Privacy Policy
INFORMATION YOU PROVIDE TO US
M Welby Ltd is committed to protecting the privacy and security of your personal information. This privacy notice describes how we collect and use personal information about you during your dealings with us, in accordance with the UK General Data Protection Regulation (UK GDPR). We are a “data controller”, which means we are responsible for deciding how we hold and use your personal information. We may update this notice at any time. It is important that you read this notice so that you are aware of how and why we use your information.
ADDITIONAL INFORMATION ABOUT THE USE OF ARTIFICIAL INTELLIGENCE (AI) TOOLS
M Welby Ltd uses digital tools, including Microsoft Copilot and Claude AI, to support administrative and operational efficiency. The way these tools are used is fully aligned with UK GDPR requirements.
Microsoft Copilot (within Microsoft 365) We use Microsoft Copilot within our secure Microsoft 365 environment to assist with drafting emails, summarising documents, and improving workflow efficiency. Microsoft acts as a data processor, and all processing takes place within the security and compliance boundary of Microsoft 365. Your personal data remains within this secure Microsoft tenant and is processed only for the purposes of delivering our services to you.
Claude AI (Anthropic) We may use Claude AI for certain administrative or drafting tasks. Before anything is uploaded to Claude AI, all personal and sensitive data is fully removed or replaced using placeholder text. This means no identifiable personal data is ever transferred to, stored by, or visible to Claude AI. Only anonymous or redacted information is processed. These measures ensure that any use of AI tools fully complies with UK GDPR, maintains confidentiality, and protects your personal data.
DATA PROTECTION PRINCIPLES
We will comply with data protection law. This means the personal information we hold about you must be: Processed lawfully, fairly, and in a transparent manner. Collected for specified, explicit, and legitimate purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes. Relevant to the purposes we have told you about and limited only to those purposes. Accurate and kept up to date. Kept only as long as necessary for the purposes we have told you about. Kept securely.
WHAT INFORMATION WE HOLD ABOUT YOU
Personal information (“personal data”) means any information about an individual from which that person can be identified. It does not include data where all identifiers have been removed (anonymous data). The type of personal data we hold will depend on the nature of our dealings with you and the lawful basis for holding your information.
As a client, this may include: Personal contact details (name, address, telephone number, email address) Financial details (as necessary for fees and payment) Business details (where relevant to the work we undertake on your behalf)
HOW YOUR PERSONAL DATA IS COLLECTED
We collect personal data when you email or write to us, when we meet, and whenever it is necessary for the duration of our dealings. Our relationship with you is governed by a contract, and holding and using your personal data is necessary to fulfil that contract. If you wish to receive marketing communications, we will ask for your consent.
HOW WE USE YOUR PERSONAL DATA
We will only use your personal data to fulfil our contract with you and, where you have given consent, to provide marketing information.
Where AI tools are used: Microsoft Copilot may process personal data strictly within our secure Microsoft 365 environment for drafting or summarising communications and documents. Claude AI will never receive any personal data. Any information processed by Claude AI will be anonymised, redacted, or replaced with placeholder text.
We will not share your personal data with any AI tool, third party, or external system unless required to fulfil our contract with you or where legally obliged.
MARKETING
We may send you information about services or events we believe may be of interest. We will only send such information where you have given consent. You may withdraw consent at any time.
CHANGE OF PURPOSE
We will only use your personal data for the purposes for which it was collected unless we reasonably consider that we need to use it for a similar, compatible purpose. If we need to use your information for an unrelated purpose, we will notify you and explain the legal basis for doing so. Where legally required or permitted, we may process your data without your knowledge or consent.
HOW LONG WE KEEP YOUR DATA FOR
We will keep your data only for as long as is necessary. This means for the duration of the contract and thereafter as long as needed in case of future queries or issues.
INFORMING US OF CHANGES
It is important that your personal data is accurate and up to date. Please inform us of any changes.
YOUR RIGHTS UNDER UK GDPR
You have the following rights: Right of access – to request a copy of your information and check processing is lawful. Right to rectification – to correct incomplete or inaccurate data. Right to erasure – to request deletion where there is no longer a valid reason for us to hold your data. Right to object to processing – including objecting to the use of AI tools for administrative assistance. Right to restrict processing – for example, while accuracy is being checked. Right to withdraw consent – applicable only to marketing communications.
CHANGES TO THIS PRIVACY NOTICE
We will keep this policy under review and update it as necessary. We reserve the right to amend this policy at any time.
HOW TO CONTACT US
If you have any questions about this privacy policy or the information we hold about you, or if you want to exercise any of your rights, please contact us:
By email: mark@mwelby.com
In writing:
M Welby Ltd
Hillview
Froxfield
Petersfield
Hampshire
GU32 1BZ