Effective date: 20th October 2025
1. Who we are
WorkSmart-AI provides AI skills training and consultancy services for organisations, particularly in education and the public sector. We are the data controller for the personal data we process.
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2. What Information We May Collect
We may collect and process the following types of personal data:
- Identity Data: Name, job title, organisation.
- Contact Data: Email address, phone number.
- Professional Data: Sector, role, areas of interest (e.g. staff training needs).
- Technical Data: IP address, browser type, device information, cookies.
- Usage Data: Information about how you use our website, tools (e.g. AI Savings Calculator, Readiness Quiz), and services.
- Marketing Data: Preferences for receiving newsletters, resources, or offers.
We do not knowingly collect data from children under 16.
3. How We Collect Data
We collect personal data in the following ways:
When you sign up for resources or events.
When you fill out a form (contact form, consultation booking).
When you communicate with us (email, phone, meetings).
When you use our website, through cookies and analytics tools.
4. How We Use Your Information
We process your data for the following purposes:
- To deliver services you request (training, consultation, diagnostics).
- To respond to enquiries and communicate with you.
- To improve our services through analytics and feedback.
- To send relevant updates and resources (if you have opted in).
- To comply with legal obligations (tax, contracts, safeguarding).
We will only use your data where we have a lawful basis (see section 5).
5. Legal Basis for Processing
We rely on one or more of the following lawful bases:
Legitimate interests – for business purposes, provided your rights are not overridden (e.g. measuring impact of services).
Consent – where you have given explicit permission (e.g. signing up to our newsletter).
Contract – to perform our agreement with you (e.g. delivering training).
Legal obligation – where we are required by law.
6. Sharing Your Data
We do not sell your data. We may share data with:
- Service providers (e.g. web hosting, analytics, scheduling tools like Microsoft Forms).
- Professional advisers (accountants, insurers, legal advisers).
- Regulators and authorities where required by law.
All third parties are required to respect the security of your data and process it in line with GDPR.
7. International Transfers
We store data in the UK/EEA.
8. Data Retention
We keep personal data only as long as necessary for the purposes collected:
Analytics data: Retained in line with provider settings (e.g. Google Analytics default).
LMS Learning data: Data from online courses, up to 7 years after the contract ends (for legal/accounting reasons)
Client records: Up to 7 years after the contract ends (for legal/accounting reasons).
Enquiries: Up to 2 years if no contract follows.
Marketing lists: Until you unsubscribe.
9. Your Rights
Under UK GDPR, you have the following rights:
- Access to your data.
- Correction of inaccurate data.
- Erasure of data (“right to be forgotten”).
- Restriction of processing.
- Data portability.
- Objection to processing (including direct marketing).
- Withdrawal of consent at any time.
đź“© To exercise your rights, contact us.
If you are unhappy, you also have the right to complain to the ICO (www.ico.org.uk).
10. Cookies
We use cookies to improve your browsing experience. These may include:
- Essential cookies – required for website functionality.
- Analytics cookies – e.g. Google Analytics, to understand website use.
- Marketing cookies – only if you opt in.
- You can manage cookies via your browser settings. See our Cookie Policy for more detail.
11. Data Security
We implement technical and organisational measures to keep your data secure, including encryption, access controls, and regular review of our systems.
12. Updates to this Policy
We may update this Privacy Policy from time to time. The latest version will always be available on our website, with the “effective date” shown at the top.