Privacy Policy

Effective Date: 30 August, 2025

HectaSquare UK Ltd (“HectaSquare,” “we,” “us,” or “our”) collects and processes your personal information in accordance with this Privacy Policy (“Policy”).

This Policy explains how, why, and when we process your personal information, your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, and our obligations as a data controller.

By using our application Build Your Idea, our websites, integrations, or services (collectively, the “Services”), you acknowledge that you have read and understood this Policy.

1. About HectaSquare

HectaSquare UK Ltd is a technology company incorporated in Scotland with its registered office at:

11c, Back Hilton Road, Aberdeen, Scotland.

We develop and operate Build Your Idea, a generative AI–powered platform that enables users to create portfolios, pitch decks, and presentation materials.

2. Scope of this Policy

This Policy applies when you:

  • Use our websites, mobile apps, or platforms that link to this Policy.
  • Interact with us via email, events, or customer support.
  • Submit a job application to HectaSquare UK Ltd.
  • Purchase or use our Services as an individual customer or as an authorised user of a business customer.

This Policy does not apply to third-party websites, products, or services that have their own privacy statements, or where we act solely as a data processor on behalf of our business customers.

3. Information We Collect

a. Information you provide directly:

  • Contact details – name, email address, phone number, billing address.
  • Account details – username, password, authentication tokens.
  • Payment information – card details, billing information.
  • Professional details – job role, company, business profile.
  • Job applications – CV, employment history, education, visa/work status.
  • AI interactions – text, prompts, and other inputs you submit into the Service.
  • Communications – any correspondence with us.

b. Information we collect automatically:

  • Device information (IP address, browser type, operating system, device identifiers).
  • Usage data (features used, time spent, clicks, pages viewed).
  • Log and performance data (crash reports, diagnostics).
  • Cookies and similar technologies (see our Cookie Policy).

c. Information from third parties:

  • Business partners, marketing partners, social platforms, recruitment agencies, and public databases.

4. How We Use Your Personal Information

We process your personal information for the following purposes:

  • Provide and improve Services – operate, personalise, and enhance the Build Your Idea platform.
  • AI training and improvement – use de-identified or aggregated data to improve our AI models and features.
  • Account management – authenticate, maintain, and support your account.
  • Payments and billing – process transactions securely.
  • Security – detect, investigate, and prevent fraud or misuse.
  • Marketing and communications – send relevant updates and promotional materials (with your consent).
  • Legal compliance – comply with UK law, regulatory obligations, or court orders.
  • Recruitment – assess and manage job applications.

5. Legal Bases for Processing

We process personal data under the following legal bases:

  • Contractual necessity – to provide Services you request.
  • Legitimate interests – improving Services, preventing fraud, ensuring security.
  • Consent – for marketing or optional features (you may withdraw consent anytime).
  • Legal obligation – compliance with UK legal and regulatory duties.

6. Sharing Your Information

We may share your personal information with:

  • Service providers (IT hosting, cloud storage, payment processors, analytics, customer support).
  • Affiliates or group companies.
  • Business customers (if you use the Services as part of a company account).
  • Event sponsors or partners (if you register for events).
  • Legal authorities (where required by law).
  • Successors in the event of a merger, acquisition, or sale.

We do not sell your personal data.

7. International Transfers

Your personal data may be transferred outside the UK (e.g., to service providers in the EU, US, or other countries). Where this occurs, we ensure safeguards such as:

  • UK-approved Standard Contractual Clauses (SCCs), or
  • Other lawful transfer mechanisms.

8. Data Retention

We retain personal data only for as long as necessary to:

  • Provide our Services.
  • Comply with legal obligations.
  • Resolve disputes.
  • Enforce agreements.

Retention periods vary depending on the type of data and legal requirements.

9. Data Security

We use organisational, technical, and physical safeguards to protect personal data. However, no system is 100% secure. We encourage you to keep your login credentials safe.

10. Children’s Privacy

Our Services are not intended for individuals under the age of 18. We do not knowingly collect personal data from children. If you believe we have done so, please contact us.

11. Your Rights (UK & EEA Users)

Under the UK GDPR, you may have the following rights:

  • Right of access – request a copy of your data.
  • Right to rectification – correct inaccurate data.
  • Right to erasure – request deletion of your data.
  • Right to restrict processing – limit how your data is used.
  • Right to data portability – receive your data in a structured format.
  • Right to object – stop certain processing activities.
  • Right to withdraw consent – where consent was relied upon.
  • Right to complain – to the Information Commissioner’s Office (ICO) in the UK.

You can exercise these rights by contacting us at privacy@hectasquare.com.

12. Cookies

We use cookies and similar technologies to enhance functionality, analyse usage, and personalise content. For more details, see our Cookie Policy.

13. Changes to this Policy

We may update this Policy from time to time. If changes are material, we will notify you by email or in-app notification.

14. Contact Us

If you have any questions, requests, or complaints regarding this Policy, please contact us at:

HectaSquare UK Ltd

11c, Back Hilton Road

Aberdeen, Scotland

United Kingdom

📧 privacy@hectasquare.com

📧 dpo@hectasquare.com (Data Protection Officer)

You may also lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.