Privacy Policy

Last Updated: October 2025

This Privacy Policy explains how TierraViva AI Limited ("TierraViva AI", "we", "us", or "our") collects, uses, and protects personal information when you use:

Our public website at https://www.tierraviva.ai (the "Website"), and
Our data and analytics platform at https://platform.tierraviva.ai (the "Platform").

We are committed to protecting your privacy and processing personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the EU General Data Protection Regulation (EU GDPR).

1. Who We Are

TierraViva AI Limited Registered in England and Wales (Company No. 14946189) Email: info@tierraviva.ai

TierraViva AI Limited is the Data Controller for personal data collected through the Website and Platform. If you are located in the European Economic Area (EEA), we comply with both the UK and EU GDPR frameworks for your data.

2. Information We Collect

We collect and process personal data only when necessary to provide our Services or communicate with you.

(a) Information you provide directly

Contact details (e.g., name, email, organisation) via forms or email.
Account registration details for Platform access, including organisational affiliation.
Payment or billing information (for paid Services).
Communications or enquiries you send us.
Datasets, reports, or other content you upload to the Platform.

(b) Information collected automatically

IP address, browser type, operating system, and device identifiers.
Log data such as pages visited, duration, and referring sites.
Website analytics data collected via Squarespace analytics tools.
Cookie data (essential and analytics cookies as described in Section 10).

(c) Platform usage data

Account activity, login times, and security logs.
Metadata related to datasets, reports, or API requests.
Technical diagnostic information to maintain reliability and security.
API usage logs for service maintenance purposes.

3. How We Use Your Information

We process your data to:

Provide and operate the Website and Platform;
Respond to enquiries and customer support requests;
Manage user accounts and subscriptions;
Deliver requested analytics, reports, or data access;
Monitor and protect our systems from misuse or security incidents;
Comply with legal obligations;
Improve and develop our Services through:
- User-specific improvements to services you access;
- Platform-wide improvements based on aggregate and anonymised usage data (for example, identifying demand for particular types of analysis);
- With your explicit consent, using your datasets to improve services for other users.

We do not sell or rent personal information. We do not use your data for unrelated marketing purposes without your explicit consent. We do not currently use third-party AI or machine learning services that process your personal data.

4. Legal Basis for Processing

Under the UK and EU GDPR, we process personal data on the following lawful bases:

Consent – where you have actively given permission (e.g., submitting a contact form, consenting to use of your datasets for service improvement).
Contractual necessity – where processing is required to deliver a service you requested.
Legal obligation – where required by applicable law.
Legitimate interests – for operating and improving our Services, maintaining security, and preventing misuse, provided these do not override your rights and freedoms.

5. Data Storage and Security

We store data securely using reputable cloud and analytics providers. Appropriate technical and organisational measures are in place to prevent unauthorised access, alteration, disclosure, or loss of data.

Access to personal information is restricted to authorised TierraViva AI personnel and contractors bound by confidentiality and data protection agreements.

Platform Datasets

User datasets uploaded to the Platform are:

Stored for the duration of your active account;
Stored in geographic locations that meet data sovereignty (jurisdiction) requirements where specified by you;
Automatically scheduled for deletion within 90 days of account deletion, or sooner upon your request;
Used only for purposes you have authorised, including user-specific service improvements and, with your explicit consent, improvements to services for other users.

6. International Data Transfers

TierraViva AI servers are located within the United Kingdom and the European Union. Where we store or process data outside the specific jurisdiction where you are located (for example, if you are in the UK and data is processed in an EU member state, or vice versa), such transfers are covered by the UK-EU adequacy decisions, which recognise equivalent data protection standards. If we need to transfer data outside the UK or EEA (for example, when using certain trusted cloud service providers), we ensure that appropriate safeguards are in place under Articles 44–49 of the EU and UK GDPR, such as:

The destination country has been granted an adequacy decision by the UK or EU; or Standard Contractual Clauses (SCCs) are used to ensure equivalent protection.

[Note: Section to be updated with specific transfer mechanisms once confirmed]

Client-Specified Data Residency

Where clients based outside the UK or the EU request that their data be processed within their local jurisdiction for data sovereignty purposes, we will store data in the requested location where technically feasible. However, as a UK-based data controller, we maintain UK and EU GDPR standards as a minimum level of protection for all personal data we process, regardless of geographic location. Where local data protection laws in the client's jurisdiction impose higher standards than UK/EU GDPR, we will comply with those enhanced requirements. This ensures that all data processed by TierraViva AI receives robust protection consistent with UK and EU data protection principles.

