Privacy notice.

• The assistant in the Pavilion answers questions like "Is there a free table?" using live data from sensors in the building.

• You don't need an account, and we never ask for your name, student ID or whether you have a disability.

• The sensors count people and seats. They don't identify anyone, and no images are kept.

• We store your questions and the answers so we can run and improve the service.

• Avoid typing personal details. If you do, we remove sensitive information from what we store.

• The pilot runs from 9 November 2026 to 5 March 2027. You can contact us at any time at team@tactone.tech.

Tactone Technologies Ltd runs this pilot and is responsible for the data it collects. In data protection terms, we are the controller.

Company

Tactone Technologies Ltd, registered in England and Wales, company number 16994044, 82a James Carter Road, Mildenhall, Bury St. Edmunds, IP28 7DE

ICO registration

ZC284280

Contact

team@tactone.tech

Director

Catherine Prada, catherine@tactone.tech

The pilot takes place in the Pavilion, School of Management, University of Bath. The University hosts the pilot and receives summary reports only. It cannot see individual questions.

What we don't collect

You don't need an account or login. We never ask for your name, student ID or whether you have a disability. Each conversation gets a random session reference that isn't linked to you or your device. Neither we nor the University can produce a list of who uses the assistant. If you speak to the assistant, your voice is turned into text and the recording is not kept.

Sensitive information

Please don't share sensitive information. The assistant never asks for it. If you type something sensitive, such as health information, we remove it from the text we store and it never appears in any report.

The assistant doesn't work out where you are in the building, and it doesn't connect to University systems such as student records, Wi-Fi logs, door access or CCTV.

The sensors count people and seats. They don't identify anyone.

• People counters

  3 counters, over the servery queue and at the toilet block entrance. They count people and measure queue length. Images are processed inside the sensor and never kept, viewed or sent. Only the numbers leave the device.

• Desk sensors

  About 300 small sensors under the tables. Each one shows whether a seat is occupied or free.

• Toilets

  There are no sensors inside the toilets or cubicles. The counter at the entrance only counts people going in and out.

Neither the University nor users of the assistant can see whether someone is alone or in a vulnerable situation. The pilot shows how spaces are used, such as free tables or queue length, not where individual people are.

You can't opt out of being counted, which is why the counting is anonymous. Using the assistant is always your choice.

The sensors are installed and run by Spaceology Ltd on its own private network, and they're removed when the pilot ends.

We use the data to:

• Answer your question using live occupancy and building information
• Run, secure and improve the assistant
• Produce summary reports for the School of Management, showing areas, counts and question themes but never individual questions
• Share anonymised findings from the pilot, as explained below

Our legal basis is legitimate interests. Using the assistant is voluntary, and we keep the data to the minimum we need. We never use the pilot for attendance, discipline, staff monitoring, marketing to you or decisions about individuals.

We never sell your data. A small number of companies process it for us, under contracts that only let them use it on our instructions.

Outside the UK: Where a provider processes data outside the UK, we have a data processing agreement and a valid UK transfer mechanism in place. Providers may not use pilot data to train their models.

Security: Data is encrypted in transit and at rest, and only named Tactone staff can access it. If a security incident affects your data, we will tell the University within 24 hours and the ICO within 72 hours where required.

The sensors are removed at the end of the pilot.

We may share anonymised, summary findings from the pilot in investor materials, presentations, grant reports and marketing, during and after the pilot. Nobody can be identified from these findings.

You have the right to:

• Ask for a copy of your data
• Ask us to correct or delete it
• Object to how we use it, or ask us to restrict it

Because we don't link conversations to names or devices, we may need you to tell us roughly when you used the assistant and what you asked, so we can find your data.

To make a request, email team@tactone.tech. We will reply within one month.

To complain, contact us first. You can also contact the University of Bath's Data Protection Officer, or the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.

Changes to this notice: If anything changes, such as the pilot being extended, we will update this page and the date at the top.