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Home/Legal / Privacy Policy

Privacy policy.

How UMA collects, processes, and protects personal data: the information we hold, why we hold it, and the rights you have over it.

Effective from 1st June 2026

UMA (“UMA,” “we” or “us”) has issued this General Data Protection and Privacy Policy (“Policy”) to describe how we handle personal information that you may provide to us for your use of our platform, products and services as specified below. “UMA” is a trading name of Ammi Systems Limited, a company incorporated in Northern Ireland with company number NI637141 and having its registered address at 10 Cromac Place, The Gas Works, Belfast, BT7 2JB (“UMA”).

We respect the privacy of individuals and are committed to handling personal information responsibly and in accordance with applicable law. This Policy sets out the personal information that we collect and process about you, the purposes of the processing and the rights that you have in connection with it.

If you are in any doubt regarding the applicable standards, or have any comments or questions about this Policy, please contact us at the contact details in Section 10 below.

We may require basic information which identifies you as an individual (“Personal Information”), such as your name, email address and phone number, in order to transact business with you, on behalf of the company you work for as our Customer. We will only use such Personal Information for the purposes of providing information which you have requested, fulfilling business transactions, or for other purposes set out in this Policy.

UMA may also collect Personal Information indirectly from third parties, such as our business partners and resellers (for example, if you purchase an UMA product via a reseller).

UMA may collect the following information:

  • Name (first name and last name).
  • Company name.
  • Company address.
  • Email address.
  • Time zone and date/time preferences.
  • IT information required to provide access to systems and networks such as IP addresses, log files, login information, and authentication platform.
  • Information pertinent to onboarding the customer, such as files uploaded by a user to our platform (Company Logo), and system generated emails.
  • Meta Data, such as logs, for usage information of the platform and activity logs, with identifying characteristics such as creator, names of individuals who have accessed the platform, the time of access and IP addresses of users.

UMA does not collect sensitive information such as racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic data, biometric data, or data concerning health or sexual orientation.

We may collect and process the following data about visitors to our website:

Technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform.

Information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from our site (including date and time); pages you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page.

Visitors may give us information about themselves by filling in forms on www.askuma.ai (our website) or by corresponding with us by phone, e-mail or otherwise. This includes information provided when filling out one of our forms including requesting a demo, requesting a quote, downloading a resource or contacting us. The information may include name, address, e-mail address and phone number.

Under the UK General Data Protection Regulation (UK GDPR), the lawful basis that UMA relies on for processing your Personal Information are:

  • Your consent (you can remove your consent at any time, and you can do this by contacting privacy@askuma.ai).
  • We have a contractual obligation.
  • We have a legal obligation.
  • We have a vital interest.
  • We need it to perform a public task.
  • We have a legitimate interest.

4.1 Business Transactions with Customers

We process Personal Information through UMA’s cloud-based IT systems, which include tools and systems that help us to administer customer accounts, orders and business transactions and share information across UMA systems, and with related corporate entities, as described in Section 4.1 below. This includes transferring Personal Information to our servers in the UK (see also Section 6.1 below).

4.2 UMA’s Platform, Products and Services

You may provide Personal Information to UMA through our order and onboarding process as set out in Section 2. We may also make use of Personal Information that we collect to help us administer our platforms, products and services in the following way:

  • To analyse system usage to help maintain the operational system.
  • To enable you to access customer support portals or to provide customer support services to you.
  • To optimise platform operation based on usage and enable and communicate future product development and improvements and releases.
  • To enable our compliance with export control and other laws and regulations.

UMA’s platform allows users to communicate with other users via email (meeting and visitor invitations). UMA is not responsible for the data protection or privacy practices or the content of other users’ interactions. The Internet is a global environment and using the Internet to collect and process data can involve the transmission of data on an international basis. By using our platform, products, and services, and communicating electronically through our products, you acknowledge our processing of data in this way.

4.3 Cookies

Our platform and website uses cookies to distinguish users from other users. On our website this helps us provide a good experience when a visitor browses our website and also allows us to improve our site.

Most browsers allow you to turn off cookies or to receive a warning before a cookie is stored on your hard drive.

If you do not wish us to make use of your Personal Information in this way, please email privacy@askuma.ai.

4.4 Other Legitimate Business Purposes

We may also collect and use Personal Information when it is necessary for other legitimate purposes, such as to help us conduct our business more effectively and efficiently, for example, for general IT resourcing on a global level and information security/management.

4.5 Marketing

UMA requires your permission to use your email address to send information marketing UMA’s products to you. Once you have opted-in, you may opt-out or unsubscribe at any time.

4.6 Legal Purposes

We also may use your Personal Information where we consider it necessary for complying with laws and regulations, or to exercise or defend the legal rights of the UMA global group of companies.

4.7 Artificial Intelligence (AI) Features

UMA offers optional AI-powered features, such as predicting space and desk occupancy, forecasting demand, and surfacing operational insights from the usage and sensor data already held within your account. These features are switched off by default and are only activated where you (or your organisation’s administrator) explicitly choose to enable them.

Where enabled, AI processing uses operational and usage data (such as booking history, occupancy and environmental sensor readings, and activity logs) to generate predictions and recommendations. We do not use this data to make decisions that produce legal or similarly significant effects about an individual, and these features do not process the special categories of information referred to in Section 2.

