Introduction

This notice gives you information on how WorkNest protects your personal data in our use of Artificial Intelligence (AI) tools (software applications that incorporate AI technology).

Personal data may be contained within the documents uploaded to our AI tools. We are a data controller of your personal data when it is processed while using our AI Tools, and Microsoft is a data processor.

This notice is supplemental to our privacy notice which you can view here.

This privacy notice was last updated in September 2025.

Important information on technology

Our services leverage Microsoft Azure’s cloud platform and its suite of AI tools to deliver robust and scalable solutions. These tools enable us to provide advanced data processing capabilities, including machine learning, natural language processing, and predictive analytics.

Data processed using Azure’s AI tools may be shared with Microsoft, the provider of the platform, to facilitate the provision of services. Microsoft cannot access the data that is processed by our AI Tools. This means that your personal data is secure and can only be accessed by us. We have a signed agreement in place with Microsoft to ensure that your personal data is protected and remains in the United Kingdom.

Our services also utilise the OpenAI Assistants API to enhance user interactions through advanced artificial intelligence capabilities. Data processed through the OpenAI Assistants API may be shared with OpenAI, the provider of the API, to facilitate the generation of responses. Data sent to the OpenAI API is not used to train or improve OpenAI models

Users of our AI Tools know to process personal data in accordance with UK data protection legislation and our data protection policies.

For more information please refer to Microsoft’s data privacy page here.

Client confidential data

We will sometimes process client confidential data when using the AI Tools. Users adhere to the highest standards of confidentiality and have internal policies and training to ensure compliance. Only WorkNest and our processors who are authorised to do so, will have access to your client confidential data. If you request that we seek approval before using your client confidential data with the AI Tools, we will abide by such a request to the extent possible.

How we use AI tools

AI-powered assistance in WorkNest products

Our employment law advisors, HR consultants, and health and safety consultants have access to an AI-powered assistance tool integrated into CaseNest and SafetyNest systems. This tool aids in drafting responses to your enquiries, summarisation of documentation and drafting of documents. Every response is reviewed and edited by an expert in the relevant field before it is sent ensuring accuracy and reliability. This integration helps to speed up our responses, providing you with quick, high quality responses.

The AI assistance tool is powered by the OpenAI Assistants API.

We have chosen the lawful basis of legitimate interests to process your information in this way. We have completed a legitimate interests assessment to assess if the benefits of this processing outweigh any risks to you and your information.

Case summarisation

We use AI technology to generate summaries of cases in our case management system. This enables our advisers to quickly review and respond to queries, especially when cases are reassigned or picked up by new team members. Before any data is processed by the AI, personally identifiable information is anonymised. All data is transmitted securely and monitored to protect your privacy. We rely on legitimate interests as our lawful basis for this processing. 

Email Classification

We use an AI-powered system to classify incoming emails sent to our advisers, helping us prioritise and manage your queries efficiently. Email content and classification data are stored securely and are only accessible to authorised WorkNest staff. This system supports compliance, auditability, and continuous improvement through adviser feedback, and your data is always handled in line with our confidentiality policies and UK data protection law. We rely on legitimate interests as our lawful basis for this processing

Transcription and meeting summaries

When you speak with our employment law advisors in a meeting on Microsoft Teams, we may record the conversation. We will ask for your consent before we record the meeting and you are welcome to decline. If you choose to decline, this will not negatively impact your service during the call. If you give consent to record a meeting, we will use an AI tool to create a transcription and meeting summary of the call, so that WorkNest colleagues can review the content of the meeting quickly and easily in future. This helps WorkNest ensure that we have all the information we need to advise you in future.

The transcription and summary service are provided by Microsoft Teams and Microsoft Teams Premium. Microsoft cannot access the data that is processed on behalf of WorkNest.

We have chosen the lawful basis of legitimate interests to process your information in this way. We have completed a legitimate interests assessment to assess if the benefits of this processing outweigh and risks to you and your information.

Product recommendations

WorkNest collect client data for the purposes of delivering our service to you, but we also use it for making product recommendations. In addition to the information provided at the start of our contract, we utilise data regarding your engagement with our services—such as webinar attendance, file downloads, and case information like case types and descriptions—to create product recommendations tailored specifically for you, our client. These recommendations are generated through thorough data analysis, ensuring they are relevant and beneficial. A member of the WorkNest team reviews these recommendations to confirm their suitability.

We use these recommendations in our outbound communications, including emails, telephone calls, and on the MyWorkNest platform. Your recommendations are personalised and will not be shared with other clients.

We may share recommendations with other companies in our family, Axiom GRC, so that we can offer a broader range of services to you.

We have chosen the lawful basis of legitimate interests to process client information for product recommendations. We have completed a legitimate interests assessment and data protection impact assessment to assess and manage the risks to your data. We regularly review these assessments to ensure that we are operating in a compliant and safe way.

Your data, your choice

You can opt out of your information being processed in any of the ways listed above by contacting dataprotection@worknest.com.

For more information on ways we process your data or for a copy of our internal AI policy, please contact our Data Protection Officer at dataprotection@worknest.com.

Or you can write to:

Data Protection Officer, WorkNest , Woodhouse, Church Lane, Aldford, Chester  CH3 6JD