1) Who we are 

This Privacy Policy explains how FairShot AI Ltd (“FairShot”, “we”, “us”) collects and uses personal data when you visit our websites, use our products and services, contact us, or otherwise interact with us in the UK and European Economic Area (EEA). 

Registered office: Linen Hall, Room 252-254, 162-168 Regent Street, London, W1B 5TB
Company Number: 16682290
Contact: info@fairshot.tech

2) Scope 

This Policy covers personal data we process as a controller for our own purposes (e.g., website operations, accounts, billing, support, and marketing). When customers submit personal data to our Services, we typically process it as a processor on their instructions—see Annex A 

3) The data we collect 

We may collect and process the following categories of personal data: 

A) Data you provide to us 

• Account and profile data (name, email, role, company name, password and access settings). 

• Billing and transaction data (purchase history, billing address, VAT number, payment method details handled by our payment provider). 

• Content you send us (support tickets, feedback, attachments). 

• Marketing preferences and communication choices. 

B) Data collected automatically 

• Usage and diagnostic data (features used, performance metrics, crash logs). 

• Device and technical data (IP address, browser type, operating system, approximate location). 

• Cookies and similar technologies for functionality, analytics, and remembering your settings (see Section 11). 

4) How we use personal data and legal bases 

We use personal data for the purposes below. Our legal bases under EU/UK GDPR include performance of contract, legitimate interests, consent, and compliance with legal obligations. 

• Provide, maintain, and secure the Services (contract; legitimate interests in operating a reliable and secure service). 

• Create and manage accounts, process transactions, and provide support (contract). 

• Improve and develop features, quality, and reliability using aggregated or de-identified analytics (legitimate interests). 

• Send service and security notifications (contract; legal obligation where applicable). 

• Send optional product updates and marketing with your consent or where permitted by law (consent or legitimate interests, with opt-out). 

• Prevent abuse, fraud, and misuse (legitimate interests; legal obligation where applicable). 

5) Third-party AI processing To provide our services, Fairshot uses industry-leading artificial intelligence providers. By using the Service, you acknowledge and agree that: 

• Your interactions with Fairshot may be processed by third-party AI services including OpenAI, Eleven Labs, and other AI technology providers.

Information processed by these services may include: 

• Content of your assessments with Fairshot Interview transcripts and scoring 

These third-party providers: 

• Process data according to their own privacy policies and security standards 

• May retain processed data in accordance with their terms of service Are bound by industry-standard confidentiality and security requirements 

• We select providers based on their security practices and reliability, and we regularly review their compliance with applicable data protection standards.

• You can request more information about our AI data processing practices by contacting us at info@fairshot.tech.  

6) Sharing and disclosures 

• Service providers/Processors that host, support, and help us operate the Services under written data-protection terms. 

• Affiliates for internal administration consistent with this Policy. 

• Professional advisors and auditors under confidentiality. 

• Legal and safety: if required by law or to protect rights, safety, or the integrity of the Services. 

• Business transfers: in connection with a merger, acquisition, or asset sale. 

7) International data transfers 

We may transfer personal data outside the UK/EEA. Where we do, we use appropriate safeguards such as the EU Standard Contractual Clauses and, for the UK, the UK Addendum/IDTA, and we assess the circumstances of the transfer. Where available, we also rely on adequacy regulations/decisions. 

8) Retention 

We retain personal data only for as long as necessary for the purposes described in this Policy, including to comply with legal, accounting, or reporting requirements. Typical examples: 

• Account data: kept for your subscription term and a short period after closure for queries and backups. 

• Billing records: retained for statutory periods (usually 6–10 years, depending on jurisdiction). 

• Marketing preferences: kept until you opt out or request deletion. 

• Support content: retained for a reasonable period to investigate and improve service quality. 

9) Security 

We use appropriate technical and organisational measures to protect personal data, including access controls, encryption in transit, logical segregation, monitoring, and regular backups. No system is 100% secure; we encourage you to use strong passwords and enable available security controls. 

10) Your rights (EU/UK) 

Subject to conditions and exemptions under EU/UK GDPR, you may have the right to: 

• Access your personal data and receive a copy. 

• Correct incomplete or inaccurate data. 

• Delete your data (erasure) and restrict processing in certain cases. 

• Object to processing based on legitimate interests and to direct marketing. 

• Data portability for data you provided to us, where processed by automated means and based on consent or contract. 

• Withdraw consent at any time where processing is based on consent. 

• Lodge a complaint with your local supervisory authority (e.g., the UK Information Commissioner’s Office). 

To exercise your rights, contact us at info@fairshot.tech. We may need to verify your identity and your relationship with us. 

11) Cookies and similar technologies 

• We use necessary cookies to operate the website and keep you signed in. 

• We also use analytics cookies to understand usage and improve the Services. 

12) Children 

Our Services are not directed to children and we do not knowingly collect personal data from children under 16. If you believe a child has provided us personal data, please contact us and we will take appropriate steps. 

13) Contacts and complaints 

Controller: FairShot AI Ltd. Contact: info@fairshot.tech or the postal address above. 

Supervisory authorities: You can lodge a complaint with your local data protection authority. In the UK, this is the Information Commissioner’s Office (ICO). 

14) Changes to this Policy 

We may update this Policy from time to time to reflect changes to our practices or legal requirements. If changes are material, we will provide reasonable notice. The “Last updated” date shows when this Policy was last revised. 

Annex A — Our role as processor for Customer Content 

• When a Customer uses the Services and submits Customer Content that includes personal data, the Customer is the controller and FairShot is the processor. 

• We process Customer Content only on documented instructions from the Customer, including regarding transfers to a third country, unless required by law.