Aion Automation LTD (“we”, “us”, “our”) · Company number 17285913 · Registered office: 66 Paul Street, London EC2A 4NA · Contact: contact@immigration.aionautomation.org
Last updated: 14 October 2026
This notice explains how we collect, use, and protect personal data when you visit our website or use our immigration application preparation platform (“Service”). We are registered with the Information Commissioner’s Office (ICO) under registration number ZC177974.
We process this data only as your processor, on your documented instructions, and we do not build a permanent database of client data.
Where we act as controller (your account, billing, referrers, and site visitors), our purposes and lawful bases under Article 6 UK GDPR are:
| Purpose | Lawful basis |
|---|---|
| Providing the Service: extracting structured data from documents, filling in UKVI application forms (UK service) or drafting official USCIS PDF forms (US service), generating missing-information reports, streaming live browser views (UK service) | Performance of a contract — Art 6(1)(b) |
| Managing accounts and subscriptions (billing, authentication) | Performance of a contract — Art 6(1)(b) |
| Security, abuse prevention (rate limiting, trial anti-fraud) and usage/cost accounting | Legitimate interests — Art 6(1)(f): running a secure, correctly billed service |
| Improving the Service (aggregated, anonymised usage data only — never client documents) | Legitimate interests — Art 6(1)(f) |
| Referral programme: the attribution cookie (set when you follow a referral link) | Legitimate interests — Art 6(1)(f): applying the referral discount and crediting the referrer |
| Referral programme: paying commission and keeping payout records | Contract — Art 6(1)(b); accounting records also legal obligation — Art 6(1)(c) |
| Company-level website analytics (UK site): learning which organisations visit our website, through our analytics provider Origami | Legitimate interests — Art 6(1)(f): understanding which businesses are interested in Aion. The optional analytics cookie, and linking a signed-in account to it, need your consent (Cookie Policy) |
| Complying with legal obligations (tax, accounting, regulators) | Legal obligation — Art 6(1)(c) |
For client/applicant data we act only as your processor, on your documented instructions. The Article 6 lawful basis — and, for special category and criminal-offence data, the Article 9/10 condition — is established by you as controller; you confirm this at onboarding and before each application. The Application Password is a password you set on the gov.uk application on behalf of your client: we use it exactly as you entered it and never change it.
We use the following sub-processors:
| Sub-processor | Processing | Location |
|---|---|---|
| Anthropic (Claude API) | AI extraction and form-fill agent — receives document images/text for extraction and, during a fill, the firm's representative details and the Application Password (UK service only, transiently, to save the application) | United States |
| Render | Cloud hosting — runs the server (web application) | European Union (Frankfurt region) for the UK service; United States (Virginia region) for the US service |
| Amazon Web Services (AWS) | Job processing — uploaded documents and per-job working files are stored in a private, encrypted storage bucket, and each extraction and fill runs in its own isolated, single-use container (including the self-hosted form-filling browser). Files are deleted when the processing stage ends, with an automatic 2-day deletion rule as a backstop. | United Kingdom (London region) for the UK service; United States (us-east-1, N. Virginia) for the US service |
| Stripe | Payment processing, and referrer payouts & identity verification (Stripe Connect) | United States |
| Authentication (OAuth) | United States | |
| Resend | Transactional email — one-time account sign-in links, referral codes, referrer dashboard sign-in links, payout and trial notifications | United States |
| Crisp IM SAS | In-site support chat — the messages you send via the chat widget and any contact details you share there (no applicant data unless you include it in your message) | European Union |
| Origami | Website visitor analytics (UK site only) — receives each page visit's path, IP address and browser type and resolves the IP address to a company; with your consent, a browser ID and a pseudonymous (hashed) account ID. Never client or applicant data | United States |
Our marketing pages offer an optional “Book a demo” scheduler from Calendly. It loads only if you click the button — ordinary page loads make no request to Calendly (and disclose no IP address to it). Fonts are self-hosted, so pages make no requests to Google Fonts either.
Transfers to the US are safeguarded under the UK Extension to the EU-US Data Privacy Framework where the sub-processor is certified, or by the UK International Data Transfer Agreement / EU Standard Contractual Clauses with the UK Addendum. A copy of the relevant safeguards can be requested at contact@immigration.aionautomation.org.
Client documents are held in ephemeral per-job folders — there is no permanent client database.
| Data | Retention |
|---|---|
| Original uploaded client documents | Deleted immediately after successful extraction. If an extraction run fails they are kept so it can be retried, and are deleted with the job folder — within 24 hours at the latest. |
| Job folders (extracted summary, screenshots, activity/event logs, reports) | Deleted automatically within 24 hours; earlier manual deletion available on request. |
| Application Password (UK service only: set on the gov.uk application on behalf of your client; the US service never asks for any government-account password) | Held in memory only for the duration of the fill run — never written to our database or job files, never saved in your browser, and masked out of activity logs. It is transmitted transiently to Anthropic as part of operating the fill agent (§4) and to gov.uk itself. |
| Account, usage and billing records (account email, plan, per-run usage/cost accounting — no client data) | Up to 6 years after your account closes (tax and accounting records). On an erasure request we redact your identity immediately and keep only the financial figures. |
| Referral programme records (referrer email, code, payout log) | While your code is active; payout records up to 6 years (accounting), with your identity redacted on an erasure request. |
| Free-trial anti-fraud records (firm identity key, card fingerprint reference) | Up to 24 months, or removed on an erasure request. |
| Lawful-basis confirmation log (who confirmed the data-protection statement, and when) | Retained for the establishment and defence of legal claims (Art 17(3)(e) UK GDPR). |
| Website analytics (Origami, UK site: page path, IP address, browser type; with consent, a browser ID and pseudonymous account ID) | Held by Origami to report company visits to us; the browser ID cookie expires after 13 months. An erasure request also deletes the visitor data linked to your account. |
| Server access logs (IP address, requested URL) | Held by our hosting provider for a short rolling window (typically no more than 30 days). |
| Backups | Our hosting provider snapshots the encrypted service disk daily; residual copies of deleted data can persist in those snapshots for approximately 7 further days before rotating out. |
Applicants and their family members (your firm's clients): we process your data as a processor for your legal representative — please contact them (the controller) to exercise your rights (access, rectification, erasure, restriction, portability, objection). We help them respond within the legal timeframes.
Account holders, referrers and site visitors: for the data we hold as controller (§3), you can exercise those same rights against us directly — email contact@immigration.aionautomation.org. We can provide everything we hold against your email address as a single export file, and erase it (subject to the retention table in §5), within one month of your request.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ico.org.uk), though we would appreciate the chance to address your concern first.
We implement technical and organisational measures including encryption in transit, ephemeral processing, sandboxed AI agents, and strict access controls. For details see our Security & Data Protection page.
We use a small number of first-party cookies to keep you signed in and secure the sign-in flow. If you arrive via a referral link we also set a first-party referral-discount cookie (aion_ref, 90 days) so your discount is applied at checkout and your referrer is credited; it contains only the referral code and does no tracking. You can delete it at any time in your browser. We do not use advertising or cross-site tracking cookies. On our UK site, an analytics cookie (_ov_vid, 13 months) is set only if you accept analytics in our cookie notice. For the full list and how to manage them, see our Cookie Policy.
This notice may be updated. Material changes will be communicated via our website or by email.
Last updated: 14 October 2026