Privacy notice

The AI Policy Builder is operated by Focus AI Studio Ltd, Unit 55 Lakes Industrial Park Lower Chapel Hill Braintree Essex CM7 3RU.

Contact us about your information at maria@thefocusaistudio.com.

To create your policy we collect your questionnaire answers: your organisation's name, staff numbers, how AI is used, who owns the policy and how often it is reviewed. We use them to assemble your policy from template clauses and to let you manage its versions. Your policy is not written by AI.

Your contact email is optional. We only use it to reply about your policy, or for follow-up if you tick the separate optional box. We do not email the policy itself: you download it from your private page.

Optional follow-up from Focus AI Studio is separate. It is off unless you tick it, and your policy is the same either way.

Creating and managing your policy: Processing is necessary to provide the AI Policy Builder service requested by the user and to manage the policy records they choose to create.

Optional follow-up: Consent. Marketing is optional, unticked by default and can be withdrawn at any time.

Staff acknowledgement records: Legitimate interests in helping the participating organisation record which version of its workplace policy staff have confirmed reading.

If your employer turns on acknowledgements, staff can confirm they have read a specific issued version. We record the name, optional work email, the version and the date. Your employer can see and export these records. An acknowledgement records reading only; it is not proof of legal compliance or training.

Focus AI Studio may run an advisory check that lists topics a policy might be missing. It never writes policy wording.

The AI gap check is optional and is run only by the Focus AI Studio administrator, never automatically. When it runs, the service sends the organisation's questionnaire answers (which can include the company name, the policy owner's name and role, and the contact email if one was given) together with the text of the policy clauses to OpenAI through the Lovable AI Gateway. It is sent only to identify topics the draft policy may not cover; the AI never writes policy wording. The request asks the provider not to store the response. The result is saved in this service with the policy version it relates to.

We use these service providers to run the AI Policy Builder: Lovable (Lovable Labs Incorporated), which builds and hosts the website and runs its server functions; Supabase, which provides the database that stores questionnaire answers, policy versions and staff acknowledgements, supplied to us through Lovable Cloud; Cloudflare, whose network delivers the website and runs its server code on Lovable's behalf; and, only when an administrator runs the optional AI gap check, the Lovable AI Gateway, which passes the request to OpenAI. No email is sent by the service at present. If you ask us to connect a webhook, submissions are also sent to the address you choose.

The database is hosted in the European Union (Ireland). The website and its server code run on a global network, so requests may be handled in data centres outside the UK. The optional AI gap check sends information to OpenAI through the Lovable AI Gateway, which may process it in the United States. Details of the safeguards used for these transfers are available on request from the privacy contact above.

Unissued questionnaire submissions are deleted after 90 days. Issued policies, policy versions and staff acknowledgements are retained until the participating organisation deletes them or asks Focus AI Studio to delete them. Security logs and backups are retained only for their documented operational periods.

Depending on the circumstances you may have the right to access, correct, delete or restrict your information, to object to its use, and to receive a copy in a portable form. Where we rely on consent you can withdraw it at any time by writing to maria@thefocusaistudio.com.

You can complain to the Information Commissioner's Office at ico.org.uk.