Privacy
Approachable AI is the trading name of Rupert Lorraine, a sole trader. This notice explains how I handle personal information when you contact me, visit the website or work with me.
For questions about your information, email [email protected]. My postal address is on the Business information page.
Information I collect and why
I use the information you provide to respond to enquiries, arrange and deliver work, and manage the business. This may include your name, contact details, organisation, correspondence, project materials and payment records.
Sometimes an organisation provides information about people taking part in a project or session, such as their names, roles and professional contact details.
The legal basis depends on the purpose:
- Legitimate interests: responding to enquiries, communicating with clients and participants, and managing professional relationships.
- Contract: arranging or delivering a service where you are personally entering into a contract with me.
- Legal obligation: keeping records required by law.
Recordings and meeting notes
I sometimes use recordings, transcription or AI-assisted notes to document discussions and support follow-up. I tell participants beforehand and agree the arrangements before recording or using these tools.
Depending on the meeting, this can involve audio, video, transcripts and written notes.
Services that handle information
I use Microsoft 365 for business email, files and meetings, and Cloudflare to host and protect this website. Information is processed by these providers as part of supplying their services.
Some projects also involve collaboration, file-sharing or AI services. Where these involve personal information or confidential client material, I explain the proposed use and agree the arrangements with the client beforehand.
Visiting this website
The contact link opens your email application. The contrast control saves your display preference in your browser.
Cloudflare processes technical information, including IP addresses and website requests, to deliver and protect the site.
Keeping information
How long I keep information depends on what it is needed for. Relevant factors include ongoing enquiries and client relationships, delivering and supporting previous work, financial record-keeping, and handling complaints or legal claims.
I delete or anonymise personal information when it is no longer needed for those purposes.
Your rights
Depending on the circumstances, you can ask for a copy of your personal information, have inaccuracies corrected, request deletion or restrict how it is used. You may also have the right to receive information in a portable format.
You can object to processing based on legitimate interests. Where processing relies on your consent, you can withdraw that consent.
To make a request or raise a concern, email [email protected].
You can also complain to the Information Commissioner’s Office.
Updates
I update this notice when the way I handle personal information changes.