Legal
Privacy and cookies
MAXRES is the joint data controller and joint data processor (in conjunction with the teams and parent organisations we serve, whom we refer to in this document as “Parent organisations”). Please note that this privacy policy does not override or supercede the privacy policies and procedures of the organisations that use MAXRES.
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The short version
We hold as little personal data as the business allows. This website sets no tracking or advertising cookies. Training material inside a customer deployment belongs to that customer, stays inside their boundary, and is never used to train models.
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What we collect
The personal data we collect about our users includes: Questions, queries or feedback you leave, including your contact information. Your email address and subscription preferences when you sign up to our email alerts How you use our emails – for example whether you open them and which links you click on Your Internet Protocol (IP) address, and details of which version of web browser you used information on how you use the site, using cookies and page tagging techniques We use third party tools including (but not limited to) Google Analytics, MailChimp, Stripe and HotJar. This is so we can find out more about how you use our applications.Examples of the types of data we collect from those tools include: The pages you visit How long you spend on each page, or on each activity How you got to the applications We do not collect or store your personal information through those third party tools (for example your name or address) so this information cannot be used to identify who you are.
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Why we hold it
For your organisation: We need your data to ensure that your parent organisation or team (our customer) are able to benefit from the applications and services we provide; this includes, for example information about how you are interacting with learning resources or how often you visit MAXRES applications For us: We need your data in order to make continuous improvements and ensure that the applications we build are meeting the needs of its users We also collect data in order to: Respond to any feedback or support queries you send us, if you have asked us to Send email alerts to users who request them Allow you to access our ancillary services, such as MAXRES Meet for example Monitor how MAXRES is being used to identify and mitigate malicious threats
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Customer material
Where a deployment runs on customer infrastructure, we hold no copy of the material processed in it. Where we host, the customer is the controller and we act on their instructions under a data processing agreement. Tenants are isolated, and content is never used for model training on any tier.
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Cookies
This website uses no analytics, advertising or tracking cookies, so there is no consent banner to click. The platform sets a single strictly necessary session cookie to keep you signed in, which is deleted when your session ends. If we ever add analytics we will say so here first and ask before setting anything.
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Sharing and location
Personal data is held in the UK and in the EU. A short list of suppliers supports email, accounting and hosting for our own corporate systems; each is bound by contract and named on request. We do not send customer training material to third-party model providers. We design, build and run our systems to make sure that your data is as safe as possible at all stages, both while it’s processed and when it’s stored.
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Retention
Enquiries are kept for 24 months. Contract and financial records are kept for seven years, as required. Platform audit records are retained to the term set in the customer’s contract.
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Your rights
You can ask for a copy of your data, correction, deletion, or restriction of processing, and you can object to processing based on legitimate interests. Write to privacy@maxres.ai and we will respond within one month. You may also complain to the Information Commissioner’s Office.
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What is the Legal Basis for Processing and Controlling Personal Data?
Contractual necessity: We need to store, process and control your personal data in order to fulfil our contract with your parent organisation (our customer) Legitimate interest: We use personal data to build, improve and deliver digital services and to ensure they are safe and secure. In addition to this, we also use personal data where we think there is a legitimate interest for the data subject (the user). For example, we may use your registered email address to notify you about something that happened within the MAXRES application which requires your attention – you may at any time opt out of those notifications should you choose. If there are any aspects of the service which you do not agree with, or think that you should be able to opt out of but are unable to, please contact us. You may do this through our support channels, such as emailing support@maxres.ai or using the complaints contact address listed at the bottom of this document.
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What We Do with Your Data
The data we collect may only be used internally by MAXRES for the purposes of developing the services we offer, and will only be shared with your parent organisation (our customer) and law enforcement agencies where this is deemed warranted by a court of England and Wales. We will not: Sell or rent your data to third parties Share your data with third parties for marketing purposes
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How Long We Keep Your Data
We keep your data for as long as we have an active contract with your parent organisation. Once a contract is terminated, we will endeavour to remove all personal data relating to users under that contract within 30 days. Parent organisations may at any point erase all personal data relating to a user should that become necessary. For example, if you make a request under your ‘right to erasure’ which is accepted. Read more about the Right to Erasure.
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Children's Privacy Protection
Our services are not designed for, or intentionally targeted at, children 13 years of age or younger. We do not intentionally collect or maintain data about anyone under the age of 13.
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Changes to this Policy
We may change this privacy policy. In that case, the ‘last updated’ date at the bottom of this page will also change. Any changes to this privacy policy will apply to you and your data immediately. If these changes affect how your personal data is processed in a significant way, MAXRES will take reasonable steps to let you know, typically via email.
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Contact Us or Make a Complaint
If you have any queries or complaints about this privacy notice or any matters relating to your personal data, please contact us by emailing privacy@maxres.ai. Please allow sufficient time for us to deal with your query. In certain circumstances, we have to work with your parent organisation in dealing with a request, such as right to erasure or subject access requests, in which case it may take us longer than usual to respond to your request. We will endeavour to keep you updated on how your request is progressing.
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Escalation
You can make a complaint to the Information Commissioner, who is an independent regulator. casework@ico.org.uk Telephone: 0303 123 1113 Textphone: 01625 545860 Monday to Friday, 9am to 4:30pm Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF