Privacy Policy
Last updated: 25/06/2026
Thema AI Limited ("Thema AI," "the Company," "we," "us," or "our") is committed to protecting your Personal Information. The purpose of this Privacy Policy is to inform you about how we may use your Personal Information. This Privacy Policy describes our practices in connection with Personal Information that we collect through:
- our website at https://thema.ai/ (the "Website");
- HTML-formatted email messages and other marketing communications that we send to you, such as on social media platforms or other messaging services;
- any other offline or online business interactions you may have with us, including conferences, events, calls and meetings; and
- third-party sources from which we license or otherwise obtain business-related data, including for the purposes of training and developing our products and services.
Where Thema AI provides services to its customers, it acts as a processor of Personal Information on behalf of those customers pursuant to our data processing agreement. This Privacy Policy does not apply to any processing of Personal Information where we act as a processor on behalf of our customers. If you have questions about how your Personal Information is processed in connection with services provided by one of our customers, please refer to that customer's own privacy policy.
Personal Information We Collect
When we refer to 'Personal Information', we mean information about an individual which could be used to identify them. We collect the following types of Personal Information for our business:
Personal Information we receive from you
- Professional and Business Information: such as your name, email address, telephone number, postal address, company name, role, industry, and other business-related details relevant to our relationship with you or your company, such as sales and account information.
- Preferences and Communications: such as your marketing preferences, language, interests, and other feedback or choices you make about how we contact you, including information you provide when you complete one of our surveys or respond to our communications.
- User Content: such as any content, enquiries, feedback, or other information that you submit to us through the Website, email, or other communications such as during meetings.
- Visitor and Event Information: such as dietary restrictions, travel, and accommodation details, issued identification pass, photos and videos taken at an event and other details specific to a particular event or conference that you share with us.
Personal Information collected automatically
- Online Activity Data: such as pages or screens you viewed, how long you spent on a page or screen, navigation paths between pages or screens, information about your activity on a page or screen, access times and duration of access and whether you have opened our marketing emails or clicked links within them.
- Browser and Device Information: such as your device type, operating system type and version, browser type and version, screen resolution, IP address, language settings and general location information. This includes data obtained through cookies and similar technologies.
Other sources from which we collect Personal Information
We may collect or license business-related data from third-party sources, including publicly available databases, data brokers, marketing partners, and other third-party providers. This data may include business contact information and other professional data, which we may use for the purposes described in this Privacy Policy, including to train and develop our products and services.
We need to collect Personal Information to operate our business. If you do not provide the Personal Information requested, we may not be able to provide certain services to you. If you disclose any Personal Information relating to other people to us or to our service providers, you represent that you have the authority to do so and to permit us to use the information in accordance with this Privacy Policy.
How We Use Personal Information
We use Personal Information for legitimate business purposes, including for the purposes set out in the table below:
| Purpose | Personal Information Used | Legal Basis for processing (where applicable) |
|---|---|---|
| Providing and administering our Website and business communications. Operating our Website; responding to enquiries; fulfilling requests; providing information about Thema AI to business contacts; arranging demos; communicating with prospective customers, customers, suppliers and other business contacts; and sending administrative or service-related communications. | Professional and Business Information; Preferences and Communications; User Content; Online Activity Data; Browser and Device Information. | We process this information to take steps at your request before entering into a contract, to perform our contract with you or the organisation you represent, and/or based on our legitimate interests in operating our Website, responding to business enquiries and administering our business relationships. |
| Training, testing, improving and developing our products and services. We may use Personal Information that we collect, including from public sources, third-party business data providers, our Website, marketing communications, business interactions, feedback, testing environments and internal research to train, test, evaluate, improve and develop our products, models, datasets, features and services. | Professional and Business Information; Preferences and Communications; User Content; Online Activity Data; Browser and Device Information; business-related data from third-party sources. | We process this information based on our legitimate interests in training, testing, evaluating, improving and developing our business-to-business products, models, datasets, features and services, including by using business-related information relevant to professional, corporate or commercial contexts. |
| Sales, customer relationship management and business development. Managing relationships with prospective customers, customers, suppliers, partners and other business contacts; maintaining CRM records; arranging meetings and demos; conducting meetings and making recordings or taking notes of such meetings; following up on enquiries; managing commercial opportunities; and developing our business relationships. | Professional and Business Information; Preferences and Communications; User Content; Online Activity Data; and Browser and Device Information. | We process this information to take steps at your request before entering into a contract, to perform our contract with you or the organisation you represent, and/or based on our legitimate interests in managing and developing business relationships. |
| Marketing and communications. Sending newsletters, product updates, event invitations, insights and other marketing communications; managing marketing preferences; measuring engagement with our communications; and promoting our products and services to business contacts and organisations that may be interested in them. | Professional and Business Information; Preferences and Communications; User Content; Online Activity Data; Browser and Device Information. | Where required by applicable law, we rely on your consent to send direct marketing communications. Where permitted by applicable law, we process this information based on our legitimate interests in promoting our products and services to relevant business contacts. |
| Public and third-party business data. Collecting, licensing, reviewing, organising and using business-related information from public sources, company registries, professional sources, data providers and other third-party sources for our own business purposes, including research, product development, market analysis, quality assurance and improving our services. | Professional and Business Information; business-related data from third-party sources. | We process this information based on our legitimate interests in developing, maintaining and improving business-to-business products and services, conducting market and business research, and using business-related information relevant to professional, corporate or commercial contexts. |
| Improving and developing our Website and business operations. Analysing how our Website and business communications are used; improving website functionality and content; evaluating the effectiveness of marketing and business development activities; developing and improving our internal processes, products and services; and using feedback, analytics and de-identified or anonymised information for business improvement. | Professional and Business Information; Preferences and Communications; User Content; Online Activity Data; Browser and Device Information. | We process this information based on our legitimate interests in maintaining, improving and developing our website, business operations, products and services. |
| Operations and general business administration. Managing internal operations; maintaining business records; managing vendors and service providers; conducting audits; managing corporate transactions; and carrying out financial, accounting, insurance, administrative and governance activities. | Professional and Business Information; Preferences and Communications; User Content; Visitor and Event Information; Online Activity Data; Browser and Device Information; business-related data from third-party sources. | We process this information to comply with legal obligations, to perform our contract with you or the organisation you represent, and/or based on our legitimate interests in operating, managing and improving our business. |
| Security, fraud prevention and service integrity. Detecting, preventing and investigating security incidents, fraud, misuse, unauthorised access, violations of our terms and other harmful or unlawful activity; maintaining network, website, system and premises security; logging; debugging; and protecting the integrity of our systems and business. | Personal Information as necessary for the business purpose. | We process this information to comply with legal obligations, to perform our contract with you or the organisation you represent, and/or based on our legitimate interests in protecting our business, users, systems, website, services and others from security threats, fraud, misuse and unlawful activity. |
| Legal and compliance. Complying with applicable laws and legal processes; responding to requests from courts, regulators, public authorities and law enforcement; enforcing our terms and policies; protecting our rights, privacy, safety, property and operations; pursuing or defending legal claims; and meeting tax, accounting, corporate governance and regulatory obligations. | Personal Information as necessary for the legal or compliance obligation. | We process this information to comply with legal obligations, to perform our contract with you or the organisation you represent, and/or based on our legitimate interests in protecting our rights, enforcing our terms, responding to legal processes and pursuing or defending legal claims. |
| Aggregation, de-identification and anonymisation. Aggregating, de-identifying or anonymising Personal Information so that it no longer identifies, and cannot reasonably be used to identify, you or another individual; and using such information for analytics, research, product development, service improvement and other business purposes. | Personal Information as necessary for relevant business purpose. | We process this information based on our legitimate interests in generating and using aggregated, de-identified or anonymised information for our own business purposes. Where we maintain or use de-identified or anonymised information, we will not attempt to re-identify it except as permitted by applicable law. |
Cookies and Similar Technologies
We use cookies and similar technologies to operate our Website, understand how it is used, improve functionality, remember preferences and support analytics and marketing activities. You can at any time.
Email Marketing Choices
If you no longer wish to receive marketing-related communications from us on a going-forward basis, you may opt out by following the unsubscribe instructions in any such message or by contacting us using the details set out at the end of this Privacy Policy. We will endeavour to comply with your request as soon as reasonably practicable. Please note that if you opt out of receiving marketing communications from us, we may still send you or your organisation important administrative messages, from which you cannot opt out.
