeting details– information you provide when you register for or attend our events, demos, or calls.

  • Billing and contract administration– limited personal details on invoices or contracts where you are a named contact on behalf of your organisation.

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Horizon Scan AI does not intentionally collect special category personal data, such as health data, political opinions, religious beliefs, or criminal offence data, unless this has been explicitly agreed in writing and is genuinely necessary for a specific purpose.
 

Please do not send unnecessary sensitive personal data, legally privileged material, or personal data unrelated to the business relationship unless specifically requested and agreed in writing.

3.2 Data we collect automatically
 

When the website or portal is used, limited technical information may be collected automatically, such as IP address, truncated or anonymised IP information (where configured), browser type and version, time zone setting, operating system, device type, and basic server or security logs. This information is used to operate, secure, and troubleshoot the site and portal.
 

Where analytics tools (such as Google Analytics) are enabled, additional pseudonymous usage data may be collected, for example: pages visited, time spent on pages, links clicked, and basic information about how you reached the site. This information is used in aggregated form to understand usage patterns and improve the website.
 

Horizon Scan AI does not use third‑party advertising cookies, social media tracking pixels, or similar technologies to profile visitors across websites.

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4. How and why personal data is used

Personal data is only processed where there is a valid lawful basis under UK GDPR. The main lawful bases relied on are contract, legitimate interests, legal obligation, and consent where required.

4.1 Operating and securing the website and portal
 

Personal data may be used to operate, maintain, secure, and troubleshoot the website and any client portal, including managing authentication, preventing misuse, and investigating technical or security incidents. The lawful basis is legitimate interests, namely the interest in running a secure and reliable business website and portal.

4.2 Providing services to client organisations
 

Personal data may be used to set up and manage client accounts, administer portal access, communicate with client contacts, deliver reports and other deliverables, and manage billing, invoicing, and contract administration. The lawful basis is contract where processing is necessary to perform a contract with a client organisation, together with legitimate interests in operating and improving business services.

4.3 Responding to enquiries


Personal data may be used to respond to enquiries, arrange meetings, demos, or calls, and manage requests relating to services, pricing, or documentation. The lawful basis is legitimate interests, and contract where discussions relate directly to entering into or performing a contract.

4.4 Marketing and business development
 

Business contact details may be used to send information about services, events, or thought leadership that may be relevant in a professional context, to maintain a business contact database, and to invite participation in feedback or research. The lawful basis is legitimate interests, and consent where required by law for certain forms of electronic marketing.
 

Electronic marketing communications can be opted out of at any time using the unsubscribe link in the message or by contacting Horizon Scan AI directly.

4.5 Legal, regulatory, and risk management purposes

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Personal data may also be used to comply with legal and regulatory obligations, keep records, exercise or defend legal claims, and manage fraud, risk, and security incidents. The lawful basis is legal obligation and legitimate interests in protecting the business, clients, users, and systems.

4.6 Analytics and usage insights

Where analytics tools such as Google Analytics are used, the primary lawful basis is consent obtained through the cookie banner or settings. In some cases, we may also rely on legitimate interests to use aggregated, non‑identifying statistics to understand and improve the website, provided this is compatible with UK law and your rights.

5. Cookies, analytics and similar technologies

The Horizon Scan AI website uses a limited number of cookies and similar technologies to operate securely and effectively. These include cookies used by our website platform (for example, Wix) for site security, session management, fraud prevention, load balancing, performance, and remembering cookie preferences.
 

In addition, we may use privacy‑focused analytics tools such as Google Analytics 4 (“Google Analytics”) to understand how visitors use our site (for example, which pages are visited, how long pages are viewed, and general information about the technology used to access the site).
 

Where cookies or similar technologies are strictly necessary, they are used because they are required for the website or client portal to function properly (for example, maintaining a secure login session).
 

Where non‑essential cookies (including analytics cookies) are used, they will only be placed on your device if you consent to them through our cookie banner or settings. You can withdraw your consent or change your preferences at any time using the cookie settings link on our site or by clearing and managing cookies in your browser.
 

Horizon Scan AI does not use advertising or social media tracking cookies for profiling, remarketing, or cross‑site behavioural tracking.
 

5.1 Google Analytics
 

Where enabled, this website uses Google Analytics 4 (“GA4”), a web analytics service provided by Google LLC, to generate aggregated statistics about how our website is used (for example, which pages are visited and general usage trends). Google Analytics uses cookies and similar technologies to collect information such as truncated IP address, device and browser type, and on‑site interactions.
 

This information is processed to help us understand and improve the performance, usability, and security of the site, not to build individual marketing profiles or track users across other websites.
 

