Last updated: 15 April 2025 

Privacy Policy for FACTKEEP 

At FACTKEEP, your privacy matters to us. This policy explains what personal information we collect, how we use it, and how we keep it safe. FACTKEEP is a web-based service that allows users to ask questions about company-specific documents that have been uploaded to a secure, private cloud. Your company authorises you to access the company-specific content and to interact with it and view sources documents via a chat interface. Our platform uses a large language model (LLM) to generate helpful responses to your questions.

This Privacy Policy is governed by the laws of England and Wales.

1. Who We Are
FACTKEEP is operated by Deep Dive Data Technologies Limited, a company registered in England and Wales. If you have any questions about this policy, you can contact us at:
Email: support@deepdivedatatech.com

2. What Data We Collect
We collect the following types of personal data:
– Your name
– Email Address – When you register or use our service, we may collect your email address to manage your account, respond to queries, and send necessary updates. 

-Your company name
– Chat Prompts and Responses – When you use FACTKEEP, we collect and store the questions you ask (prompts) and the answers generated by the LLM. These are used to provide the service and improve its accuracy and performance.

3. How We Use Your Data
We use your data to:
– Provide and operate the FACTKEEP service
– Respond to your support requests or questions
– Maintain the security and functionality of our systems
– Improve the performance of our platform (using anonymised or aggregated data only)

We do not use your personal data to train the LLM or share it with third parties for marketing or advertising purposes.

4. How We Store and Protect Your Data
– All data is stored securely on a private cloud infrastructure.
– We take appropriate technical and organisational measures to protect your data from unauthorised access, disclosure, alteration, or destruction.
– Access to your data is limited to authorised personnel only.
– Chat prompts and responses are stored for service delivery, debugging, and quality assurance. Where possible, this data is anonymised.

5. Who We Share Your Data With
We do not sell or rent your data. We may share your data only:
– With the administrators nominated by the company that provides your subscription to FACTKEEP 

– With trusted service providers who support our operations (e.g., cloud hosting), under strict data protection agreements
– If required by law, regulation, or legal process
– To protect the rights, property, or safety of FACTKEEP, our users, or the public

6. Your Rights
Under the UK General Data Protection Regulation (UK GDPR), you have rights including:
– The right to access your personal data
– The right to correct or update inaccurate data
– The right to request deletion of your data
– The right to object to certain types of data processing
– The right to lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise any of these rights, contact us at: support@deepdivedatatech.com
 

7. Retention of Data
   We retain your data only as long as necessary to provide our services or meet legal and regulatory obligations. You can request deletion of your data at any time.
   
   8. Cookies and Analytics
   FACTKEEP may use cookies or similar technologies for functionality and analytics. We’ll notify you about this via a cookie banner and give you choices to manage them.
   
   9. Changes to This Policy
   We may update this policy from time to time. We’ll notify you of any material changes and post the updated version on our website.
   
   By using FACTKEEP, you agree to this Privacy Policy. 

FACTKEEP, you agree to these Terms of Use.