At Birkwood Research, we prioritise the protection and responsible handling of personal data. This comprehensive privacy policy outlines our commitment to safeguarding the data entrusted to us by our clients, employees, and stakeholders. We maintain strict compliance with the UK Data Protection Act 2018, UK GDPR, and related data protection regulations, ensuring that all data processing activities meet or exceed regulatory requirements.
Our data collection practices are guided by the principles of minimisation and purpose limitation. We collect only the data necessary for delivering our AI and automation services effectively. This includes business contact information, client data for AI processing, technical data from system interactions, website usage information, and project-specific datasets. Each data collection point is carefully evaluated to ensure it serves a specific, documented purpose in our service delivery.
All our data processing activities are underpinned by clear legal bases as required by data protection regulations. We process data primarily under contractual necessity for delivering our services, legal obligations for regulatory compliance, and legitimate business interests for service improvement. Where required, we obtain explicit consent, particularly for AI services and research activities. We maintain detailed records of processing activities and regularly review our legal bases to ensure continued compliance.
We implement comprehensive security measures to protect all data under our control. Our infrastructure includes enterprise-grade encryption for data at rest and in transit, multi-factor authentication systems, and regular security audits. We maintain secure cloud storage with redundancy and employ automated threat detection systems. Our security measures are regularly updated to address emerging threats and technological advancements.
Our access control system operates on a strict need-to-know basis. We implement role-based access management with robust authentication protocols and regular access reviews. All system access is monitored and logged, with automatic session timeouts and regular access audits. Staff members receive ongoing training in security protocols and data protection procedures.
We are committed to upholding all rights granted to data subjects under current data protection laws. This includes the right to be informed, access, rectification, and erasure of personal data. We maintain efficient processes for handling data subject requests, ensuring responses within regulatory timeframes. Our team is trained to handle such requests professionally and comprehensively.
When transferring data internationally, we implement appropriate safeguards to ensure continued data protection. This includes using Standard Contractual Clauses (SCCs), adequacy decisions, and Binding Corporate Rules where applicable. We conduct regular transfer impact assessments and maintain detailed documentation of all international data flows.
Our data retention policies balance business needs with data minimisation principles. We retain client data for the duration of contracts plus seven years for legal and audit purposes. Employee data is maintained for the employment period plus six years, while marketing data is kept for two years from the last interaction. Technical logs and AI training data are retained according to specific service requirements and regulatory obligations.
We maintain a comprehensive data breach response plan that ensures swift identification, containment, and notification of any data incidents. Our team is trained to respond within the 72-hour notification requirement, with clear procedures for stakeholder communication and incident documentation. We conduct regular incident response drills and update our procedures based on lessons learned.
In our AI operations, we implement additional privacy safeguards. All AI decision-making processes are transparent and regularly audited for bias. We apply robust data minimisation principles to training data and maintain strict purpose limitation controls. Our privacy-by-design approach ensures that data protection is built into our AI systems from the ground up.
We carefully manage our relationships with third-party vendors through comprehensive data processing agreements and regular compliance assessments. All vendors must meet our strict security standards and maintain appropriate certifications. We conduct regular audits and require prompt incident reporting from all third parties.
Our compliance program includes regular assessments, audits, and policy reviews. We conduct annual data protection audits and quarterly compliance reviews. All staff undergo regular training on data protection principles and procedures. Our policies are updated to reflect changes in regulations, technology, and best practices.
Our Data Protection Officer (DPO) oversees all aspects of our data protection program. The DPO is readily available to handle queries, requests, and concerns from data subjects and supervisory authorities. Regular training sessions and updates are provided to ensure all staff understand their data protection responsibilities.
This policy undergoes annual review and is updated when significant changes occur in regulatory requirements, business operations, or technology infrastructure. All updates are communicated to relevant stakeholders, and training is provided where necessary. We maintain versions of all policy documents for audit purposes.