Taktmind Privacy Policy

1. Introduction

Taktmind (“Taktmind”, “we”, “us” or “our”) is an industrial technology company developing software, connected monitoring solutions and artificial intelligence technologies to help manufacturers improve operational performance.

We are committed to respecting your privacy and protecting your personal data.

This Privacy Policy explains how we collect, use, store, share and protect personal data when you:

• Visit our website at taktmind.ai;
• Contact us or submit an enquiry;
• Request a demonstration or information about our services;
• Subscribe to communications from us;
• Represent a customer, supplier or business partner;
• Access or use our software platforms and associated services, where we act as a data controller.

This policy is intended to explain our practices in accordance with applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and, where applicable, the EU GDPR.

2. Who We Are

Taktmind is the trading name of:

For the personal data we collect and use for our own business purposes, we generally act as the data controller.

Where we process personal data on behalf of a customer through our software platforms, we may act as a data processor, with the customer acting as the controller. In those circumstances, processing is governed by our contractual arrangements with the customer, including a Data Processing Agreement where required.

3. Personal Data We Collect

Depending on how you interact with Taktmind, we may collect the following categories of personal data.

3.1 Contact and identification information

• Name and professional title;
• Business email address;
• Telephone number;
• Employer or organisation;
• Job role or department;
• Business address;
• Information you voluntarily provide when contacting us.

3.2 Website and technical information

When you visit our website, we may collect:

• IP address;
• Browser type and version;
• Device and operating system information;
• Pages visited and interactions with our website;
• Referring website addresses;
• Dates and times of access;
• Cookie identifiers and similar technical information.

The information collected depends on the technologies actually enabled on our website and your applicable cookie preferences.

3.3 Business relationship information

Where you interact with us in a professional capacity, we may process:

• Business contact and correspondence records;
• Meeting and demonstration requests;
• Product and service interests;
• Proposals, quotations and contractual correspondence;
• Support enquiries and service communications;
• Relevant customer, supplier or partnership information.

3.4 Platform account information

Where you are authorised to access Taktmind services, we may process:

• Usernames and account identifiers;
• Business contact details;
• Organisational affiliations;
• User roles and permissions;
• Authentication and access records;
• Platform activity and audit logs;
• Technical support communications.

3.5 Industrial and operational information

Our technologies may collect or process information relating to industrial machines, production processes, equipment performance, environmental conditions and process optimisation.

Such information may include sensor readings, machine states, operating parameters, experimental results, production metrics and related technical records.

Industrial information is not automatically personal data. However, where it identifies or can reasonably be linked to an individual, such as a machine operator or platform user, we treat it as personal data and apply the relevant data protection requirements.

Where this information is processed on behalf of a customer, the customer’s instructions and our applicable contractual arrangements govern its processing.

4. How We Collect Personal Data

We may collect personal data:

• Directly from you when you complete a form, contact us or use our services;
• From your employer or organisation when it arranges your access to our platforms;
• Automatically through website or platform technologies;
• From customer and supplier communications;
• From publicly available professional sources or business contacts, where lawful;
• From service providers and business partners where relevant and lawful.

Where personal data is obtained from someone other than you, we will provide appropriate privacy information as required by law, subject to applicable exceptions.

5. How and Why We Use Personal Data

We process personal data only where we have an appropriate lawful basis.

Our legitimate interests include operating and developing our business, supporting customers, maintaining the security of our services, improving products and communicating with relevant business contacts.

We consider the rights and interests of individuals before relying on legitimate interests.

Where we rely on consent, you may withdraw it at any time. Withdrawal does not affect processing carried out lawfully before consent was withdrawn.

6. Marketing Communications

We may contact business representatives about Taktmind products, services, events, publications and relevant developments where permitted by law.

Where consent is required, we will obtain it before sending marketing communications.

You may opt out of marketing emails by using the unsubscribe link provided in those communications or by contacting us using the details in Section 16.

We will continue to send essential service, contractual or security communications where appropriate, even if you opt out of marketing.

7. Cookies and Website Analytics

Our website may use cookies and similar technologies to support essential website functionality, understand website usage and improve visitor experience.

Where required by law, we will request your consent before placing or accessing non-essential cookies or similar technologies.

You can manage applicable preferences through our website’s cookie controls.

Further details about the technologies used, their providers and their purposes should be available in our separate Cookie Policy.

Cookie Policy: https://www.taktmind.ai/cookie-policy

8. How We Handle Customer and Industrial Data

Taktmind provides technologies that support continuous improvement, industrial monitoring and process optimisation.

Our approach to customer information distinguishes between:

• Personal data: Information relating to an identified or identifiable individual, which is protected under applicable data protection law.
• Industrial and operational data: Information relating to manufacturing equipment, production processes, experimental parameters, sensor measurements and other technical operations, which may also be confidential or commercially sensitive.

Where Taktmind processes personal data on behalf of a customer, we do so in accordance with the customer’s documented instructions and the applicable agreement.

