Privacy Policy

This Privacy Policy explains how Tanuki Technologies Ltd ("Tanuki", "we", "us") collects and uses personal data when you visit our website or use our products.

We're a private company limited by shares, registered in England and Wales with company number 13916247. Our registered office is:

Tanuki Technologies Ltd1a Marshall StSoho, London W1F 9BAUnited Kingdom

We act as a data controller for personal data we process in connection with the Tanuki platform. If you don't agree with this policy, please don't use the Service.

1. What this policy covers

This Privacy Policy applies when:

• You visit our websites (including tanuki.ai);
• You use the Tanuki platform (web app, API, SDKs);
• You contact us (for example by email or support form);
• You use Tanuki through an organisation (e.g. company, lab, or university).

It does not cover other websites or services that may link to or from Tanuki. Those have their own privacy policies.

2. Information we collect

2.1 Information you give us

We collect information you choose to share with us, such as:

• Account details - your name, email address, password, organisation or institution, job role or title, and any profile information you add.
• Contact and support - messages you send us (e.g. questions, support tickets, feedback) and the contact details you use to send them.
• Billing details - your billing name, address, tax details and subscription information. Card payments themselves are usually handled by a separate payment provider, so we do not store your full card number.
• User Content (Inputs and Outputs) - anything you upload or send into Tanuki (your Inputs) and anything the platform generates in response (your Outputs) - together, "User Content". This can include things like simulation setups, parameters, code, models, notes or descriptions. User Content may contain personal data if you choose to include it (for example, names in comments or metadata).

2.2 Information we collect automatically

When you use Tanuki, we automatically collect some technical information, such as:

• Usage and log data - IP address, browser type, device type, operating system, pages visited, actions you take in the app, date and time of requests, and API usage.
• Diagnostics and performance data - error reports, crash logs, and performance metrics that help us keep the system running smoothly.
• Cookies and similar technologies - to keep you logged in, remember your settings, and understand how people use the product. Where required by law, we will ask for your consent before setting non-essential cookies.

3. How we use your information (and why)

Under UK data protection law, we need a "legal basis" for using personal data. The main ones we rely on are:

• Contract - we need the data to provide the Service you signed up for.
• Legitimate interests - we use data to run, improve, and protect Tanuki in ways that don't override your rights.
• Legal obligation - where we need to comply with the law.

Here's how that maps to what we actually do:

3.1 Running Tanuki

We use your data to:

• Create and manage your account;
• Let you log in and use the platform;
• Run simulations and generate Outputs;
• Store and display your projects.

Legal basis: performance of a contract; legitimate interests.

3.2 Keeping things secure and working properly

We use log data and some User Content (where necessary) to:

• Monitor system health and performance;
• Detect and fix bugs, errors, and crashes;
• Prevent abuse, fraud, and security incidents;
• Protect the platform, our users, and our infrastructure.

Legal basis: legitimate interests (keeping the Service secure and reliable).

3.3 Improving Tanuki and our models

We may use User Content, including Inputs and Outputs (which can include non-aggregated and non-anonymised data), to:

• Train, fine-tune, and evaluate our models;
• Improve our algorithms and simulation tools;
• Build new features and services;
• Understand how the product is used and where it can be better.

Where it makes sense, we try to use aggregated, de-identified, or anonymised data to reduce privacy risk.

Legal basis: legitimate interests (improving and developing our products and AI models).

3.4 Talking to you

We use your contact details to:

• Send you service messages (e.g. account changes, billing, security alerts);
• Reply to your questions and support requests;
• Tell you about important changes (e.g. updates to these terms or this policy);
• Share product updates or news where it's permitted by law and you haven't opted out.

You can opt out of non-essential marketing emails at any time by using the unsubscribe link or contacting us.

Legal basis: performance of a contract; legitimate interests; consent (where required by law).

3.5 Billing and admin

We use billing and subscription data to:

• Process payments;
• Manage subscriptions and plan changes;
• Keep financial and tax records.

Legal basis: performance of a contract; legal obligations; legitimate interests.

