This Privacy Policy explains how SimplyAi Solutions Ltd (company number 17217525, registered office 6 Cavendish Walk, Bolsover, Chesterfield S44 6DB; "SimplyAi Solutions", "we", "us") collects, uses, and looks after personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Who we are
SimplyAi Solutions Ltd is a company registered in England & Wales. We help UK small and medium-sized businesses use AI workers — practical AI that takes repetitive jobs off your team's plate.
For data protection purposes, we are a data controller for the personal data of website visitors and our direct contacts, and a data processor for any personal data inside our clients' AI workers (covered by a separate Data Processing Agreement).
What data we hold
The personal data we hold depends on how you interact with us:
If you visit the website
- Basic technical information your browser sends (IP address, browser type, pages visited, time spent)
- Theme preference (light or dark) stored on your device
- Anonymised analytics, only if you've accepted cookies
If you book a consultation or contact us
- Your name, work email, phone number, role
- Your business name, sector, size, and a description of what you're trying to do
- Notes we take during our conversations
If you become a client
- Billing details (registered address, VAT number, bank details where relevant)
- Account login details for our client portal
- Usage information about how your AI worker is performing
Personal data of your customers and staff that the AI worker handles on your behalf is covered separately by our Data Processing Agreement.
Why we hold it
We only use personal data for clear, lawful reasons:
| What we do | Why | Lawful basis |
|---|---|---|
| Reply to your enquiry | To answer questions and book calls | Legitimate interests |
| Run your AI worker | To deliver the service you've signed up for | Contract |
| Send invoices, collect payment | Standard business operations | Contract / legal obligation |
| Improve the service | To make SimplyAi Solutions better for everyone | Legitimate interests |
| Send service updates | To tell you about things that affect your account | Legitimate interests |
| Send marketing emails | Only if you've ticked the box | Consent |
We don't sell your data to anyone. We don't share it with marketers. We don't use your client information to train AI models — unless you specifically ask us to (for example, when commissioning a custom AI for your business).
Where it's stored
Your data is stored in the UK or the EU by default. Some AI model providers (notably Anthropic and OpenAI) process API requests in the United States. Where that happens, we rely on the UK International Data Transfer Agreement (IDTA) or the EU Standard Contractual Clauses to keep your data protected to UK standards.
If you're on a Private Setup, your data and the AI model run inside your own systems and never leave the UK at all.
How long we keep it
- Enquiry data — 24 months from your last contact, then deleted.
- Client records — for the life of your account, plus 6 years afterwards (HMRC requirement).
- Worker activity logs — 12 months by default, or whatever your DPA specifies.
- Marketing consent — until you unsubscribe, then deleted.
Your rights
Under UK GDPR you have the right to:
- See what data we hold about you (a "subject access request")
- Correct anything that's wrong
- Have your data deleted, where the law allows
- Object to certain uses, particularly marketing
- Receive your data in a portable format
- Withdraw consent at any time
- Complain to the Information Commissioner's Office
To exercise any of these rights, email letstalkai@simplyaisolutions.co.uk. We'll reply within 30 days, usually much sooner.
Security
We take security seriously — practically, not just on paper:
- All data is encrypted in transit and at rest
- Two-factor authentication on every account
- Access is strictly need-to-know inside our team
- Annual penetration testing by an independent firm
- Documented incident response plan, including 72-hour breach notification
No system is perfect. If something does go wrong, we'll tell you straight away and we'll tell you what we're doing about it.
Children
Our services are for businesses, not children. We don't knowingly collect personal data from anyone under 16. If you think we've received data from a child by mistake, please tell us and we'll delete it.
Changes to this policy
We'll update this page when things change — but only when they need to. If we make a material change that affects how we use your data, we'll email everyone on our client list and add a banner on the website. The "Last updated" date at the top of this page tells you when it last changed.
Contact us
Privacy questions, requests, or worries — email us:
SimplyAi Solutions Ltd
Company number: 17217525
Registered office: 6 Cavendish Walk, Bolsover, Chesterfield S44 6DB
Email: letstalkai@simplyaisolutions.co.uk
If you're not happy with how we've handled your data, you can complain to the Information Commissioner's Office on 0303 123 1113 or at ico.org.uk/make-a-complaint.