Website Privacy Policy
SegmentStream LTD, 66 Paul Street, London, EC2A 4NA.
Updated 12 May 2026
1. Introduction
1.1 Welcome to the privacy policy for SegmentStream Ltd. This policy applies to your use of www.segmentstream.com and its features (our "Website"), the SegmentStream platform and related agent workflows (the "Platform"), and any services that we provide unless we tell you otherwise in writing. Our use of cookies is described separately in our Cookie Policy.
1.2 This policy explains what personal data we collect, how we use it, the legal bases we rely on, who we share it with, and the rights available to you under applicable data protection laws.
1.3 If you do not agree with this policy, you must stop using our Website and services immediately. If you continue to browse, request access, create an account, or otherwise use our Website or services, your personal data will be handled in accordance with this policy.
1.4 This Website and our services are intended for business users. They are not directed to children and we do not knowingly collect personal data relating to children.
1.5 We may update this privacy policy from time to time. Any revised version will apply from the date it is published on our Website. Please check this page regularly to make sure you are familiar with the latest version.
2. About Us
2.1 www.segmentstream.com is operated by SegmentStream Ltd of 66 Paul Street, London, EC2A 4NA, United Kingdom ("we", "us", or "our").
2.2 You can contact our person responsible for data protection at privacy@segmentstream.com. Please email this address if you have any questions about how we process your personal data or if you wish to exercise any of your legal rights.
2.3 Depending on the context, SegmentStream acts as either a data controller (for Website and marketing activities) or a data processor (when processing personal data on behalf of customers within the Platform).
3. The Personal Data We Collect
3.1 Personal data means information that identifies you or can reasonably be linked to you. Anonymous information, or information that has been irreversibly de-identified, is not personal data.
3.2 Depending on how you interact with us, we may collect and process the following categories of personal data:
3.2.1 Identity and contact data, such as your name, work email address, telephone number, company name, job title, and country.
3.2.2 Account and profile data, such as usernames, account identifiers, role information, authentication metadata, preferences, and records of your relationship with us.
3.2.3 Inbound enquiry data, such as the information you submit through our website forms when requesting access, requesting a demo, chatting with our AI assistant, or otherwise enquiring about our services, including company type, referral source, intended use case, and any other information you choose to share.
3.2.4 Platform usage and telemetry data, such as prompts, tool calls, agent actions, session events, error logs, support logs, browser metadata, IP address, cookie identifiers, and related technical data generated when authorised users use the Platform. Session telemetry is collected for Platform users only and is used for service delivery, debugging, security monitoring, abuse prevention, support, and product improvement.
3.2.5 Marketing and communications data, such as your preferences for receiving communications from us and your interactions with our emails, website forms, and campaigns.
3.2.6 Technical and device data, such as browser type, operating system, approximate location, referring page, timestamps, and cookie or analytics identifiers associated with your visits to the Website.
3.2.7 Support and correspondence data, such as the contents of emails, chats, support requests, and other communications you send to us.
3.2.8 Recruitment and applicant data, such as CVs, employment history, qualifications, interview notes, and correspondence submitted as part of a job application.
3.3 We do not intentionally collect special category data or other sensitive personal data unless this is strictly necessary and lawful. Please do not submit this type of information to us unless we expressly request it.
3.4 We collect personal data when you:
3.4.1 browse or interact with our Website;
3.4.2 request access to our services, submit a demo request or contact form, or chat with our AI assistant;
3.4.3 create, access, or administer an account on the Platform;
3.4.4 use AI-assisted features, prompts, tools, or workflows within the Platform;
3.4.5 contact us, book a demo, subscribe to updates, or otherwise correspond with us;
3.4.6 receive services from us or interact with our team as a customer, prospect, partner, or supplier; and
3.4.7 apply for a role with us or otherwise submit information in connection with recruitment activities.
3.5 We may also receive personal data from third parties, including analytics providers, CRM systems, authentication providers, and customers that authorise users to access the Platform.
4. How We Use Your Data
4.1 We will only use your personal data where we have a lawful basis to do so and in a way that complies with applicable law. Where we rely on legitimate interests, we ensure that such interests are not overridden by your rights and freedoms.
4.2 We may use your personal data:
4.2.1 to operate, secure, maintain, and improve the Website and Platform;
4.2.2 to respond to requests for access, demo requests, AI-assistant conversations, and other inbound enquiries, onboard users, and manage our relationship with you;
4.2.3 to provide AI-assisted analytics, agent workflows, support, and related service functionality requested by you or by the organisation that authorises your use of the Platform;
4.2.4 to log prompts, tool calls, agent behaviour, and related session telemetry for Platform users in order to support service delivery, monitor system health, investigate incidents, prevent abuse, and improve our products and services;
4.2.5 to communicate with you about service updates, legal notices, support matters, and, where permitted, marketing communications;
4.2.6 to administer our business, enforce our terms, protect our rights, and comply with legal obligations;
4.2.7 to create aggregated or de-identified statistics that do not identify you personally; and
4.2.8 to assess applications, manage recruitment processes, communicate with candidates, and make hiring decisions.
4.3 Where we are part of, or become part of, a group of companies, our parent company and other companies in our group may also have access to the personal data we store where necessary for the purposes described in this policy.
4.4 You may receive marketing communications from us where it is lawful for us to send them. You can opt out at any time by following the unsubscribe instructions in the relevant communication or by emailing privacy@segmentstream.com.
4.5 We do not sell your personal data.
4.6 We only keep personal data for no longer than is necessary for the purposes for which it was collected, unless a longer retention period is required by law, regulation, or a legitimate legal need.
