Privacy policy

Last updated: 25 September 2026

1. Who we are

This website, ai-consultant.co.uk, is run by AI Consultant (“we”, “us”, “our”). We are the data controller for the personal data described in this policy, which means we decide how and why it is used.

If you have any questions about this policy or how we handle your data, please email us at the address above.

2. What personal data we collect

We collect personal data in the following ways:

• When you contact us — by email, phone, the enquiry form or in person: your name, business name, email address, phone number and anything you choose to tell us about your business.
• When you become a client — contact and billing details, and information we need to deliver our services, such as details of the software and processes your business uses.
• When you visit our website — our web server automatically records basic technical information such as your IP address, browser type, the pages you visit and the date and time of your visit. This is used to keep the website secure and working properly.

We do not knowingly collect special category data (for example health information) and ask that you do not send it to us unless we have specifically agreed it is necessary.

3. How we use your data

• To reply to your enquiry and arrange meetings.
• To provide our consultancy, training and support services.
• To send invoices, take payment and keep business and tax records.
• To keep in touch about work we're doing for you.
• To send occasional news or tips, only where you have agreed to this or where it relates to similar services you've already bought from us. You can unsubscribe at any time.
• To keep our website secure and to meet our legal obligations.

4. Our lawful basis for using your data

Under UK data protection law we must have a lawful basis for using your personal data. We rely on:

• Contract — where we need your data to provide services you've asked for, or to take steps before entering into a contract with you.
• Legitimate interests — to respond to enquiries, run our business and keep our website secure, where this doesn't override your rights.
• Legal obligation — to keep financial records required by HMRC and other laws.
• Consent — for marketing emails where required. You can withdraw consent at any time.

5. Who we share your data with

We never sell your personal data. We only share it with trusted service providers who help us run our business, and only as much as they need. These include:

• Website hosting (Amazon Web Services).
• Email and document storage providers.
• Accounting and invoicing software, and our accountant.
• Google, where you use the embedded Google Map on our contact page.

We may also share data where required by law, for example with HMRC, the police or a court.

6. AI tools and your data

As AI consultants, we use AI tools in our own work. We do not put your personal data or confidential business information into public AI tools without your agreement, and where we do use AI tools on client work we choose business-grade services that do not use your data to train their models. We'll always be open about which tools we use for your project.

7. International transfers

Some of our service providers may store data outside the UK. Where this happens we make sure appropriate safeguards are in place, such as a UK adequacy decision or the UK International Data Transfer Agreement / Addendum.

8. How long we keep your data

• Enquiries that don't lead to work — up to 12 months, then deleted.
• Client records — for the length of our relationship and then six years, to meet legal and tax requirements.
• Website server logs — usually no longer than 90 days.
• Marketing — until you unsubscribe.

9. Keeping your data safe

We use appropriate technical and organisational measures to protect your data, including encrypted connections (HTTPS) on this website, strong passwords and two-factor authentication on our accounts, and limiting access to people who need it.

10. Cookies

Our website itself does not use cookies for tracking or advertising, and we do not use analytics cookies.

Our contact page includes an embedded Google Map. When it loads, Google may set its own cookies and collect information about your use of the map. This is controlled by Google under the Google Privacy Policy. You can block or delete cookies at any time in your browser settings.

If we add analytics or other cookies in future, we'll update this policy and ask for your consent where required.

11. Your rights

Under UK data protection law you have the right to:

• Ask for a copy of the personal data we hold about you.
• Ask us to correct data that is wrong or incomplete.
• Ask us to delete your data.
• Ask us to limit how we use your data.
• Object to us using your data, including for direct marketing.
• Ask us to transfer your data to another organisation.
• Withdraw your consent at any time, where we rely on consent.

To use any of these rights, email hi@ai-consultant.co.uk. There is normally no charge and we'll respond within one month.

12. Complaints

If you're unhappy with how we've handled your data, please contact us first so we can put it right. You also have the right to complain to the Information Commissioner's Office (ICO), the UK regulator for data protection:

Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF — ico.org.uk/make-a-complaint — 0303 123 1113.

13. Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated at the top.