Privacy Policy

Last updated: 26 July 2026

1. Who We Are

Ai Diagnostics is a UK-based service that provides AI-powered operational diagnostics for UK SMEs. We are committed to protecting your privacy and handling your data transparently. If you have any questions, contact us at [email protected].

2. What Data We Collect

When you use our service, we collect:

• Contact information: name, email address, phone number, and company name
• Business information: sector, company size, and details you share during the AI diagnostic call about your operational processes
• Call recordings and transcripts: audio recordings and AI-generated transcripts of your diagnostic interview
• Payment information: processed securely via Stripe — we do not store card details
• Website usage data: anonymised analytics to improve our service

3. How We Use Your Data

We use your data to:

• Deliver your AI Business Diagnostic report
• Contact you about your booking and follow-up calls
• Improve our sector playbooks and analysis accuracy (anonymised)
• Send you relevant information if you've opted into our newsletter
• Comply with legal and regulatory obligations

4. Legal Basis (UK GDPR)

We process your data under the following lawful bases:

• Consent: you explicitly agree to our processing when you tick the consent checkbox on our booking form
• Contract: processing is necessary to deliver the diagnostic service you've purchased
• Legitimate interest: anonymised analysis to improve our service quality

5. Data Retention

• Call recordings and transcripts: deleted within 48 hours of report delivery
• Contact information: retained for the duration of our client relationship plus 12 months
• Anonymised analysis data: retained indefinitely for benchmark improvement
• Newsletter subscriptions: retained until you unsubscribe

6. Data Sharing

We share your data only with trusted sub-processors:

• Stripe — payment processing (their privacy policy applies to payment data)
• Vapi.ai — AI voice call processing and transcription
• OpenAI / Anthropic — AI analysis of diagnostic transcripts
• Airtable — CRM and lead management
• n8n — workflow automation orchestration

We never sell your data to third parties.

7. Your Rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request erasure of your data ("right to be forgotten")
• Object to processing based on legitimate interests
• Request restriction of processing
• Data portability
• Withdraw consent at any time

To exercise any of these rights, email [email protected]. We will respond within 30 days.

8. Data Security

We implement appropriate technical and organisational measures to protect your data, including encryption in transit (TLS 1.3), encryption at rest, access controls, and regular security reviews. All AI processing uses enterprise-grade API endpoints with zero-retention policies where available.

9. International Transfers

Some of our sub-processers may be based outside the UK. Where this is the case, we ensure appropriate safeguards are in place (Standard Contractual Clauses or UK International Data Transfer Agreement).

10. Complaints

If you believe we have not handled your data correctly, you have the right to lodge a complaint with the Information Commissioner's Office (ICO): ico.org.uk.

11. Changes to This Policy

We may update this policy from time to time. The latest version will always be available at this URL. Significant changes will be notified via email.