Privacy Policy

Last updated: 14/06/26

Answer Index respects your privacy and is committed to protecting your personal data.

This Privacy Policy explains how we collect, use, store and protect information when you visit our website, complete an intake form, book a walkthrough, contact us, or use our AI Recommendation Analysis services.

1. Who we are

Answer Index provides AI Answer Intelligence and AI Recommendation Analysis for companies that want to understand how AI-generated answers may be shaping buyer shortlists, competitor recommendations and market perception.

For the purposes of data protection law, the data controller is:

Answer Index

hello@answerindex.co.uk

If you have any questions about this Privacy Policy or how we use your data, please contact us at:

Email: hello@answerindex.co.uk

2. What information we collect

We may collect and process the following types of information.

Information you provide directly

When you complete a form, book a walkthrough, contact us, or become a client, we may collect:

  • your name
  • your business email address
  • your phone number, if provided
  • your job title
  • your company name
  • your company website
  • your market, category or sector
  • your target buyers or customer types
  • your geographic focus
  • competitor names or companies you want us to consider
  • information about why you are requesting analysis
  • notes, comments or answers submitted through our intake form
  • billing and payment information, where relevant

Information created during our work

If you proceed with AI Recommendation Analysis, we may create or process:

  • structured prompt sets
  • AI-generated outputs
  • competitor mentions
  • recommendation patterns
  • source and citation references
  • market and category observations
  • report notes and analysis
  • commercial interpretation
  • diagnostic direction

Website and technical information

When you visit our website, we may collect limited technical information, such as:

  • IP address
  • browser type
  • device type
  • pages visited
  • referral source
  • approximate location
  • time and date of visit
  • cookie and analytics data, where applicable

3. How we use your information

We use your information to:

  • respond to enquiries
  • assess whether AI Recommendation Analysis is likely to be useful for your company
  • review intake form submissions
  • prepare and deliver AI Recommendation Analysis
  • analyse how AI systems respond to buyer-style questions in your market
  • identify competitor recommendation patterns
  • review source, category and positioning signals
  • prepare commercial reports and related outputs
  • arrange walkthroughs, calls and client communication
  • manage billing, administration and client records
  • improve our website, services and internal processes
  • send relevant service updates or follow-up communication
  • comply with legal, accounting and regulatory obligations

We do not sell your personal data.

4. AI and third-party tool processing

Answer Index may use AI systems, software tools and third-party platforms to support the delivery of AI Recommendation Analysis.

This may include using information you provide to:

  • structure buyer-style prompts
  • test AI-generated answers
  • review recommendation patterns
  • analyse competitor mentions
  • review source and citation patterns
  • prepare report content
  • support internal quality control

We aim to minimise the personal data used in this process. Our analysis is focused on company, market, category and competitor information, not sensitive personal information.

You should not submit confidential, sensitive, regulated, personal, customer-identifiable or commercially restricted information unless we have agreed this with you in writing.

5. Lawful bases for processing

We only use personal data where we have a lawful basis to do so.

Depending on the situation, our lawful bases may include:

Legitimate interests

We may process business contact and enquiry information where it is necessary for our legitimate interests, such as responding to enquiries, assessing fit, delivering relevant B2B services, improving our product and communicating with prospective or existing clients.

Contract

Where you buy a service from us, we may process your information to perform the contract, manage delivery, communicate with you and provide the agreed analysis.

Legal obligation

We may process certain information where necessary to comply with legal, accounting, tax or regulatory obligations.

Consent

Where we rely on consent, such as for certain marketing communications or non-essential cookies, you can withdraw consent at any time.

6. Who we share information with

We may share information with trusted service providers where necessary to run our business and deliver our services.

These may include:

  • website hosting providers
  • CRM and form software providers
  • email and communication platforms
  • scheduling tools
  • analytics providers
  • payment processors
  • accounting and finance tools
  • AI and research tools used to support analysis
  • document creation, storage and workflow tools
  • professional advisers, where required

We only share information where there is a legitimate business reason to do so, and we expect suppliers to handle data securely and appropriately.

We may also share information if required by law, regulation, court order, or to protect our legal rights.

7. International transfers

Some of the tools and platforms we use may process or store data outside the United Kingdom.

Where this happens, we take reasonable steps to ensure appropriate safeguards are in place, such as contractual protections or recognised transfer mechanisms where required by data protection law.

8. How long we keep your information

We keep personal data only for as long as necessary for the purpose it was collected.

As a guide:

  • enquiry and intake form data may be kept for up to 24 months
  • client records and reports may be kept for up to 6 years for legal, accounting and business record purposes
  • email correspondence may be kept for as long as needed to manage the relationship or respond to future queries
  • analytics data may be kept according to the retention settings of the tools we use

We may delete or anonymise information sooner where it is no longer needed.

9. Marketing communication

We may contact business users with relevant information about Answer Index, AI Recommendation Analysis, related services, insights or follow-up resources.

You can ask us to stop sending marketing communication at any time by using the unsubscribe link in emails, where available, or by contacting us directly.

We do not sell your contact details to third parties.

10. Cookies and analytics

Our website may use cookies or similar technologies to:

  • make the website work properly
  • understand how visitors use the site
  • improve website performance
  • support analytics, forms or embedded tools
  • measure campaign performance

Where required, we will ask for your consent before setting non-essential cookies.

You can control cookies through your browser settings or any cookie preference tool we provide on the website.

11. How we protect your information

We take reasonable steps to protect personal data from unauthorised access, loss, misuse or disclosure.

These steps may include:

  • limiting access to people who need the information
  • using secure systems and password-protected accounts
  • using reputable software providers
  • reviewing what information is needed before processing
  • avoiding unnecessary use of sensitive or customer-identifiable data
  • deleting or anonymising data when it is no longer required

No system is completely secure, but we take data protection seriously and aim to use proportionate safeguards.

12. Your rights

Under data protection law, you may have rights including:

  • the right to be informed about how your data is used
  • the right to access your personal data
  • the right to correct inaccurate data
  • the right to request deletion of your data
  • the right to restrict processing
  • the right to object to processing
  • the right to data portability, where applicable
  • the right to withdraw consent where processing is based on consent

These rights are not absolute and may depend on the circumstances.

To exercise your rights, contact us at:

Email: hello@answerindex.co.uk

We may need to verify your identity before responding.

13. Complaints

If you are concerned about how we use your personal data, please contact us first so we can try to resolve the issue.

You also have the right to complain to the UK Information Commissioner’s Office.

ICO website: https://ico.org.uk

14. Changes to this Privacy Policy

We may update this Privacy Policy from time to time.

The latest version will be published on this page with an updated date.

15. Contact us

For privacy questions, data requests or concerns, contact:

Answer Index
hello@answerindex.co.uk