How We Disclose Personal Information
We may disclose Personal Information to the following categories of recipients where appropriate for the purposes described in this Privacy Policy.
Service providers and contractors. We may disclose Personal Information to companies and individuals that provide services on our behalf or help us operate our business, including providers of website hosting, cloud infrastructure, analytics, customer relationship management, email delivery, marketing, security, IT support, professional services, event management and other business services.
Professional advisers. We may disclose Personal Information to lawyers, auditors, accountants, insurers, consultants, banks and other professional advisers.
Business partners. We may disclose Personal Information to business partners, event co-sponsors or other third parties where relevant to a business relationship, event, joint initiative or similar arrangement.
Public authorities. We may disclose Personal Information to courts, regulators, law enforcement agencies, public authorities or other third parties where we consider disclosure necessary or appropriate to comply with law, legal process, regulatory obligations, security requirements or to protect our rights, property, safety or the rights, property or safety of others.
Business transferees. We may disclose or transfer Personal Information to third parties in connection with any actual or proposed merger, acquisition, financing, reorganisation, sale, transfer or other disposition of all or part of our business, assets or shares.
Other parties with your consent or at your direction. We may disclose Personal Information where you ask us to do so or where you otherwise consent to the disclosure.
International transfers
We are based in the United Kingdom. We may store and process Personal Information in the United Kingdom and in other countries where we or our service providers operate. Where we transfer Personal Information from the United Kingdom to a country that is not subject to UK adequacy regulations, we will take steps designed to protect the information in accordance with applicable law. These steps may include using the UK International Data Transfer Agreement, the UK International Data Transfer Addendum to the European Commission standard contractual clauses, or another transfer mechanism recognised under UK data protection law. You may contact us using the details below if you would like more information about the safeguards we use for international transfers.
Retention Period
We keep your Personal Information only as long as needed for the reasons we collected it, and as required by law. How long we retain Personal Information depends on how long we have a relationship with you and provide services to you or your organisation, whether we are subject to a legal requirement that requires us to keep your Personal Information for a certain period of time and whether we need to keep Personal Information in light of our legal position (such as in regard to litigation, regulatory investigations or applicable statute of limitations).
Sensitive Information
Unless we request it, we ask that you not send us, and you not disclose, any sensitive Personal Information (e.g., health or medical information, social security numbers, information related to racial or ethnic origin, political opinions, religion or other beliefs, or criminal background) to us.
Third Party Websites
Our Website links to third-party sites which we do not operate or endorse. These websites may use cookies and collect your Personal Information in accordance with their own privacy policies. This Privacy Policy does not apply to third-party websites and we are not responsible for third-party websites.
Security
We take appropriate measures to ensure that any Personal Information which you disclose to us is kept secure, accurate and up to date and kept only for so long as is necessary for the purposes for which it is used. The security measures taken may include, but are not limited to, data encryption.
Rights, Requests and Complaints
If you would like to request to access/review, correct, update, suppress/delete, object to, restrict or opt out of the processing of Personal Information, withdraw your consent where relied upon for processing (which will not affect the lawfulness of processing prior to the withdrawal), or if you would like to request to receive an electronic copy of your Personal Information for purposes of transmitting it to another company (to the extent that these rights are provided to you by applicable law), please contact us using the details included at the end of this Privacy Policy. We will respond to your request consistent with applicable law.
For your protection, we may need to verify your identity before implementing your request. Further, certain Personal Information may be exempt from requests pursuant to applicable data protection laws or other laws and regulations.
If you have any other questions about how your information is processed or would like to make a complaint, please contact us in the first instance using the details set out at the end of this Privacy Policy and we will be happy to investigate.
You may also have the right to complain to an applicable data protection authority, such as the UK Information Commissioner's Office, and to lodge an appeal if you are not satisfied with the outcome of a complaint.
Updates
We may update this Privacy Policy from time to time. The "Last updated" date at the top of this Privacy Policy indicates when it was last revised. Any changes will become effective when we post the revised Privacy Policy, unless a different effective date is stated.
Contact Us
Thema AI Limited is responsible for the collection, use and disclosure of Personal Information described in this Privacy Policy.
You can contact us at:
Email: security@thema.ai
Postal address: Thema AI Limited, 31 Chatsworth Road, Worthing, West Sussex, BN11 1LY, United Kingdom