Privacy Policy

1. Introduction

MIRAI International Group LTD ("MIRAI", "we", "our", or "us") is committed to protecting personal information and handling it responsibly, lawfully, and transparently.

This Privacy Policy explains how we collect, use, store, share, and protect personal information when individuals visit our website, contact us, engage with our services, or communicate with us in relation to our digital transformation, software development, health technology, education technology, and consultancy activities.

MIRAI International Group LTD is a company registered in England and Wales.

MIRAI maintains data protection fee registration with the UK Information Commissioner's Office (ICO).

Company name

MIRAI INTERNATIONAL GROUP LTD

Company number

16929798

Registered office

First Floor Office, 3 Hornton Place, London, W8 4LZ, United Kingdom

Contact email

info@mirai-hub.org

2. Who this policy applies to

This Privacy Policy applies to personal information relating to:

• website visitors;
• prospective clients and partners;
• government, academic, healthcare, and institutional contacts;
• suppliers and service providers;
• consultants, collaborators, and professional contacts;
• individuals who contact us by email, website forms, messaging platforms, or other communication channels;
• users or representatives involved in MIRAI platforms, proposals, projects, or digital services.

3. What personal information we may collect

Depending on your interaction with us, we may collect and process the following types of personal information:

• name;
• job title and organisation;
• email address;
• telephone number;
• professional address or business contact details;
• correspondence and communication records;
• enquiry details submitted through our website or email;
• project-related information shared with us by clients or partners;
• technical information such as IP address, browser type, device information, website usage data, and cookies;
• information required for contracts, invoices, proposals, compliance, or administrative records.

Where relevant to a specific project, we may process additional categories of information only where necessary and lawful, and subject to appropriate safeguards.

4. How we collect personal information

We may collect personal information when you:

• visit our website;
• submit an enquiry or contact form;
• email or message us;
• request a proposal, consultation, or service;
• enter into discussions or agreements with us;
• participate in a MIRAI project, platform, or service;
• provide information to us as a client, supplier, partner, consultant, or institutional representative.

We may also receive personal information from organisations we work with, where they are legally permitted to share it with us.

5. Why we use personal information

We use personal information for legitimate and necessary business purposes, including:

• responding to enquiries and communications;
• preparing proposals, quotations, agreements, and project documentation;
• delivering software development, consultancy, digital transformation, health technology, and education technology services;
• managing client, partner, and supplier relationships;
• operating and improving our website and digital systems;
• maintaining business, legal, financial, and compliance records;
• protecting our systems, services, and communications;
• fulfilling contractual, regulatory, and legal obligations;
• supporting internal administration, governance, and quality improvement.

6. Lawful basis for processing

We only process personal information where we have a lawful basis to do so.

Depending on the situation, our lawful basis may include:

ICO guidance confirms that organisations must identify a valid lawful basis before handling personal information, and the correct basis depends on the purpose and relationship with the individual.

7. How we share personal information

We do not sell personal information.

We may share personal information only where necessary and appropriate, including with:

• professional advisers such as legal, accounting, tax, or compliance advisers;
• technology service providers, hosting providers, email providers, and cloud platforms;
• project partners, contractors, or consultants working under appropriate confidentiality or contractual controls;
• payment, invoicing, and administrative service providers;
• public authorities, regulators, or legal bodies where required by law;
• client organisations where information is required to deliver a project or service.

When we use third-party service providers, we expect them to apply appropriate security and confidentiality measures.

8. International data transfers

MIRAI may work with partners, service providers, or technical teams in different countries. Where personal information is transferred internationally, we take reasonable steps to ensure that appropriate safeguards are in place, consistent with applicable data protection requirements.

9. How long we keep personal information

We keep personal information only for as long as necessary for the purposes for which it was collected, including legal, contractual, accounting, reporting, security, and compliance requirements.

Typical retention periods may include:

• enquiry and communication records: retained for as long as needed to manage the relationship or follow up the enquiry;
• client and project records: retained for the duration of the project and a reasonable period afterwards;
• contractual, financial, and compliance records: retained as required by applicable legal, tax, or accounting rules;
• website analytics or technical logs: retained for a limited period necessary for security, performance, and service improvement.

We periodically review the information we hold and delete or anonymise it when it is no longer required.

10. How we protect personal information

We apply appropriate organisational and technical measures to protect personal information against unauthorised access, loss, misuse, alteration, disclosure, or destruction.

These measures may include:

• access controls;
• secure business email and cloud storage;
• password protection and account security measures;
• role-based access to project data;
• confidentiality obligations for team members and contractors;
• secure hosting and system monitoring where applicable;
• periodic review of data handling practices.

No online system can be guaranteed to be completely secure, but we work to maintain appropriate safeguards proportionate to the nature of the information we process.

11. Cookies and website analytics

Our website may use cookies or similar technologies to support website functionality, improve user experience, understand website performance, and protect the website from misuse.

Where required, we will provide appropriate cookie information and consent options.

You may be able to control cookies through your browser settings. Disabling some cookies may affect website functionality.

12. Your data protection rights

Depending on your location and the circumstances, you may have rights in relation to your personal information, including the right to:

• be informed about how your data is used;
• request access to your personal information;
• request correction of inaccurate information;
• request deletion of your information;
• request restriction of processing;
• object to processing;
• request data portability where applicable;
• withdraw consent where processing is based on consent;
• complain to a data protection authority.

ICO guidance describes the right to be informed as a key transparency requirement under UK GDPR, requiring organisations to provide clear and accessible information about how personal information is used.

13. How to contact us about your data

For questions about this Privacy Policy or how MIRAI handles personal information, please contact:

Please include enough information for us to identify your request and respond appropriately.

14. Complaints

If you have concerns about how we handle your personal information, please contact us first so we can review and address the matter.

You also have the right to complain to the UK Information Commissioner's Office (ICO), the UK regulator for data protection.