Where required by law, Google Analytics cookies will only be activated after you have given consent via our cookie banner or settings. You can withdraw consent at any time by adjusting your cookie preferences or browser settings.
 

Google may process data on servers located outside the UK, including in the United States. When this happens, Horizon Scan AI relies on appropriate safeguards such as the UK extension to the EU‑U.S. Data Privacy Framework and/or approved standard contractual clauses, in line with UK data protection law.
 

You can also install the Google Analytics opt‑out browser add‑on (where available) if you prefer not to be measured by Google Analytics across all websites.

6. AI chat bot

If you use the AI chatbot on the Horizon Scan AI website, any information you submit may be processed to generate a response and support the operation, security, and improvement of the website and chatbot service.
 

Users should not submit confidential, sensitive, privileged, or commercially critical information through the chatbot unless Horizon Scan AI has expressly agreed appropriate arrangements in writing.
 

Further information about the limitations of the AI chatbot is set out in our Terms and Conditions.

7. Sharing personal data

Horizon Scan AI does not sell personal data.
 

Personal data may be shared where necessary with:
 

  • service providers and suppliers that help operate the website, portal, hosting, email, IT systems, CRM, document delivery, or other business functions;

  • professional advisers such as lawyers, accountants, auditors, and insurers;

  • regulators, authorities, courts, or law enforcement bodies where disclosure is required by law or reasonably necessary to protect legal rights;

  • a buyer, investor, successor, or other relevant party in connection with a merger, acquisition, restructuring, or similar corporate transaction.
     

Where third parties process personal data on behalf of Horizon Scan AI, they are expected to do so under appropriate contractual and confidentiality obligations.

8. International transfers

Some of our service providers, including analytics and hosting providers, may process personal data outside the United Kingdom (for example, in the European Economic Area or the United States). Where this happens, Horizon Scan AI will ensure appropriate safeguards are in place, such as reliance on an adequacy decision, the UK extension to the EU‑U.S. Data Privacy Framework (where applicable), or approved standard contractual clauses.

9. Data retention

Personal data is retained only for as long as reasonably necessary for the purposes described in this Privacy Policy, including to manage client relationships, comply with legal and regulatory obligations, resolve disputes, and enforce agreements.
 

Retention periods vary depending on the type of data and the context. For example, business contact and portal account data may be retained for the duration of the client relationship and for a reasonable period afterwards for record-keeping, audit, and legal purposes, while enquiry data may be retained for a shorter period unless it leads to an ongoing commercial relationship.
 

When personal data is no longer needed, it will be securely deleted or anonymised where appropriate.

10. Security

Appropriate technical and organisational measures are used to protect personal data against unauthorised access, loss, misuse, disclosure, or alteration. These measures may include access controls, authentication, encryption in transit, security updates, internal policies, and contractual safeguards with service providers.
 

No online service can be guaranteed to be completely secure. If there is reason to believe that any interaction with Horizon Scan AI is no longer secure, contact should be made as soon as possible using the details above.

11. Individual rights

Under UK GDPR, individuals may have rights including:
 

  • the right of access;

  • the right to rectification;

  • the right to erasure in certain circumstances;

  • the right to restrict processing in certain circumstances;

  • the right to data portability in certain circumstances;

  • the right to object, including to direct marketing;

  • the right to withdraw consent at any time where consent is the lawful basis.
     

These rights are subject to legal conditions and exemptions. Requests can be made using the contact details in section 1, and identity may need to be verified before certain requests are fulfilled.

Individuals also have the right to complain to the ICO if they are unhappy with how personal data is handled.

12. Children

The website, portal, and services are intended for business users and are not directed at children. Horizon Scan AI does not knowingly collect personal data from children under 18 through the website or services.
 

If it is believed that a child has provided personal data, Horizon Scan AI should be contacted so that appropriate steps can be taken.

13. Third-party services and external links

The Horizon Scan AI website may use third-party services that support the operation, security, hosting, design, or functionality of the site, including our website platform and related service providers.
 

From time to time, the website may also include links to external websites or resources. Horizon Scan AI is not responsible for the privacy practices, content, or security of third-party websites. Users should review the privacy information provided by any external site or service they choose to access.

14. Changes to this Privacy Policy

This Privacy Policy may be updated from time to time. When it is updated, the “Last updated” date at the top of the page will be changed and, where appropriate, notice may be given by email or on the website or portal.

This Privacy Policy will be reviewed periodically so that users remain informed about how personal data is handled. If you have any questions about this Privacy Policy or our data protection practices, please contact us at privacy@horizonscanai.com.

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