Privacy Policy
Last updated: 23rd April 2026
1. Background
This notice (Privacy Notice) tells you how we look after your personal data when you visit our website at https://prospectai.co (Website), where you are a prospective customer of our business, or where you are another type of business contact, such as a supplier or service provider to our business.
This notice sets out what information we collect about you, what we use it for and whom we share it with. It also explains your rights under data protection laws and what to do if you have any concerns about your personal data.
We may sometimes need to update this Privacy Notice to comply with new business practices or legal requirements. You should check this Privacy Notice regularly to see whether any changes have occurred.
2. Who We Are and Other Important Information
We are Prospect Ai LTD, registered in England and Wales with company number 14809013 with our registered address at Prospect Ai Ltd, 124 City Road, London, EC1V 2NX (we, us or our).
For all visitors to our Website we are the controller of your information (which means we decide what information we collect and how it is used).
We are registered with the Information Commissioner's Office (ICO), the UK regulator for data protection matters, under number ZB629188.
3. Contact Details
If you have any questions about this Privacy Notice or the way that we use information, please get in touch:
kanoj@prospectai.co4. Use of Google API Services
Our application integrates with Google API Services, including the Gmail API and Google Calendar API. This section explains specifically how we access, use, store, and share data obtained through these APIs.
4.2 Data Accessed via Google APIs
- Email messages and metadata (subject, sender, recipient, timestamps) via the Gmail API
- The ability to send emails on your behalf via the Gmail API
- Calendar events, including titles, dates, times, attendees, and descriptions via the Google Calendar API
- The ability to create and edit calendar events on your behalf via the Google Calendar API
4.3 Purpose of Access
We access your Gmail and Google Calendar data solely to provide and improve the features of our sales pipeline automation service that you have expressly requested.
- Reading emails: to identify and contextualise prospect communications and inform outreach workflows
- Sending emails: to send prospecting or follow-up emails on your behalf as directed by you within the application
- Reading calendar events: to assess your availability and existing commitments when scheduling outreach
- Creating/editing calendar events: to schedule meetings or follow-ups on your behalf as directed by you
4.4 Limited Use of Google User Data
Our use of data received from Google APIs is subject to Google's Limited Use Policy. In accordance with these requirements, we confirm that:
- We only use Google user data to provide or improve the user-facing features of our application
- We do not use Google user data to serve advertisements, including retargeted, personalised, or interest-based advertising
- We do not sell, transfer, or share Google user data with third parties except as necessary to provide our service, or as required by applicable law
- We do not use Google user data for any purpose that is unrelated to the feature for which the user granted access
- We do not use Google user data to develop, train, or improve generalised AI or machine learning models
4.5 Human Access to Google User Data
Our service is fully automated. No employee, contractor, or other person at Prospect Ai LTD will access, read, or process your Gmail messages or Google Calendar data, except where you have provided explicit written consent, where access is necessary for security or abuse investigation, or where required to comply with applicable law.
4.6 Storage of Google User Data
We store Google user data on servers located in the UK. We retain Google user data only for as long as is necessary to fulfil the purposes described in this Privacy Notice. You may request deletion of your data at any time by contacting us at kanoj@prospectai.co.
4.7 Revoking Access
You may revoke our application's access to your Google data at any time by visiting your Google Account permissions page at https://myaccount.google.com/permissions and removing Prospect Ai. Revoking access will not affect data we have already collected in accordance with this Privacy Notice.
5. Use of Microsoft Graph API Services
Our application also integrates with Microsoft Graph API Services, including Outlook Mail and Microsoft Calendar. This section explains specifically how we access, use, store, and share data obtained through these APIs.
5.2 Data Accessed via Microsoft Graph APIs
- Outlook email messages and metadata (subject, sender, recipient, timestamps)
- The ability to send emails on your behalf via the Microsoft Graph Mail API
- Outlook calendar events, including titles, dates, times, attendees, and descriptions
- The ability to create and edit calendar events on your behalf
5.3 Purpose of Access
We access your Outlook Mail and Microsoft Calendar data solely to provide the features of our sales pipeline automation service that you have expressly requested. We will not access Microsoft user data for any purpose beyond what is necessary to provide these stated features.
