Privacy Policy

Last Updated: December 2024

1. Introduction

Welcome to Novocom Ai ("we," "our," or "us"). We are committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered travel assistant services.

Company Details:
UK Company Number: 16861113
Contact: +44 7822 027794

2. Information We Collect

2.1 Personal Information

We collect personal information that you provide to us, including:

  • Name and contact information (email, phone number)
  • Company name and business details
  • Travel preferences and booking information
  • Payment and billing information
  • Meeting notes and scheduling data

2.2 Automatically Collected Information

  • Device and browser information
  • IP address and location data
  • Usage data and interaction patterns
  • Cookies and similar tracking technologies

2.3 AI Conversation Data

  • Chat transcripts and voice recordings
  • Contextual preferences and learning data
  • Service requests and booking history

3. How We Use Your Information

We use your information to:

  • Provide and improve our AI travel assistant services
  • Process bookings for flights, hotels, transport, and restaurants
  • Manage meeting notes and business assistance features
  • Personalize your experience through contextual learning
  • Send service updates and communications
  • Comply with legal obligations
  • Prevent fraud and ensure security

4. Legal Basis for Processing (UK GDPR)

We process your personal data under the following legal bases:

  • Contract Performance: To fulfill our services to you
  • Legitimate Interests: To improve our AI services and user experience
  • Consent: For marketing communications and cookies
  • Legal Obligation: To comply with UK laws and regulations

5. Data Sharing and Disclosure

We may share your information with:

  • Service Providers: Airlines, hotels, transport companies, and restaurants
  • Technology Partners: AI and cloud computing providers
  • Payment Processors: For secure transaction processing
  • Legal Authorities: When required by law

We do not sell your personal information to third parties.

6. International Data Transfers

Your data may be transferred to and processed in countries outside the UK. We ensure appropriate safeguards are in place, including:

  • Standard Contractual Clauses (SCCs)
  • Adequacy decisions by the UK government
  • Data processing agreements with partners

7. Data Retention

We retain your personal information for as long as necessary to:

  • Provide our services to you
  • Comply with legal obligations (typically 6 years for financial records)
  • Resolve disputes and enforce agreements

AI conversation data is retained to improve contextual understanding unless you request deletion.

8. Your Rights Under UK GDPR

You have the following rights:

  • Right to Access: Request copies of your personal data
  • Right to Rectification: Correct inaccurate information
  • Right to Erasure: Request deletion of your data
  • Right to Restrict Processing: Limit how we use your data
  • Right to Data Portability: Receive your data in a structured format
  • Right to Object: Object to certain processing activities
  • Right to Withdraw Consent: Where processing is based on consent

To exercise these rights, contact us at the details provided below.

9. Security

We implement appropriate technical and organizational measures to protect your data, including:

  • Encryption in transit and at rest
  • Regular security assessments
  • Access controls and authentication
  • Employee training on data protection

10. Cookies and Tracking

We use cookies and similar technologies to enhance your experience. For detailed information, please see our Cookie Policy.

11. Children's Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by posting the new policy on our website and updating the "Last Updated" date.

13. Contact Us

For privacy-related inquiries or to exercise your rights, please contact us:

Novacom AI
71-75 Shelton Street
London, WC2H 9JQ
United Kingdom
Phone: +44 7822 027794
UK Company Number: 16861113

14. Complaints

If you have concerns about our data processing practices, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's supervisory authority for data protection:

Information Commissioner's Office
Website: ico.org.uk
Helpline: 0303 123 1113