Privacy Notice

1. Who We Are

The Olidor Group (“Olidor”, “we”, “us”) is the data controller for the personal data processed through the Process Discovery tool. This tool is used across the Olidor Group of companies to understand and improve how we work.

If you have any questions about how we handle your data, please contact:

2. What Data We Collect

When you take part in a discovery session, we process the following personal data:

• Access code — the code you were issued to begin your session (which may identify you by name)
• Your responses — the answers and comments you provide during the interview, in your own words
• Session information — your department, the questions asked, and the interview transcript
• Feedback — any feedback you choose to give about the session
• Technical data — IP address, browser type, and session information

3. Why We Process Your Data

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

4. How Long We Keep Your Data

• Session transcripts and responses — retained for the duration of the relevant discovery project and for a reasonable period afterwards to support analysis and follow-up, then deleted or anonymised
• Access codes — retained only as long as needed to run and reconcile sessions
• Technical logs — retained for a limited period for security and audit purposes

5. Who We Share Your Data With

Your personal data may be shared with:

• Other Olidor Group companies — where necessary for the process-improvement work this tool supports
• AI language-model services — the interview is facilitated and summarised using a third-party AI service, which processes your responses on our behalf under an appropriate data processing agreement
• Hosting providers — the tool is hosted on secure cloud infrastructure
• IT support — authorised personnel who maintain and support the system

We do not sell your personal data or use it for marketing. We ask that you avoid entering sensitive personal information about yourself or others in your responses.

6. Data Security

• Encrypted connections (HTTPS/TLS) for all data in transit
• Access to sessions controlled by individually issued access codes
• Access to stored responses limited to authorised personnel
• Regular security reviews and monitoring

7. Your Rights

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

• Right of access — request a copy of the personal data we hold about you
• Right to rectification — request correction of inaccurate personal data
• Right to erasure — request deletion of your personal data (subject to legal retention requirements)
• Right to restrict processing — request that we limit how we use your data
• Right to object — object to processing based on legitimate interests
• Right to withdraw consent — where processing is based on consent, you may withdraw it at any time

To exercise any of these rights, please contact the data protection address above.

8. Complaints

If you are not satisfied with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

9. Changes to This Notice

We may update this privacy notice from time to time. Any changes will be reflected on this page with an updated revision date.