Who we are
This notice explains how Earthena AI Limited ("Earthena", "we", "us") collects and uses personal data through earthena.ai, and how we use cookies. We are the controller of that data under the UK GDPR, the Data Protection Act 2018 and, where it applies, the EU GDPR.
| Company | Earthena AI Limited, registered in England and Wales, company number 14902919 |
| Registered office | 165-167 Great Portland Street, London W1W 5PF |
| Privacy contact | info@earthena.ai |
| EU representative | GDPRLocal, Office 2, 12A Lower Main Street, Lucan, Co. Dublin, K78 X5P8, Ireland |
Questions about this notice or your data go to the privacy contact above.
What personal data we collect
We collect only what you give us when you book a demo or get in touch, plus basic technical data sent with the form. We do not ask for sensitive data such as health, ethnicity or religion. You can browse the site without giving us any personal data.
| Data | How we get it | Required? |
|---|---|---|
| Full name | You enter it in the form | Yes |
| Work email address | You enter it in the form | Yes |
| Company name | You enter it in the form | Yes |
| Role or job title | You enter it in the form | Optional |
| Your area of interest (e.g. EUDR, QuantEarth, Compliance Intelligence, partnership) | You choose it in the form | Yes |
| IP address and browser/device type (user-agent) | Sent automatically with the form | Automatic |
| Date and time of submission | Recorded automatically | Automatic |
| Emails you exchange with us | When you reply to us or write to us | Optional |
| Cookie and usage data | Only with your consent; see section 6 | Optional |
Contacts we receive from someone else. We may also hold your name, work email, job title and company if someone you know introduces you to us. We record who made the introduction. If we hold your data this way, we will point you to this notice within one month, usually in our first email to you.
How and why we use your data
We use your data to reply to your enquiry and to manage our relationship with you. We do not sell it, and we do not use it to make automated decisions about you.
| Purpose | Data used | Lawful basis |
|---|---|---|
| Replying to your demo request or enquiry, and arranging a demo | Form data, emails | Legitimate interests (responding to people who contact us). Where you are asking about our services, also steps before a possible contract |
| Routing and prioritising enquiries | Area of interest, company name | Legitimate interests (handling enquiries efficiently) |
| Keeping the form free of spam and abuse | IP address, user-agent, timestamp | Legitimate interests (security of our site and systems) |
| Keeping a record of enquiries and of requests you make under this notice | Timestamp, form data, request log | Legitimate interests (keeping accurate records); legal obligation for data-rights requests |
| Following up on an introduction from someone you know | Name, work email, job title, company, who introduced you | Legitimate interests (developing business relationships) |
| Sending you our newsletter or marketing emails (when available) | Name, email | Consent, which you can withdraw at any time |
| Measuring site visits and ad campaigns (when enabled) | Cookie and usage data | Consent, given through our cookie banner |
Where we rely on legitimate interests, we have balanced our interests against your rights and expectations. You can ask us for details of that assessment, and you can object at any time (see section 7).
How long we keep your data
We keep your data only as long as we need it. Our CRM record of you is deleted 36 months after your last contact with us, unless you become a customer, in which case our customer terms apply.
| Where it is held | How long |
|---|---|
| Website form submissions (Webflow) | Deleted 30 days after they are copied into our CRM |
| Our CRM (HubSpot) | Archived after 24 months without contact; deleted after 36 months without contact |
| Archived after 24 months without contact | |
| Log of data-rights requests | As long as needed to show we handled your request, normally 6 years |
| Cookies | See the table in section 6 |
If you ask us to delete your data, we do so sooner, and we keep only a short note that you asked, so that we respect your request in future.
Your rights
You can use any of these rights by emailing info@earthena.ai. They are free of charge, and we will reply within one month. We may ask you to confirm your identity first.
- Access: get a copy of the personal data we hold about you
- Rectification: have inaccurate or incomplete data corrected
- Erasure: have your data deleted where we no longer need it or have no lawful basis to keep it
- Restriction: ask us to pause using your data while a concern is resolved
- Portability: receive the data you gave us in a common, machine-readable format, where we process it based on consent or a contract
- Objection: object to our use of your data based on legitimate interests. You can object to direct marketing at any time, and we will stop
- Withdrawing consent: where we rely on consent (newsletter, analytics and marketing cookies), you can withdraw it at any time. Use the unsubscribe link in our emails or the Cookie preferences link in the site footer
Withdrawing consent does not affect any processing we did before you withdrew it.
Security, changes and complaints
Security
We protect your data with access controls, multi-factor authentication on our business systems, encryption in transit and contracts with each provider. Only staff who need your data to handle your enquiry can see it.
Children
Our site and services are for businesses and are not aimed at children.
Changes to this notice
We will update this notice when our data practices change, for example when we turn on new tools. The "Last updated" date at the top shows the current version. If a change significantly affects you, we will tell you.
Complaints
Please contact us first at info@earthena.ai so that we can try to put things right. You also have the right to complain to the UK Information Commissioner's Office (ico.org.uk, 0303 123 1113). If you are in the EU, you can complain to the data protection authority in your country.