Last updated · 24 August 2026

Privacy Policy

AI Diagnostics ("we", "us") provides an AI business diagnostic service for UK small businesses. This policy explains what personal data we collect, why, how long we keep it, and the rights you have under UK GDPR.

Who we are

Data controller: AI Diagnostics, United Kingdom. Contact: [email protected]. [ADD: ICO registration number before go-live.]

What we collect

Booking details you submit: name, email, company name, phone (optional), team size, sector.
Sample-report requests: email address.
Newsletter requests: email address.
Diagnostic interviews: a recording and AI-generated transcript of your 30-minute call, used to produce your report. If you choose the written chat interview instead, there is no recording — we keep your typed transcript, used for the same purpose.
Payment metadata from Stripe (payment status, session reference). Card details never touch our systems.

Why we use it (lawful bases)

Contract: to deliver the diagnostic you paid for — create your lead record, take payment, issue your private call-in number, produce and deliver your report.
Consent: to email you the sample report or newsletter. Every marketing email includes an unsubscribe link; consent is withdrawable at any time.
Legitimate interests: service security (rate limiting, spam guards) and service improvement.

Who processes it

We use processors to run the service: Cloudflare (site, checkout worker, and — for chat-interview sessions only — an EU-restricted temporary store that self-deletes within 7 days), Stripe (payments), Airtable (CRM records), n8n (workflow automation, EU/US hosted), Brevo (email delivery), and Vapi/Telnyx (intake call handling). Each processes data only on our instructions under a data-processing agreement.

How long we keep it

Call recordings and transcripts: kept for up to 90 days after your diagnostic call, then deleted. Identifying details are redacted before analysis.
Chat interview transcripts: shorter-lived than calls — the temporary interview session self-deletes within 7 days (or immediately once you finish), and the stored transcript is kept for up to 90 days, the same as call transcripts.
Lead and customer records: kept while your enquiry or contract is active, then archived or deleted; payment-adjacent records are kept as long as UK tax law requires.
Subscriber records: until you unsubscribe.

Your rights

Under UK GDPR you can ask for access, correction, deletion, restriction, or a portable copy of your data, and you can object to processing or withdraw consent. Email [email protected] and we will respond within one month. You also have the right to complain to the Information Commissioner's Office at ico.org.uk.

Before go-live checklist (owner): add ICO registration number, confirm processor list matches live vendors, and have the final text reviewed. This page ships as a structurally complete draft.