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This page gives important information about how we collect and use the personal information of our clients. We also want to let you know your rights in respect of your personal information.
If you are the customer of a broker or financial institution using our solutions, this statement does not relate to you. Please refer to the privacy statement they make available to you on their website, in their terms and conditions, or in any engagement letter.
If you want to know more about how we use your personal information, please contact as at: privacy@onlineapplication.ie
Overview of how we use your personal information
We have summarised below how we use your personal information.
This statement relates to personal information we collect and process as the data controller:
- before being appointed as a solutions provider;
- when clients engage us as their solutions provider; and
- when we provide our solutions and services to clients.
If you represent or work for a client or prospective client of OnlineApplication, your personal information (such as contact details, role, responsibility, and engagement with us), will be collected and used in accordance with this statement, but only in the context of the client’s engagement with us.
If you are a sole trader or a partnership, any information relating to your business will be treated by us as being your personal information.
What we use your personal information for
Promoting our solutions
We may obtain your personal business contact details (such as email, telephone number, address, position) from you, or from publicly available sources (like LinkedIn). If you have attended an event (including an event we may host through a third-party provider), we may also receive these details from the event organiser or third-party provider where that is permitted.
Where we are allowed, we will use your personal information to contact you about, or send your information on our services. This may be because:
- you have specifically requested them, or
- we feel our services may be of interest to you, given your position in the business you work for.
We always follow applicable direct marketing rules. If you want us to stop promoting our services to you, please let us know. You can also opt-out of receiving our direct marketing emails at any time.
Enquiries
If you enquire about our services (including through our contact page) we use information you provide as part of that enquiry, or in subsequent related communications, only for the purposes of:
- contacting you in connection with our solutions;
- providing you with information about our solutions; and
- responding to, progressing, and managing your enquiries and requests.
Your personal information is processed in this way, either:
- to take steps at your request prior to entering into a contract with you; and/or
- in our legitimate interests for the conduct and management of our business so we can give the business you represent the best service and products we can and meet your expectations.
You can object at any time to our processing of your personal information for these purposes, including by emailing us at privacy@onlineapplication.ie. However, we may not then be able to respond to your enquiry or provide you with further assistance.
Engaging us as your solutions provider
If you are a partnership or sole trader, when you engage us as your solutions provider, we will use your personal information to take relevant steps at your request prior to entering into a contract with us. This will include:
- defining the solutions and associated services we will provide; and
- establishing the terms on which they will be provided.
Provision of solutions and services
When we provide our solutions and services, we may use your personal information. Where you are a representative of our client, this may include your contact details (such as email address and telephone number), and information provided or created as part of communications between us (such as in emails and voice calls).
Unless otherwise stated, any personal information you give us when providing our services to you will be used for:
- providing those solutions and services in accordance with our contract with you;
- meeting our legal obligations; and
- our legitimate interests in conducting and managing our business.
Other uses
Enforcing legal rights
We will use your personal information for the enforcement or protection of our legal rights.
Administration, quality, and training
We will use your personal information to:
- help administer our business (including in accordance with legal or other obligations we must meet);
- manage our relationship with you;
- maintain quality standards; and
- design and deliver internal training.
System and product development
Your personal information is used to support the development and improvement of our systems and products. This can include using your information for:
- the purposes of surveys; and
- providing your personal information to third parties so they can provide services to us in respect of system and product development or improvement in accordance with our instructions.
Who else gets your personal information?
To help us provide our solutions and services, we may share your personal information with third parties who provide services to us, including:
- information technology and information services providers;
- other third-party service providers; and
- professional and other third-party advisers.
These third parties can only use the personal information we share to provide their services to us or to support our delivery of our services to you.
Your personal information may also be shared with third parties in accordance with your written and verified instructions, or in accordance with legal obligations imposed upon us.
Your personal information is not shared with anyone else.
Security of personal data
OnlineApplication has adopted a rigorous information security management system to protect the privacy, security, confidentiality, integrity, and availability of your personal data. This includes measures that meet the requirements of Service Organization Control Type 2 (better known as “SOC2), a security compliance framework developed by AICPA.
How long do we keep your personal information?
Your personal information is kept for up to seven years after the year you have ceased being your solutions provider, except in the case of personal information processed in connection with an enquiry but where we were not appointed to provide our solution, which we retain for a period of thirty-six months after we last heard from you.
Where there is a legal obligation to retain your personal information for a longer period, then we will retain it for the period required by that obligation.
Lawful use of your personal information
We only use your personal information if lawfully we can do so. Where our client is the business you represent, our use of your personal information is in all cases necessary in OnlineApplication’s legitimate interest in conducting and managing our business (including as described above) and enforcing our legal rights.
You do have the right to object to this processing and can do so by writing to us at our address or emailing us. If you do object, this may affect our ability to provide our services and solutions to the establishment you work for.
Transfers of personal data
OnlineApplication is based in the European Union. However, we use third parties to support the provision of our services and solutions, some of whom are based outside of the European Union. Your personal information may be transferred to these locations, but only for use by OnlineApplication for the purposes described in this privacy statement. In each case, these transfers are subject to adequate safeguards as prescribed by law.
If you wish to receive further information on these transfers and the safeguards in place, please contact us at privacy@onlineapplication.ie
What are your rights?
Accessing, deleting, rectifying, and moving your personal information
You have the right to:
- access your personal information;
- require us to delete it;
- rectify any personal information we hold that is incorrect; and/or
- have your personal information transmitted to another data controller.
If you want to exercise these rights, please let us know. You will need to provide sufficient information to verify and complete your request. We will complete your request within thirty days, subject to any legal or other requirements that require us not to complete your request, in which case we shall inform you of this where we are permitted to do so.
Lodging a complaint
You can at any time complain about our processing of your personal information with your local data protection authority. Our supervisory authority is:
How do you contact us?
The data controller is Artificial Intelligence Finance LTD t/a OnlineApplication.ie
You can write to us at: Unit 6E, Nutgrove Office Park, Rathfarnham, Dublin 14.
If you wish to contact our data protection officer in relation to the processing of your personal data by OnlineApplication, you can do so by emailing: privacy@onlineapplication.ie
This privacy statement was published on 24th October 2025.
