Terms of use

‍1. Introduction

‍

Welcome to AQai (Adaptai Ltd), a global provider of assessments, coaching, and training solutions. We value transparency and are committed to protecting your personal data and outlining our business terms clearly. This document combines our Privacy Policy and key Terms & Conditions (T&Cs) to help you understand how we operate, what you agree to by using our services, and how we handle your data.

Your privacy is important to us, and we are committed to protecting your personal data. This Privacy Policy explains how we collect, use, and safeguard your personal data in compliance with the following international regulations:

• UK GDPR (Data Protection Act 2018)
• EU GDPR (General Data Protection Regulation)
• CCPA (California Consumer Privacy Act)
• HIPAA (Health Insurance Portability and Accountability Act - USA)
• PIPEDA (Personal Information Protection and Electronic Documents Act - Canada)
• Australian Privacy Act 1988
• Singapore PDPA (Personal Data Protection Act)
• Brazilian LGPD (General Data Protection Law)
• Swiss FADP (Federal Act on Data Protection)
• China’s PIPL (Personal Information Protection Law)
• EU ePrivacy Directive

By using our website (www.aqai.io) and platform (www.app.aqai.io), you acknowledge that you have read and accepted this document.

‍

2. Contact Details

‍

• Company Name: Adaptai Ltd (trading as AQai)
• Registered Address: 1a Kingsburys Lane, Ringwood, Hampshire, United Kingdom, BH24 1EL
• Email: privacy@adaptai.co
• ICO Certification Reference: ZA535614

‍

3. What Personal Data We Collect & Why

We collect and process personal data under the legal bases of consent, contract, legal obligation, and legitimate interest. The following categories of personal data are processed:

‍

a. Providing Services & Managing Customer Accounts

• Identity & Contact Data (name, email, phone number, address)
• Account Information (registration details, account history)
• Financial Information (payment details for transactions)
• Purchase History (orders, subscriptions, transactions)
• Website Usage Data (cookies, IP addresses, analytics tracking)
• Communication Records (call recordings, meetings, customer support logs)

Legal Basis: Contract, Legitimate Interest, Legal Obligation

‍

b. Marketing & Analytics

We use Google Analytics, Hotjar, and Microsoft Clarity to improve our services. These tools collect:

• Browsing behaviour (clicks, page visits, scrolling)
• Device & browser information
• IP address (anonymized)

Legal Basis: Consent, Legitimate InterestOpt-out: You can disable analytics tracking via browser settings or the Hotjar Opt-Out Link.

‍

c. Research & Scientific Studies

‍The results of the AQ profiling can be used for academic research. Your decision to participate is voluntary. Please note that you are free to withdraw from the assessment at any time. Refusal to take part in this study, or withdrawing from it, will involve no penalty or loss of benefits that you would otherwise receive. There are no risks involved in this study that you would not encounter in daily life. Your results may be used for academic studies. The results can then be available to the public in research journals, books and other academic publications. Your data will remain confidential and will be treated anonymously. In fact, we are only interested in aggregated responses and not individual responses.

‍

To improve workforce engagement and well-being, we collect:

• Anonymized adaptability assessment results
• Aggregated team insights

Legal Basis: Legitimate Interest, Consent

‍

d. Compliance with Legal & Regulatory Obligations

• Identity Verification (KYC, AML compliance)
• Financial Records (transaction tracking, tax compliance)
• Health & Safety Data (incident reporting, workplace safety)

Legal Basis: Legal Obligation

‍

e. Recruitment & HR Data Processing

If you apply for a job at AQai, we may collect:

• Identity Data (name, date of birth, passport, NI number)
• Employment & Education History
• Right to Work Verification

Legal Basis: Consent, Legal Obligation

‍

4. Data Retention & Security

a. Data Retention Policy

Customer information will be retained for the life of the contract plus 2 years, except where permitted otherwise.

We retain personal data based on statutory requirements:

‍

b. Security Measures

We follow ISO27001-certified security standards to protect confidentiality, integrity, and availability of your data:

• Cloud-Based Encryption: All customer data is securely stored in AWS and Google Cloud.
• Access Controls: Role-based access to minimize unauthorized access.
• Web Filtering & Phishing Protection: Google Workspace security tools.
• No Continuous Monitoring: We do not track individual browsing activity.
• Incident Response Plan: Documented ISO27001 procedures in case of a data breach.

‍

5. Who We Share Data With

We only share personal data with trusted third parties under strict compliance measures:

‍

• (Recipient) Artema Ltd - (Purpose) Payroll & Bookkeeping - (Location) United Kingdom
• (Recipient) AWS & Google - (Purpose) Cloud Storage & IT Systems - (Location) United States / EEA
• (Recipient) Legal Advisors - (Purpose) Compliance & Legal Support - (Location) United Kingdom

International Data Transfers

Where data is transferred outside the UK/EEA, we ensure: 

• GDPR Adequacy Decisions (where applicable)
• Standard Contractual Clauses (SCCs) for legal compliance

Where necessary, we may transfer personal information outside of the UK, the European Economic Area (EEA) or the United States. When doing so, we comply with the UK GDPR, the EU GDPR and relevant United States regulation, making sure appropriate safeguards are in place. Please contact us for more information.