5.4 Restrictions on Use of Microsoft User Data
- We only use Microsoft user data to provide or improve the user-facing features of our application
- We do not use Microsoft user data to serve advertisements of any kind
- We do not sell, transfer, or share Microsoft user data with third parties except as strictly necessary to provide our service or as required by applicable law
- We do not use Microsoft user data to develop, train, or improve generalised AI or machine learning models
- We implement proper data retention and deletion policies
5.5 Human Access to Microsoft User Data
Our service is fully automated. No employee, contractor, or other person at Prospect Ai LTD will access, read, or process your Outlook emails or Microsoft Calendar data, except where you have provided explicit written consent, where access is necessary for security or abuse investigation, or where required to comply with applicable law.
5.6 Storage of Microsoft User Data
We store Microsoft user data on servers located in the UK. We retain Microsoft user data only for as long as necessary to fulfil the purposes described in this Privacy Notice. You may request deletion at any time by contacting kanoj@prospectai.co.
5.7 Revoking Access
You may revoke our application's access to your Microsoft account data at any time by visiting https://myaccount.microsoft.com/permissions and removing Prospect Ai, or by contacting your organisation's Microsoft 365 administrator.
6. The Information We Collect About You
Personal data means any information which does (or could be used to) identify a living person. We have grouped together the types of personal data that we collect below.
7. How We Use Your Information
We are required to identify a legal justification (also known as a lawful basis) for collecting and using your personal data. The most relevant to us are: to fulfil our contract with you; to comply with a legal obligation; to pursue our legitimate interests where these are not outweighed by your rights; and where you have given your consent.
7.2 Contract
- To administrate or perform our contract with you
- To process your payment information in connection with any contract we have with you
- To send you updates about the services you have bought
7.3 Legal Obligation
- Recording your preferences (e.g. marketing) to ensure that we comply with data protection laws
- Where we send you information to comply with a legal obligation
- Where we retain information to enable us to bring or defend legal claims
7.4 Legitimate Interests
- To improve and optimise our Website
- To monitor and make improvements to our Website to enhance security and prevent fraud
- To provide our services to you and ensure the proper functioning of our Website and application
- To protect our business and defend ourselves against legal claims
7.5 Consent
- Where you have provided your consent to providing us with information or allowing us to use or share your information
- Where you have consented to receive marketing material from us
- Where you have granted OAuth access to your Google account data, as described in Section 4
- Where you have granted OAuth access to your Microsoft account data, as described in Section 5
9. Where Your Information Is Located or Transferred To
We store your personal data, including any Google and Microsoft user data, on our servers in the UK.
We will only transfer information outside of the UK or EEA where we have a valid legal mechanism in place (for example, by using contracts approved by the ICO or the UK Secretary of State).
If you access our Website whilst abroad then your personal data may be stored on servers located in the same country as you or your organisation.
10. How We Keep Your Information Safe
We have implemented security measures to prevent your personal data from being accidentally or illegally lost, used or accessed by those who do not have permission.
Security measures include:
- Access controls and user authentication (including multi-factor authentication)
- Encryption of data in transit and at rest
- Regular security assessments in accordance with Google's Cloud Application Security Assessment (CASA) requirements
- Publisher verification with Microsoft in accordance with Microsoft's identity platform requirements
If there is an incident which has affected your personal data and we are the controller, we will notify the regulator and keep you informed (where required under data protection law).
If you notice any unusual activity on the Website or application, please contact us at kanoj@prospectai.co.
11. How Long We Keep Your Information
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for.
We may keep Identity Data, Contact Data and certain other data for up to seven years after the end of our contractual relationship with you.
Google user data (including email messages and calendar events) is retained only for as long as required to provide the features you have enabled. You may request deletion at any time by contacting kanoj@prospectai.co.
Microsoft user data (including Outlook email messages and calendar events) is retained only for as long as required to provide the features you have enabled. You may request deletion at any time by contacting kanoj@prospectai.co.
If you browse our Website, we keep personal data collected through our analytics tools for only as long as necessary to fulfil the purposes we collected it for.
If you have asked for information from us or you have subscribed to our mailing list, we keep your details until you ask us to stop contacting you.
12. Your Legal Rights
You have specific legal rights in relation to your personal data.
We will respond to requests within one month of receiving your request or confirming your identity (whichever is later).
To exercise any of the above rights, please contact us at kanoj@prospectai.co.
13. When We Send You Marketing Messages
If you have consented to receiving marketing messages from us, you can opt out of these at any time.
Opting out of marketing will not affect our processing of your personal data in relation to any order you have with us.
14. Profiling and Automated Decision-Making
Personal data will not be used for profiling or other automated decision-making that produces legal or similarly significant effects on you without your explicit consent.