This Privacy Policy explains how Wolf AI Labs Limited ("Wolf", "we", "us") collects, uses, shares and protects personal data when you visit www.wolfailabs.com, use a Wolf platform, or deal with us in the course of business. We are a business to business software company; our platforms and services are supplied to organisations, not to consumers.
1.Who We Are
Wolf AI Labs Limited is the data controller for personal data processed in connection with this website and our services. Company Number: 16609169. VAT Number: 525 8343 82. ICO Registration: ZC177753.
We work in partnership with OCC Software Limited (Registered in Scotland, SC623773, ICO Registration ZB650879), which may process personal data on our behalf, or as a joint or independent controller for specific platforms. Where that is the case it is stated in the relevant platform's own notice.
Contact for privacy matters: legal@wolfailabs.com, or write to Wolf AI Labs Limited, 82 King Street, Manchester M2 4WQ. Telephone: 0161 394 1675 (Manchester) or 0141 536 0027 (Glasgow).
2.Scope
This policy covers www.wolfailabs.com and enquiries, accounts, training, demonstrations and support connected with Wolf platforms and services. Individual Wolf platforms may carry their own supplementary privacy notices; where they do, those notices apply alongside this policy for that platform.
3.Personal Data We Collect
| Category | Examples |
|---|---|
| Business contact data | Name, job title, organisation, business email address, business telephone number |
| Enquiry and correspondence data | The content of messages, emails, calls and meeting notes exchanged with us |
| Account and contract data | Login identifiers, roles and permissions, billing contacts, invoicing details |
| Technical and usage data | IP address, browser and device type, pages viewed, approximate timings, security logs |
| Platform client data | Data our business clients submit to a platform, which may include personal data of their own contacts, customers or case subjects |
Platform client data. Where a client organisation submits personal data to a Wolf platform, that client is the controller of the data and Wolf acts as its processor under a written data processing agreement, unless the platform notice states otherwise. Individuals should direct rights requests about such data to the client organisation in the first instance; we will assist the client in responding.
4.Where Data Comes From
We collect personal data directly from you, from your organisation, from publicly available sources such as Companies House and other public registers, from our business partners, and automatically through your use of our website and platforms.
5.Lawful Bases
- Contract: to provide platforms, training and support to your organisation, and to take steps you request before entering a contract.
- Legitimate interests: to operate, secure and improve our services, to communicate with business contacts about relevant products and services, and to manage our commercial relationships. You can object at any time.
- Legal obligation: to keep accounting records, respond to lawful requests and meet regulatory duties.
- Consent: where we ask for it, for example some non essential communications. You can withdraw consent at any time.
6.How We Use Personal Data
- Providing, administering and supporting our website, platforms and training.
- Responding to enquiries and managing accounts, contracts and billing.
- Securing our systems, preventing misuse and maintaining audit trails.
- Improving our products, including analysing usage at an aggregated level.
- Sending business communications about Wolf products and services relevant to your role, with an opt out in every message.
7.AI and Automated Processing
Wolf builds and operates AI powered software. AI features process data to generate outputs such as document drafts, classifications and analytical summaries for our business clients. We do not use your personal data to make solely automated decisions that produce legal effects or similarly significant effects on you. Human review and oversight applies to platform outputs, and our clients remain responsible for decisions they take using them.
8.Sharing
- Within our group and partnership: OCC Software Limited, and group entities, for the purposes above.
- Service providers: hosting in ISO 27001 certified and SOC 2 audited UK and EU data centres, communications, IT security, payment and professional advisers, each under contract and only as needed.
- Authorities: where required by law, regulation or court order.
- Business transfers: in connection with a merger, acquisition or asset sale, under confidentiality protections.
We do not sell personal data and we do not share it with third parties for their own advertising.
9.International Transfers
Our services are hosted in ISO and SOC audited data centres in the United Kingdom and the European Economic Area. Where personal data is accessed from outside the UK, for example by our Texas office, we apply appropriate safeguards, including the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, together with technical and organisational protections.
10.Security
We protect personal data with encryption in transit using SSL and TLS with RSA 2048 certificates, access controls and role based permissions, logging and monitoring, and hosting in ISO 27001 certified and SOC 2 audited UK and EU data centres operated by our providers. No system is completely secure; if a breach affecting your rights occurs we will notify you and the ICO where the law requires.
11.Retention
We keep personal data only as long as needed for the purposes above: enquiry data typically up to 24 months from last contact; account and contract data for the life of the relationship plus 6 years for legal and accounting purposes; security logs typically 12 months; platform client data for the period instructed by the client under the data processing agreement. We then delete or anonymise it.
12.Your Rights
Under UK GDPR and the Data Protection Act 2018 you have rights of access, rectification, erasure, restriction, portability and objection, and rights relating to automated decision making. To exercise them contact legal@wolfailabs.com. We respond within one month. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
13.Cookies and Local Storage
Our website uses only strictly necessary storage. We set a small session value to remember that you have dismissed the mobile viewing notice; it expires when your browser session ends. We do not use advertising cookies and we do not deploy third party tracking cookies on www.wolfailabs.com. If that changes we will update this policy and, where required, ask for consent first.
14.Business Users Only
Wolf sells to businesses, and to businesses serving other businesses. We do not market or sell our platforms directly to consumers. Where a consumer facing journey exists inside a client's deployment, the client organisation is responsible for its own privacy notices to those consumers.
15.Changes to this Policy
We may update this policy from time to time. The effective date above shows the current version. Material changes will be highlighted on this page and, for account holders, notified by email.
16.Contact
Wolf AI Labs Limited, 82 King Street, Manchester M2 4WQ. Email: legal@wolfailabs.com. Support: help@wolfailabs.com. Commercial: b2b@wolfailabs.com. Billing: accounts@wolfailabs.com. Telephone: 0161 394 1675 or 0141 536 0027.