You may also connect your own AI models to the UMA platform using your own third-party API key (a “bring your own model” arrangement). Where you do so, the relevant data is processed by the third-party AI provider you have selected, under your own account and subject to that provider’s terms and privacy policy. You are responsible for your use of any third-party AI model you connect, including ensuring there is a lawful basis for the processing and that the provider offers appropriate data protection safeguards. You can disable AI features or disconnect a connected model at any time from your account settings, or by contacting privacy@askuma.ai.

5.1 Within UMA

Employees, contractors, and agents of UMA may be given access to Personal Information which we collect, but their use will be limited to the performance of their duties and the reason for processing. Our employees, contractors and agents who have access to your Personal Information are required to keep that information confidential and are not permitted to use it for any other purposes.

5.2 Business Partners and Service Providers

UMA will never sell, rent, or disclose to unaffiliated third parties your Personal Information unless we have your permission or are required by law to do so. When we permit a third party to access Personal Information, we will implement appropriate measures to ensure the information is used in a manner consistent with this Policy and that the security and confidentiality of the information is maintained.

UMA discloses the Personal Information it collects to the following third parties:

  • Business partners and Resellers for the purposes of providing services, support, and products to customers.
  • Third parties where disclosure is required or authorised by law.
  • Service Providers who provide business services to us. We do so on a “need to know basis” and in accordance with applicable data privacy law.
  • UMA stores data in multiple availability zones within the UK. We outsource our Cloud Hosting Infrastructure to Amazon Web Services, who are subcontractors processing data on behalf of and for us. They do so in compliance with all relevant law and regulations.

5.3 Lawful Grounds

We may disclose Personal Information to third parties on other lawful grounds, including:

  • To comply with our legal obligations, regulation, or contract, or to respond to an administrative or judicial process.
  • In response to lawful requests by public authorities (including for national security or law enforcement purposes).
  • If necessary to exercise or defend against potential, threatened or actual litigation.
  • If necessary to protect the vital interests of another person.
  • In connection with the sale, assignment or other transfer of all or part of our business, or
  • With your consent.

You can request correction, update, and deletion of your Personal Information via e-mail sent to privacy@askuma.ai, and we will use reasonable efforts to contact you regarding your request. To update or delete your Personal Information or correct an inaccuracy, we may ask you to verify your identity and cooperate with us in our effort.

7.1 Transfer of Personal Information

As we operate at a global level, we may need to transfer Personal Information to countries other than the ones in which the information was originally collected. When we export your personal information to a different country, we will take steps to ensure that such data exports comply with applicable laws. For example, if we transfer personal information from the European Economic Area to a country outside it, such as the United States, we will implement an appropriate data export solution such as entering EU standard contractual clauses with the data importer or taking other measures to provide an adequate level of data protection under EU law.

7.2 Privacy Rights

Under data protection law, you have rights including:

  • Your right of access: You have the right to ask us for copies of your Personal Information.
  • Your right to rectification: You have the right to ask us to rectify Personal Information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  • Your right to erasure: You have the right to ask us to erase your Personal Information in certain circumstances.
  • Your right to restriction of processing: You have the right to ask us to restrict the processing of your Personal Information in certain circumstances.
  • Your right to object to processing: You have the right to object to the processing of your Personal Information in certain circumstances.
  • Your right to data portability: You have the right to ask that we transfer the Personal Information you gave us to another organisation, or to you, in certain circumstances.
  • You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

If you are a resident of the European Union, you can object to processing of your Personal Information, ask us to restrict processing of your Personal Information or request portability of your Personal Information. You can exercise these rights by contacting us using the contact details provided in Section 5 above.

You have the right to complain to a data protection authority about our collection and use of your Personal Information. For more information, please contact your local data protection authority. In the UK, you can complain to the ICO using the following information:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
United Kingdom

Helpline number: +44 (0)303 123 1113
ICO website: Information Commissioner’s Office (ICO)

If we have collected and process your Personal Information with your consent, then you can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your Personal Information conducted in reliance on lawful processing grounds other than consent.

We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws.

In accordance with our commitment to protect your privacy and manage your data responsibly, we will retain the personal and operational data collected through our services only for as long as necessary to fulfil the purposes outlined in this agreement, or as required by applicable law. All data will be securely deleted from our systems every three years, unless a shorter retention period is applicable. Additionally, upon the termination of your contract with us, we will delete all your data in full, ensuring that no residual copies remain in our backups or storage systems beyond the period necessary for the deletion process. This policy is designed to ensure compliance with data protection regulations and to safeguard your information against unauthorised access or use.

We are committed to ensuring that your information is secure. We have put in place appropriate technical, physical, and administrative procedures to safeguard and secure the information we collect to prevent unauthorised access or disclosure.

UMA reserves the right, in its discretion, to make changes to any part of UMA’s platform and products, or this Policy. UMA may change this Policy from periodically by updating this page. You should check this page from time to time to ensure that you are aware of any changes. This Notice is effective from 1st June 2026. By continuing to use UMA’s platform, products, and services, you consent to this Policy as amended.

If you have any questions about this Notice, or wish to make a complaint about our data handling practices, you may contact:

Data Protection Officer
UMA
K-Mill
Dean Clough
Corporation Street
Halifax
West Yorkshire
HX3 5WG
United Kingdom
privacy@askuma.ai

We will investigate any complaints received in writing and do our best to resolve them with you as soon as possible.