Privacy Policy

Justice Minds Forensic Intelligence Ltd

"You should know exactly what we capture, why we keep it, who sees it and how we protect it. Evidence without provenance is opinion; our work is built on provenance — timestamps, chain‑of‑custody and careful handling. 'Every chunk is separated. It's only kept in and within this. As soon as it leaves my domain, it doesn't work because I've encrypted it.' — Ben Mak, 2025-10-07 22:39:56."

Plain-English Summary

What we collect: Audio/video recordings, transcripts, speaker identifiers, timestamps, metadata, documents you provide.
Why: To produce forensic, time‑stamped reports for legal, safeguarding and systemic audit purposes.
How long: Default retention 5 years from case closure unless law or client instruction requires otherwise.
Your rights: Access, rectification, restriction, portability, objection, and to complain to the ICO.

1. Controller & Contact

Controller: Justice Minds Forensic Intelligence Ltd (Company Number: 16331423)
ICO registration: ZB896365
Data Protection Officer: Contact via our registered office for data subject requests

2. Types of Personal Data We Process

Audio recordings and video recordings (time‑stamped)
Machine and human transcripts and their annotations
Speaker identifiers and role tags
Metadata (date/time, device ID, geolocation when provided, file hashes)
Documents provided by you (PDFs, images, emails)
Logs of access and processing steps

3. Lawful Bases for Processing

Consent: Where clients provide affirmative consent to recording and processing
Contract performance: To carry out forensic services under an engagement
Legitimate interests: Evidence preservation, better public services, safeguarding vulnerable people (balanced against privacy rights)
Legal obligation: Where we are required to disclose by court order or statutory duty

4. Sensitive Data & Special Categories

We may process sensitive categories (health, criminal allegations) only when necessary for safeguarding or legal processes. Such processing is subject to enhanced safeguards and restricted access.

5. How We Use Data

Produce forensic reports, chronologies, and expert analyses
Corroborate findings with computational intelligence (pattern detection, word‑count metrics, speaker timing)
Facilitate client communications and lawful disclosures to courts, legal representatives and public bodies
Improve services using aggregated, anonymised metrics

6. Computational Intelligence (CI) and Analytics

What we do: We use CI to corroborate findings, not to replace human expert judgment.

Typical measurable outputs we present:

Word‑choice and frequency metrics (how often and in what context key words appear)
Speaker‑turn timing and pauses (relative timing between speakers, interruptions)
Pattern detection across meetings (recurring phrases, changes in language over time)
Transcript→statute mapping (automatic flagging of language that maps to statutory standards)
Confidence scores to indicate corroboration strength

We do not disclose proprietary algorithms or model internals. CI outputs are used as corroborative evidence and are accompanied by human expert interpretation before inclusion in a report.

7. Sharing, Disclosure and Third Parties

We share data only where necessary and lawful:

Your authorised legal representatives and agents
Courts, tribunals and regulators when legally compelled
Third‑party processors (secure transcription services, encrypted storage providers) under Data Processing Agreements (DPAs)

Cross‑border transfers: Where international transfer is necessary, appropriate safeguards (SCCs or other lawful mechanisms) are implemented.

8. Security & Technical Safeguards

Encryption at rest and in transit, role‑based access control, multi‑factor authentication for staff access
Segmented storage: evidentiary "chunks" isolated to reduce exposure
Audit logs and immutable timestamping for chain‑of‑custody verification

9. Retention & Deletion

Default retention: 5 years from case closure, unless longer statutory retention or active litigation requires otherwise.

On request, we will export or delete personal data subject to legal obligations and reasonable verification.

10. Data Subject Rights & Requests

Rights: Access, rectification, erasure, restriction, portability, objection and to withdraw consent (where processing is consent‑based).

Requests: Direct to our Data Protection Officer; verification required to protect confidentiality. We will respond within statutory timeframes.

Complaints: You may contact the Information Commissioner's Office (ICO) at https://ico.org.uk.

11. Reasonable Adjustments & Vulnerable Users

We will make reasonable adjustments to our procedures for clients with disabilities: alternative formats, extended response times, accessible contact routes, and safeguarding‑led handling of disclosures.

12. Minors

We do not knowingly process children's data except as required for safeguarding; parental/guardian consent will be obtained where appropriate.

13. Cookies & Website Analytics

Our site uses non‑identifying analytics cookies; you may manage preferences via the cookie banner.

14. Changes to This Policy

We may update this policy; material changes will be notified through the website or direct client communications.

15. Contact & Data Protection Officer

For data protection inquiries, contact our Data Protection Officer through our registered office. For device support related to capture hardware please contact support@limitless.ai (device support only).