Ownership, permitted use, retention and other rights concerning customer industrial data are addressed in the relevant customer contracts and data agreements.

Any use of customer data for analytics, product improvement or AI model development is subject to the applicable contractual permissions and data protection requirements.

This Privacy Policy does not independently grant Taktmind ownership of customer industrial data or permission to use confidential customer information to train AI models.

9. AI and Automated Processing

Taktmind develops technologies that may use artificial intelligence, statistical modelling and optimisation methods to analyse manufacturing processes and support engineering decisions.

Depending on the service and its configuration, these technologies may generate insights, recommendations or proposed operating parameters.

Where personal data is involved, we will assess the applicable data protection requirements, including those relating to profiling and solely automated decisions that have legal or similarly significant effects on individuals.

10. Sharing Personal Data

We may share personal data with trusted third parties where necessary and lawful, including:

• Cloud hosting and infrastructure providers;
• Website hosting and technical service providers;
• Business communication and email providers;
• Customer relationship management providers;
• Payment, accounting and professional advisers;
• Analytics providers, where applicable;
• Contractors supporting the delivery or security of our services;
• Regulators, courts or public authorities where legally required.

We require service providers handling personal data on our behalf to apply appropriate confidentiality, security and data protection safeguards.

We do not disclose customer personal data to unrelated third parties for their independent marketing purposes without an appropriate lawful basis.

We may disclose information in connection with a genuine corporate restructuring, acquisition or sale, subject to applicable legal protections.

11. International Data Transfers

Taktmind may use service providers or infrastructure that process personal data outside the United Kingdom.

Where personal data is transferred internationally and UK data protection transfer rules apply, we will use an appropriate lawful transfer mechanism.

Depending on the destination and circumstances, this may include:

• Applicable UK adequacy regulations;
• The UK International Data Transfer Agreement;
• The UK Addendum to the EU Standard Contractual Clauses;
• Another legally permitted transfer mechanism.

We will assess and apply any additional safeguards required for relevant transfers.

12. Data Security

We recognise that information security is particularly important in industrial environments, where data may relate to sensitive manufacturing operations.

We implement technical and organisational measures appropriate to the nature of the personal data and the risks associated with its processing.

These measures may include, as applicable:

• Access controls and user authentication;
• Role-based permissions;
• Encryption and secure communications;
• System monitoring and audit logging;
• Software updates and vulnerability management;
• Backup and recovery arrangements;
• Confidentiality obligations;
• Security incident management procedures.

No method of transmission or storage can be guaranteed to be completely secure.

13. How Long We Keep Personal Data

We retain personal data only for as long as reasonably necessary for the purposes for which it was collected, including applicable legal, accounting, contractual and security requirements.

Retention periods depend on the type of information and its purpose.

When information is no longer required, we will delete, anonymise or securely dispose of it, subject to lawful retention requirements.

14. Your Data Protection Rights

Depending on the circumstances and applicable law, you may have the right to:

• Access: Request information about the personal data we hold about you.
• Rectification: Ask us to correct inaccurate or incomplete personal data.
• Erasure: Request deletion of personal data in applicable circumstances.
• Restriction: Ask us to restrict certain processing activities.
• Data portability: Receive certain personal data in a structured, commonly used and machine-readable format.
• Object: Object to processing carried out on the basis of legitimate interests or for direct marketing.
• Withdraw consent: Withdraw consent where we rely on it.
• Automated decision-making protections: Exercise applicable rights relating to qualifying automated decisions.

You have the right to object at any time to the processing of your personal data for direct marketing.

These rights are not absolute and may be subject to legal conditions and exceptions.

To exercise your rights, please contact:

info@taktmind.ai

We may request information reasonably necessary to verify your identity before responding.

We will respond within the timeframe required by applicable law.

Where Taktmind processes personal data solely on behalf of a customer, we may direct your request to the relevant customer or assist that customer in responding.

15. Complaints

If you have concerns about how we handle your personal data, please contact us first using the details below.

You also have the right to complain to the UK’s data protection regulator, the Information Commissioner’s Office (ICO).

If you are located in another jurisdiction, you may also have rights to contact an applicable local supervisory authority.

16. Contact Us

For questions about this Privacy Policy, personal data or your privacy rights, please contact:

If a Data Protection Officer has been formally appointed, their contact details will be provided here.

17. Third-Party Websites

Our website may contain links to websites operated by third parties.

We are not responsible for the privacy practices or content of those websites. We encourage you to review their privacy notices before providing personal information.

18. Children’s Privacy

Taktmind’s website and services are primarily intended for business and professional users and are not directed at children.

We do not intentionally design our services to collect personal data from children through general website interactions.

If we become aware that personal data has been collected inappropriately, we will take suitable action in accordance with applicable law.

19. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our services, technologies, business operations or legal obligations.

The latest version will be published on our website with an updated revision date.

Where changes materially affect how we process personal data, we will take appropriate steps to inform affected individuals as required by law.