Privacy Policy

This policy explains how AI Build Group Ltd ("we", "us", "our") handles personal information when you use our website (and related pages), contact us, or otherwise interact with us online. We are committed to protecting your privacy and complying with applicable UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Data controller

The data controller responsible for your personal data is:

AI Build Group Ltd is the data controller for the personal information processed through this service and is registered with the Information Commissioner's Office (ICO), registration number ZC244803. That registration belongs to AI Build Group Ltd. It is not a separate registration for this website or for any trading name.

Privacy enquiries can be sent to info@ai-build.ltd. We have not published a Data Protection Officer for this service.

2. What information we collect

We may collect and process the following categories of personal data:

• Identity and contact details — for example your name, job title, organisation, email address, and telephone number when you submit a contact form, email us, or correspond with us.
• Communications — the content of messages you send, including attachments and metadata reasonably associated with those messages.
• Technical and usage data — such as IP address, browser type and version, device information, general location (derived from IP at country/region level), pages viewed, and timestamps. This may be collected through server logs or similar technologies described in our Cookie Policy.
• Marketing attribution data — such as UTM parameters, advertising click IDs, referrer, landing page, and conversion page when you interact with campaign links or submit an enquiry.
• Recruitment data — if you apply for a role, we may process CVs, cover letters, references, interview notes, and equality monitoring information where you choose to provide it and where permitted by law.
• Service enquiries — details you submit about ChatGPT Business, enterprise or API access, consultancy, training, or similar requests, such as your name, work email, organisation, and the nature of the enquiry.
• AI maturity assessments — organisation details and the answers you submit so we can produce the assessment report you request.

3. How we use your information

We use personal data for purposes such as:

• responding to enquiries and providing information about our services;
• administering our website and ensuring its security and integrity;
• improving our website and understanding how visitors use it (where permitted);
• measuring which marketing channels and campaigns generate enquiries and discount-code requests;
• managing recruitment and assessing applications;
• recording consultancy, training, and product enquiries in our customer systems, including Orderbook, so we can respond, prepare an offer, and keep a record of the conversation;
• producing an AI maturity assessment report from the answers you submit, including AI-assisted drafting of that report where you have asked for it;
• complying with legal obligations, resolving disputes, and enforcing our agreements.

Follow-up on a business enquiry is usually necessary for steps before a contract, or is in our legitimate interests in responding to organisations that contact us. We use consent for optional marketing and for non-essential cookies. We do not treat consent as the basis for answering an enquiry you have sent us.

AI-assisted processing

Some services on this website use AI to help produce what you ask for, for example an AI maturity assessment report. Prompts, assessment answers, and related enquiry content may be processed by AI Build Group systems and by processors that provide hosting, document generation, or model inference for that request. Customer content sent for that purpose is used to deliver the service. We do not use it to train OfficeMaker foundation models.

ChatGPT Business is an OpenAI product. If you buy or use ChatGPT Business, OpenAI processes workspace data under its own terms. This policy covers the enquiry, account, and rollout information you give to AI Build Group Ltd. It does not make AI Build the controller of data you later put into an OpenAI workspace.

Using AI to draft a report or respond to an enquiry is not, by itself, a solely automated decision that produces a legal or similarly significant effect. A person at AI Build Group reviews commercial follow-up.

4. Lawful bases

Depending on the activity, we rely on one or more of the following lawful bases under UK GDPR: performance of a contract (or steps prior to entering a contract); legitimate interests (for example operating and securing our website, responding to business enquiries, and improving our services), where those interests are not overridden by your rights; consent, where we ask for it (for example for certain cookies or marketing); and legal obligation.

5. Sharing and international transfers

We do not sell your personal data. We share information with service providers that help us operate this website and respond to enquiries. For this site those providers include Amazon Web Services for hosting, email delivery providers, analytics and advertising measurement providers described in the Cookie Policy (such as Google and Microsoft, where you allow those cookies), payment providers when you pay for training, and our customer-record system (Orderbook). AI-assisted report generation may also involve Microsoft and OpenAI services used to produce the document you requested. They process personal data for those purposes under contract.

Some of those providers process personal data in the United Kingdom, the European Economic Area, the United States, or other countries where they operate. We do not say that all personal data stays in the UK. Where a transfer is not covered by UK adequacy regulations, we use a recognised safeguard such as the UK International Data Transfer Agreement or Addendum, or the UK Addendum to the EU standard contractual clauses.

6. Retention

We do not publish a single retention period for every record. We keep each category only while the reason for holding it still applies, including legal, accounting, and security duties, and then delete or anonymise it. Enquiry and assessment records are kept while we are responding and for a further period needed to evidence what was offered. Account and training records are kept for the life of the relationship and for the period needed for tax, certificate, and complaint records. Marketing records are kept until you withdraw consent or the legitimate interest no longer applies. Server and security logs are kept for a shorter operational period unless an incident requires a longer hold. A single numbered retention schedule is not published on this page.

7. Security

We implement appropriate technical and organisational measures designed to protect personal data against accidental loss, unauthorised access, alteration, or disclosure. No method of transmission over the internet is completely secure; we encourage you to use secure channels when sending sensitive information.

8. Your rights

Under UK data protection law, you may have the right to:

• request access to your personal data;
• request correction of inaccurate data;
• request erasure in certain circumstances;
• object to processing based on legitimate interests;
• request restriction of processing in certain circumstances;
• request data portability where applicable;
• withdraw consent where processing is based on consent, without affecting the lawfulness of prior processing;
• lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority (ico.org.uk).

To exercise your rights, contact us using the details in section 1. We may need to verify your identity before responding.

9. Children

Our website and services are directed at businesses and adults. We do not knowingly collect personal information from children.

10. Changes

We may update this policy from time to time. The "Last updated" date at the top of this page will reflect the latest version. Material changes may be highlighted on our website where appropriate.

11. Related notices

See also our Website Terms of Use and Cookie Policy.