5. Purposes for Which We Use Your Data
| Purpose/Activity | Type of Data | Lawful Basis for Processing |
|---|---|---|
| To respond to access requests, demo requests, AI-assistant conversations, and other inbound enquiries | (a) Identity (b) Contact (c) Inbound enquiry data (d) Marketing and Communications | Necessary for our legitimate interests (to grow our business and respond to commercial enquiries) and, where applicable, to take steps at your request before entering into a contract |
| To register and administer Platform accounts and authorised users | (a) Identity (b) Contact (c) Account and profile data (d) Technical | Performance of a contract with you or with the organisation you represent and necessary for our legitimate interests (to administer our services securely) |
| To provide the Platform, including AI-assisted workflows, prompts, tool calls, and related support | (a) Account and profile data (b) Platform usage and telemetry data (c) Support and correspondence data | Performance of a contract and necessary for our legitimate interests (to provide, secure, support, and improve our services) |
| To monitor platform usage, investigate errors, prevent abuse, and maintain service security | (a) Platform usage and telemetry data (b) Technical and device data (c) Support and correspondence data | Necessary for our legitimate interests (to secure our systems, detect misuse, and maintain reliable services) |
| To send service messages, legal notices, and administrative communications | (a) Identity (b) Contact (c) Account and profile data | Performance of a contract, necessary to comply with a legal obligation, and necessary for our legitimate interests (to keep users informed) |
| To send marketing communications and measure campaign effectiveness | (a) Identity (b) Contact (c) Marketing and communications data (d) Technical and device data | Consent where required by law and otherwise necessary for our legitimate interests (to market and develop our business) |
| To analyse Website usage and improve our Website, Platform, and customer experience | (a) Technical and device data (b) Platform usage and telemetry data (c) Marketing and communications data | Necessary for our legitimate interests (to improve our products and services) |
| To assess job applications and manage recruitment processes | (a) Identity (b) Contact (c) Recruitment and applicant data | Necessary for our legitimate interests (to recruit and assess candidates) and, where applicable, to take steps at your request prior to entering into a contract |
6. Third Party Content
6.1 Our Website and Platform may include links to third-party websites, integrations, or services. When you use those third-party services, their own terms and privacy policies will apply to your interactions with them.
6.2 We use carefully selected service providers and sub-processors to support our Website and services. Where they process personal data on our behalf, we require them to do so only for authorised purposes and with appropriate safeguards. We conduct appropriate due diligence and enter into data processing agreements with such providers.
6.3 The principal sub-processors we use in connection with the Website and services are:
| Name | Purpose | Location |
|---|---|---|
| Google LLC | cloud infrastructure, BigQuery, analytics, and hosting | United States and Europe |
| Anthropic, PBC | AI model processing for prompts, tool use, and agent workflows | United States |
| Cloudflare, Inc. | CDN, DNS, edge security, and traffic protection | United States and Europe |
| Vercel Inc. | application hosting, edge networking, and IP-derived geolocation for inbound enquiries | United States |
| Attio, Inc. | CRM and lead/contact management for website prospects and customer contacts | United States and United Kingdom |
| Resend, Inc. | transactional email delivery | United States |
7. Data Security
7.1 We take the security of personal data seriously and implement technical and organisational measures designed to protect it against unauthorised access, loss, destruction, alteration, or disclosure.
7.2 These measures include access controls, security monitoring, logging, incident management, vendor review, and other controls appropriate to the nature of the data we process and the services we provide.
7.3 Where a personal data breach occurs, we will follow our internal incident procedures and comply with any legal obligations relating to notification.
8. International Transfers
8.1 Some of the third parties and sub-processors we use are located outside the United Kingdom or European Economic Area. As a result, personal data may be transferred internationally.
8.2 Where we transfer personal data internationally, we will ensure that the transfer is made in accordance with applicable law and subject to appropriate contractual, technical, and organisational safeguards, including Standard Contractual Clauses or equivalent safeguards where required.
9. Retention
9.1 We retain personal data for no longer than is necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying legal, accounting, reporting, audit, or dispute-resolution requirements.
9.2 Inbound enquiry and prospect records are retained for as long as reasonably necessary to evaluate your enquiry, manage the relationship, and maintain an appropriate commercial record unless a longer retention period is required by law.
9.3 Platform customer data is retained in accordance with the applicable customer agreement, product configuration, and lawful customer instructions, subject to any additional period reasonably required for backup, security, fraud prevention, or legal compliance.
9.4 Candidate data is retained for a limited period following completion of the recruitment process, unless longer retention is required by law or the candidate has consented to being considered for future opportunities.
10. Your Legal Rights
10.1 Depending on the law that applies to you, you may have the following rights in relation to your personal data:
10.1.1 The right to be informed
10.1.2 The right of access
10.1.3 The right to rectification
10.1.4 The right to erasure
10.1.5 The right to restrict processing
10.1.6 The right to data portability
10.1.7 The right to object
10.1.8 Rights in relation to automated decision making and profiling
10.2 If you wish to exercise any of these rights, please email privacy@segmentstream.com. We may need to verify your identity before responding to your request.
10.3 If we rely on your consent to process personal data, you may withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before consent is withdrawn.
10.4 If you are based in the United Kingdom, you can find more information about your rights on the Information Commissioner's Office website at www.ico.org.uk.
11. Complaints
11.1 If you have a concern about how we handle your personal data, please contact us first at privacy@segmentstream.com so that we can try to resolve the issue.
11.2 If you are not satisfied with our response, you may have the right to lodge a complaint with the Information Commissioner's Office or another competent supervisory authority in the jurisdiction where you are located.