Safe AI at Lancaster (SAIL) Privacy Notice

This privacy notice sets out how Lancaster University uses and protects any information that you give when you use our website.

Lancaster University is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this Privacy Notice.

The university will process your personal data in accordance with the General Data Protection Regulations (GDPR).

Safe AI Lancaster (SAIL) (or https://www.lancaster.ac.uk/itpi/web/services/sail) is provided by the ISS Innovation Hub, part of Lancaster University (LU).

It is a chatbot-style assistant that helps users write better prompts, choose appropriate tools, and use AI ethically. It is part learning tool, part safety mechanism — making sure AI use at Lancaster is aligned with policy and values.

What data we collect

The personal data we collect from you includes:

  • Name
  • University email
  • Usage Data: We collect information about your use of the services.
  • Cookies: We use cookies and similar technologies to operate and administer our services, and improve your experience. If you use our services without creating an account, we may store some of the information described in this policy with cookies, for example to help maintain your preferences across browsing sessions.

Why we need your data

We collect your personal data in order to:

  • Provide access to the platform
  • Provide usage tokens
  • Provide, analyse and maintain our services, for example to respond to your questions for SAIL.
  • Improve and develop our services and conduct research, for example to develop new product features.
  • Communicate with you, including to send you information about our services and events, for example about changes or improvements to the services.
  • Prevent fraud, illegal activity, or misuse of our services and to protect the security of our systems and services.
  • Comply with legal obligations and to protect the rights, privacy, safety, or property of our users and Lancaster University.

Our legal basis for processing your data

Legitimate interests: the processing is necessary for your legitimate interests.

How long we keep your data

We will only retain your inactive data for 30 days. Chats that have been accessed or amended within a rolling 30-day retention period will remain, unless deleted by yourself or by admin when your account is closed.

Where your data is processed and stored

Your data is processed in Swedish data centres which operate under GDPR regulations and is stored within the university data stores.

How we protect your data and keep it secure

We are committed to doing all that we can to keep your data secure.

Your rights

SAIL operates within Lancaster University’s data protection framework. Your rights under UK GDPR apply to the personal data processed within the platform. Below is a summary of how each right applies in the context of SAIL.

Your rights - list accordion

What are your responsibilities?

You are required to read this Privacy Notice when using Safe AI at Lancaster (SAIL).

It is important that you do this, so you understand how we use your personal information and your rights.

Contact us or make a complaint

Lancaster University’s designated Data Protection Officer is:

Mike Abbotts, Information Governance Manager
Email: information-governance@lancaster.ac.uk

Contact Mike if you have any concerns or complaints about this notice or about the way your personal data is being used.

Changes to this policy

We may change this privacy policy.