We reserve the right to decline service in jurisdictions where local law would prevent us from maintaining GDPR-compliant protections.

7. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, or as required by law.

Retention Periods

Data Type	Retention Period
Contact form submissions and enquiries	3 years from last contact
Inactive user accounts (Platform)	2 years of inactivity, then deleted
Active user account data	Duration of account plus 90 days
User-uploaded datasets	Duration of account plus 90 days (or sooner on request)
API logs	1 year for maintenance purposes
Website analytics data	2 years
Payment and billing records	7 years (legal requirement)

When you delete your Platform account, your personal data and uploaded datasets are automatically scheduled for deletion within 90 days. You may request immediate deletion by contacting us at info@tierraviva.ai.

8. Data Sharing and Processors

We share personal data only with trusted third parties acting as data processors under written contracts that ensure compliance with UK/EU GDPR.

These currently include:

Squarespace (website hosting and analytics);
Cloud hosting and storage providers (for Platform infrastructure);
Payment processors (if applicable);
Email and communication tools;
Professional advisers (legal or accounting, under confidentiality obligations).

We do not currently use third-party AI or machine learning services that process your personal data. We do not sell, trade, or disclose your data to unauthorised third parties. We are not currently aware of any sub-processors beyond those listed above.

9. Your Rights (UK and EU Residents)

Under UK and EU GDPR, you have the right to:

Access your personal data held by us;
Rectify inaccurate or incomplete data;
Erase data ("right to be forgotten") where no longer needed;
Restrict or object to certain types of processing;
Withdraw consent at any time (where processing is based on consent);
Data portability – request transfer of your data to another controller.

Please note that some of these rights may be subject to limitations where we have overriding legal obligations to retain or process your data.

To exercise your rights, contact info@tierraviva.ai. We will respond to your request within 15 days. We may require proof of identity before fulfilling requests.

You also have the right to lodge a complaint with a supervisory authority:

In the UK: Information Commissioner's Office (ICO)
In the EEA: Your local Data Protection Authority (see list here).

10. Cookies and Analytics

Our Services use cookies to improve user experience, maintain security, and analyse performance.

Website Cookies (www.tierraviva.ai)

Our Website uses the following types of cookies through Squarespace:

Essential/Functional Cookies: Required for basic website functionality. These cannot be disabled.
Analytics Cookies: Used to understand website traffic and visitor interactions through Squarespace's default analytics.

These cookies are part of Squarespace's standard implementation and cannot be selectively disabled. By using our Website, you consent to the use of these cookies.

For more information about Squarespace's cookie practices, see: https://support.squarespace.com/hc/en-us/articles/206544547

Platform Cookies (platform.tierraviva.ai)

The Platform uses essential cookies only, which are necessary for:

User authentication and session management;
Secure login functionality;
Site navigation and core functionality.

These cookies are strictly necessary for the Platform to function and do not require consent under GDPR.

Managing Cookies

You can manage or disable cookies through your browser settings, though this may affect website functionality. Note that disabling essential cookies will prevent you from accessing the Platform.

11. Children's Privacy

Our Services are not directed to children under 13 and require organisational affiliation as a condition of access. We do not knowingly collect personal information from children under 13. If you believe a child has provided us with personal data, please contact us immediately at info@tierraviva.ai to request deletion.

12. Security Incident Notification

In the event of a data breach that affects your personal information, we will:

Notify affected users within 72 hours of becoming aware of the breach (where feasible);
Provide details of the nature of the breach, potential consequences, and measures taken;
Notify relevant supervisory authorities as required by law;
Take immediate steps to contain and remedy the incident.

Notifications will be sent to the email address associated with your account or via the Platform dashboard.

13. Changes to This Policy

We may update this Privacy Policy from time to time. Updates will appear on this page with a revised "Last Updated" date. If changes are material, we will notify registered users via email or through the Platform at least 30 days before the changes take effect.

14. Contact Us

If you have any questions or requests concerning this Privacy Policy or our data practices, please contact:

TierraViva AI Limited Email: info@tierraviva.ai Registered in England and Wales, No. 14946189

For data subject rights requests, we will respond within 15 days.