Privacy Policy | Malcolm

1. Who we are

Malcolm is a trading name of Malcolm Technologies Ltd, a company registered in England and Wales. We operate as a compliant middleware layer for AI-driven insurance distribution.

For the purposes of data protection law, Malcolm Technologies Ltd is the data controller. If you have any questions about how we handle your data, you can contact us at hello@trymalcolm.com.

2. What data we collect

We may collect and process the following categories of personal data:

Contact information - name, email address, phone number, and company name when you fill out a form, request a demo, or contact us.
Account and usage data - API keys, integration configurations, and usage metrics when you use our platform as a carrier or partner.
Technical data - IP address, browser type, operating system, referring URL, and pages visited, collected automatically when you browse our website.
Communications - records of correspondence when you contact us via email, our contact form, or other channels.

3. How we use your data

We use personal data for the following purposes:

To provide and maintain our services, including API access and partner integrations.
To respond to enquiries and provide customer support.
To send service-related communications, such as updates, security alerts, and technical notices.
To improve our website, products, and services through analytics.
To comply with legal obligations, including FCA regulatory requirements.
To detect, prevent, and address fraud or technical issues.

4. Legal basis for processing

We process your personal data on the following legal bases under UK GDPR:

Contract - where processing is necessary to perform our contractual obligations to you (e.g. providing API services).
Legitimate interests - where processing is necessary for our legitimate business interests, such as improving our services and marketing, provided these do not override your rights.
Consent - where you have given explicit consent, such as for marketing communications. You can withdraw consent at any time.
Legal obligation - where processing is required to comply with applicable law or regulation.

5. Data sharing

We do not sell your personal data. We may share data with the following categories of third parties:

Service providers - hosting, email delivery, analytics, and infrastructure providers who process data on our behalf under appropriate agreements.
Insurance carriers - where required to facilitate the insurance distribution services you have requested. Data shared with carriers is limited to what is necessary for the transaction.
Legal and regulatory - where required by law, regulation, or valid legal process, including the FCA and other relevant authorities.

6. Data retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. When data is no longer required, it is securely deleted or anonymised.

7. Data security

We implement appropriate technical and organisational measures to protect your personal data, including encryption in transit and at rest, access controls, and regular security assessments.

8. International transfers

Where we transfer personal data outside the UK, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or adequacy decisions, in accordance with UK GDPR.

9. Your rights

Under UK data protection law, you have the following rights regarding your personal data:

The right to access your personal data.
The right to rectification of inaccurate data.
The right to erasure in certain circumstances.
The right to restrict processing.
The right to data portability.
The right to object to processing based on legitimate interests.
The right to withdraw consent at any time.

To exercise any of these rights, contact us at hello@trymalcolm.com. We will respond within one month.

10. Cookies

Our website uses cookies and similar technologies. For full details, please see our Cookie Policy.

11. Changes to this policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on this page with a revised “Last updated” date.

12. Contact us

If you have any questions about this Privacy Policy or wish to exercise your data rights, contact us at:

Malcolm Technologies Ltd
Email: hello@trymalcolm.com

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.