As a small business, we use AI-assisted tools to help us manage, triage and summarise incoming email so that nothing important is missed and we can respond promptly. In practice this means the content of messages we receive may be read and summarised by an AI tool as part of our day-to-day correspondence handling.

A person remains responsible for every decision and every reply. The AI supports us; it does not act on our behalf or make decisions about you.

The information processed is whatever you choose to include in your message to us — its content, any attachments, and the associated email details such as sender, recipient, subject and date.

Our lawful basis under UK GDPR is legitimate interests: running a small business efficiently and responding to correspondence reliably. We have weighed this against your interests, use the minimum information necessary, and you can object at any time (see Your choices below).

The AI processing is carried out using Claude, provided by Anthropic, acting as our processor under a data-processing agreement. This may involve transferring information outside the UK, in which case appropriate safeguards (such as the UK International Data Transfer Agreement or equivalent) are in place.

We do not sell your information, and we do not use it to train third-party AI models.

We retain correspondence and any AI-generated summaries only for as long as needed to handle our business relationship and to meet our legal and accounting obligations — typically up to 6 years for business records, and less where no ongoing relationship exists. After that, records are deleted or anonymised.

If you would prefer the content of your message to be excluded from AI-assisted processing, add [NO-AI] to your subject line. We will endeavour to route such messages away from AI tools and handle them manually. Because this depends on us reliably detecting the tag, we describe it as our best endeavour rather than a guarantee — if it matters that a message is never processed by AI, please tell us directly and we will confirm.

Under UK GDPR you have the right to access the information we hold about you, to have it corrected or erased, to restrict or object to its processing, and to data portability where applicable. To exercise any of these, contact us at [email protected].

You also have the right to complain to the Information Commissioner's Office (ICO), the UK regulator, at ico.org.uk — though we would welcome the chance to resolve any concern with you first.

Information we provide in correspondence is for general guidance, may reference AI-generated content, and does not constitute legal advice. Decisions should not be taken on it without further consultation.