3.6 Legal and compliance

We may use personal data to:

• Comply with laws and requests from regulators or authorities;
• Enforce our contracts and rights;
• Protect ourselves and others from harm, fraud, or abuse.

Legal basis: legal obligations; legitimate interests.

4. How we share information

We don't sell your personal data. We may share it in these situations:

4.1 Service providers (subprocessors)

We use carefully chosen third parties to help us run Tanuki, for example cloud hosting, logging and monitoring, email and communication tools, customer support tools, and payment processors.

They act as our processors and only use personal data:

• To provide their service to us;
• Under our instructions;
• Under a contract that includes confidentiality and security commitments.

4.2 Business changes

If we are involved in a merger, acquisition, financing, restructuring, or sale of all or part of our business, personal data may be shared with the relevant parties as part of that process, under appropriate safeguards where required.

4.3 Legal and safety

We may share information if we reasonably believe it is necessary to:

• Comply with the law or a valid legal process;
• Respond to a lawful request from law enforcement or a regulator;
• Protect the rights, property, or safety of Tanuki, our users, or others;
• Detect, prevent, or address fraud, security, or technical issues.

4.4 With your consent

We may share information with third parties when you ask us to or give us clear consent to do so.

5. Where data is stored and transferred

Tanuki is based in the UK. Personal data may be stored and processed in the United Kingdom and in other countries where we or our service providers operate.

If we transfer personal data outside the UK (and, where relevant, the European Economic Area), we will make sure there are suitable safeguards in place, such as:

• An adequacy decision for the destination country; or
• Standard contractual clauses or equivalent approved mechanisms for international data transfers, where required.

You can contact us if you want to know more about these safeguards.

6. How long we keep data

We only keep personal data for as long as we need it, for example:

• Account/profile data - while your account is active and for a reasonable time afterwards.
• Billing and payment records - for the period required by tax and accounting laws.
• Logs and technical data - typically shorter, unless needed for security or investigations.
• User Content - as long as needed to provide the Service and, where relevant, to improve and develop our tools in line with our User Agreement.

We may keep aggregated, anonymised, or de-identified information (which can't reasonably be linked back to you) for longer.

7. Your rights

Depending on where you live and subject to certain conditions, you may have the right to:

• Access - ask for a copy of the personal data we hold about you.
• Rectification - ask us to correct inaccurate or incomplete data.
• Erasure - ask us to delete your personal data in certain situations.
• Restriction - ask us to limit how we use your data in certain situations.
• Data portability - receive certain data you gave us in a structured, machine-readable format and ask us to transfer it to another organisation.
• Object - object to our use of your data where we rely on legitimate interests, including for service improvement and model training, or for direct marketing.
• Withdraw consent - where we rely on consent (for example, some marketing), you can withdraw it at any time.

To exercise any of these rights, please contact us. We may need to confirm your identity before we act on your request.

If you use Tanuki through your organisation (e.g. employer or university), we may need to work with them to handle your request.

You also have the right to complain to your local data protection authority. In the UK, this is the Information Commissioner's Office (ICO).

8. Children

The Service is not designed for children under 16, and we do not knowingly collect personal data from children under 16. If you believe a child has given us personal data, please contact us and we will take appropriate steps.

9. Security

We use reasonable technical and organisational measures to protect personal data, such as access controls, encryption and secure connections, and monitoring and logging.

However, no online system is perfectly secure. We cannot guarantee absolute security, but we do our best to protect your information.

If we become aware of a personal data breach that is likely to result in a high risk to your rights and freedoms, we will notify you and/or the relevant authorities where the law requires us to.

10. Changes to this policy

We may update this Privacy Policy from time to time. If we make important changes, we will:

• Update the "Last updated" date at the top; and
• Take reasonable steps to let you know (for example by email or in-app notices).

If you keep using Tanuki after changes take effect, we'll take that as you accepting the updated policy.

11. How to contact us

If you have questions about this Privacy Policy or how we handle personal data, or if you want to exercise your rights, you can write to us at:

Tanuki Technologies Ltd1a Marshall StSoho, London W1F 9BAUnited Kingdom

Alternatively, you can reach us using our contact form.