‍

6. Your Rights Under GDPR & Other Laws

You have the following rights regarding your personal data:

• Right to Access – Request a copy of your personal data.
• Right to Rectification – Correct inaccurate information.
• Right to Erasure – Request deletion of personal data (where applicable).
• Right to Restriction – Limit how your data is processed.
• Right to Object – Object to processing (e.g., marketing).
• Right to Data Portability – Transfer your data to another provider.
• Right to Withdraw Consent – If processing is based on consent, you can withdraw it.

To exercise your rights, email: privacy@adaptai.co
Response Time: One calendar month

‍

‍

7. Cookies & Tracking Technologies

We use cookies to enhance your experience:

• Essential Cookies – Required for website functionality
• Analytics Cookies – Track site usage (Google Analytics, Hotjar)
• Marketing Cookies – Personalised content & ads

Manage your cookie settings via your browser preferences.

‍

‍

8. How to Complain

If you have concerns about how we handle your data, contact us at:

Email: privacy@adaptai.co
Address: 1a Kingsburys Lane, Ringwood, Hampshire, United Kingdom, BH24 1EL

If we cannot resolve your complaint, you may contact the Information Commissioner’s Office (ICO):

ICO Address: Wycliffe House, Water Lane, Wilmslow, SK9 5AF
Helpline: 0303 123 1113
Website: ICO Complaint Portal

‍

‍

9. Terms & Conditions

Use of the Website & Services

9.1 Permitted Use 

• You may use AQai’s website and services for lawful purposes only.
• You agree to follow all security guidelines, policies, and confidentiality requirements.

9.2 Prohibited Use
You must not engage in:

• Unauthorized copying, modifying, or redistributing AQai content or assessments.
• Hacking, data scraping, or unauthorized system access.
• Disrupting or interfering with AQai’s platforms, including automated attacks.
• Using AI or automated tools to scrape AQai’s proprietary information without permission.

Violation of these terms may result in account suspension, legal action, and damages.

‍

‍

10. Intellectual Property (IP) Rights

10.1 Ownership
AQ^® and AQai^® are registered trademarks of adaptai Ltd. All assessment tools, reports, training materials, branding, and software are owned by Adaptai Ltd, trading as AQai or licensed for use.

10.2 Limited License
You may use AQai content for personal or internal business use only.
You may not reproduce, sell, or repurpose AQai materials for commercial gain without prior written approval.

10.3 Violation Consequences
Unauthorized reproduction or distribution of AQai’s intellectual property may result in:

• Legal action under UK copyright law.

Termination of user access and services.

‍

‍

11. Bookings, Payments & Refunds

11.1 Paid Services Include:

• Online assessments
• Training, coaching, and certification programs
• Consulting services and events

11.2 Payment Terms

• Payments are required in advance for subscriptions and booked services.
• Subscription fees are recurring unless canceled before the next billing cycle.
• All payments must be made in GBP (£) or an approved currency.

11.3 Refund & Cancellation Policy

• More than 21 days before service start: Eligible for a 50% refund (minus transaction fees).
• 21 days or less: No refund.
• Rescheduling requests are subject to availability and AQai’s discretion.

If AQai cancels a paid event or service due to unforeseen circumstances, you will receive:

• A full refund, OR
• A rescheduled date at no extra cost.

Third-party costs (e.g., travel, accommodation, software licenses) are non-refundable.

‍

‍

12. Third-Party Services & Links

12.1 Use of Third-Party Platforms
AQai may integrate with or provide links to third-party services (e.g., Zoom, Google, Hotjar, Stripe).

• We do not control these services and are not liable for their policies or security practices.
• By using third-party tools, you agree to their respective terms.

‍

13. Disclaimers & Limitation of Liability

13.1 No Guarantees on Results
AQai provides assessments, training, and coaching, but does not guarantee specific business, financial, or personal outcomes.

13.2 Limitation of Liability
AQai is not liable for:

• Business losses, lost profits, or reputational damage.
• Service disruptions due to internet failures, cyberattacks, or force majeure events.
• Decisions made based on AQai assessments or training.

If required by law, AQai’s maximum liability is limited to the total amount paid by the client in the last 12 months.

‍

‍

14. Force Majeure Clause

AQai is not responsible for delays or service failures due to:

• Natural disasters, pandemics, government restrictions.
• Cyberattacks, internet outages, system failures.
• Instructor or speaker illness, travel disruptions.

In such cases, AQai will:

• Reschedule services, OR
• Provide a future credit, but refunds are not guaranteed.

‍

15. AQ Certified Partner Agreement

If you are an AQai Certified Partner, your separate partner agreement takes precedence over these T&Cs.

‍

‍

16. Governing Law & Dispute Resolution

These Terms & Conditions are governed by UK law.
Disputes will first be resolved amicably. If unresolved, they will be settled in UK courts.

‍

17. Updates to This Privacy Policy & Terms & Conditions

We may update this document periodically. The latest version will always be available at:

Latest Version: https://www.aqai.io/company/terms-of-services
Last Updated: 4th March 2025

‍

‍

‍