WorkNest People
Artificial Intelligence Notice
Last updated: 26/10/26
Introduction
This notice provides information on how WorkNest uses Artificial Intelligence (AI) tools and software applications that incorporate AI technology.
This notice is supplemental to our privacy notice which you can view here.
This notice was last updated in October 2026.
Uses of AI
We use AI in four broad ways:
AI you interact with directly - tools you may speak or type to yourself.
AI our teams use to support the marketing, sale and delivery of our services - tools used by WorkNest to help us to work more efficiently. All AI-led output is reviewed by suitably qualified individuals before it reaches you.
The use of service data to improve and plan our services - where we analyse combined information about the matters we handle, so that we can improve our services, decide what support and content to offer, and provide you with insights about your matters.
To tailor what we offer you - where we analyse information about you to personalise the products and services we recommend.
We do not use AI to make solely automated decisions that have legal or similarly significant effects on individuals.
AI you interact with directly
Website AI agent (Beta)
We use an AI-powered chat agent on our website to help visitors learn more about our products and services. Conversations with the AI are logged and analysed to improve the accuracy, quality, and usefulness of our responses and to gain insights into visitor needs and interests. If you choose to provide your contact details and request to be contacted, this information will be added to our CRM system (Salesforce) and shared with an appropriate member of our sales team. You will also be added to our marketing communications lists, and you can opt out at any time. All information is handled securely and in accordance with our privacy policy. We rely on legitimate interests as our lawful basis for this processing.
Risk assessment tools in SafetyNest
SafetyNest includes two AI features for producing workplace risk assessments: a generator, where a user describes a site or task and the tool drafts hazards and suggested control measures, and a scanner, which turns a risk assessment your organisation already holds into a draft template. Both are available to SafetyNest users at your organisation, and to our consultants when they are preparing an assessment for you.
Both produce a draft only. Severity and likelihood ratings are always left blank, and a competent person must review, amend and score the assessment before it is used, whether this is someone in your own team when they use the tool, or our consultant when they do.
Personal data is not needed, and we ask users not to include it. However, personal data may be included at the choice of the user. Personal data may include health information where it explains why a control measure is in place.
The features are powered by the OpenAI API and run within WorkNest's secure Microsoft Azure environment in the United Kingdom. Content is not used to train or improve any AI model, and a document uploaded for scanning is deleted once the scan is complete.
We rely on legitimate interests as our lawful basis for this processing.
AI our teams use to support the marketing, sale and delivery of our services
You do not interact with the tools in this section. They are used by WorkNest to help us work efficiently. We review all outputs before anything is sent to you.
AI sales assistant (Sybill)
We use the Sybill AI Sales Assistant to help our Sales, Business Development and Client Account Management teams work more efficiently and provide a better service to clients. Sybill processes information from meetings, emails, calendar invitations and our customer relationship management (CRM) systems to create meeting summaries, identify follow-up actions, assist with draft communications and help keep our records accurate and up to date.
We also use Sybill AI to generate insights and reports about interactions and sales activities. This helps us understand client needs, improve our services, support colleague development and make informed business decisions. Reporting is primarily used to monitor trends, improve effectiveness and support the management of our sales operations.
We may use AI-generated insights to help our colleagues improve the quality and effectiveness of their interactions and communications.
We process personal information for these purposes in our legitimate interests, including improving our services, maintaining accurate records, supporting our colleagues and operating our business effectively.
AI-powered assistance in WorkNest products (SafetyNest, CaseNest)
Our employment law advisers, 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.
Case summarisation (CaseNest)
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, information that directly identifies individuals, such as names, is removed or replaced. All data is transmitted securely and monitored to protect your privacy.
The case summarisation tool processes data within WorkNest's secure Azure environment and uses the OpenAI GPT service to generate summaries via a secure API call.
We rely on legitimate interests as our lawful basis for this processing.
Email classification (CaseNest)
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 colleagues. 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.
The email classification tool is powered by the OpenAI Assistants API.
We rely on legitimate interests as our lawful basis for this processing.
Transcription and meeting summaries (Microsoft Teams)
When you speak with our employment law advisers 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.
Telephone calls on our legal advice phone line (Twilio)
Calls to and from our phone line are recorded as a standard part of our service, and you are made aware of this when you call. Within our legal advice team, we use an AI tool to automatically transcribe these calls and generate a summary, so that WorkNest colleagues can review what was discussed and have the information they need to advise you in future.
Calls are recorded using Twilio, our telephony provider, and transcribed and summarised using the OpenAI API. We have chosen the lawful basis of legitimate interests to process your information in this way.
Email and document drafting (CaseNest)
We use AI technology to assist our employment law advisers in preparing client emails and related documents. The AI supports advisers by analysing incoming correspondence and relevant case information to suggest draft responses and documents. These suggestions are designed to help advisers work efficiently and maintain consistency across communications. All AI-generated drafts are strictly reviewed, edited, and approved by an adviser before being sent to clients or shared externally. The adviser remains fully responsible for the accuracy, appropriateness, and quality of all final communications. All data is transmitted securely, with appropriate monitoring and safeguards in place to protect your privacy.
The drafting tool is powered by the OpenAI Assistants API.
We rely on legitimate interests as our lawful basis for this processing.
Document review (Lens)
Our advisers and consultants use an AI tool called Lens to help them review documents, such as contracts of employment and policies. Lens compares a document against a playbook of standards maintained by our subject matter experts and suggests changes or additions. Every suggestion is reviewed by a suitably qualified adviser, who decides whether it should be made. Accepted changes are added to your document as tracked changes, each with a comment explaining why, so you can see exactly what has changed and the reason for it.
We ask clients to provide blank templates for review, so documents should not contain personal data. If a document does contain personal data, for example a completed contract with an employee's name and salary, it is processed only for the purpose of the review.
Lens is powered by OpenAI API. Documents are not used to train or improve any AI model.
We rely on legitimate interests as our lawful basis for this processing.
Care 4 Quality Services (Click Up)
To deliver our Care 4 Quality services we use ClickUp as our internal operational management and client relationship system. ClickUp includes an integrated AI tool, which our teams use to help them prepare and maintain the documents and reports that support your service. Specifically, we use it to:
research and update our master policy templates, so that they reflect current legislation and CQC guidance
apply those template updates to client-specific policies
support our quality assurance processes, including the preparation of mock inspection and other compliance reports
assist in drafting email correspondence with clients
All AI-generated content is reviewed, edited and approved by a suitably qualified member of our team before it is issued to you or relied upon. The reviewing consultant remains fully responsible for the accuracy, appropriateness and quality of the final document.
The AI tool is provided by ClickUp and draws on a range of third-party large language models including from Anthropic and OpenAI. Data processed through the tool is not used to train these models. All data is transmitted securely, with appropriate safeguards and monitoring in place to protect your privacy. A full list of ClickUp LLM/Gen AI Capabilities Subprocessors can be found here. Where data is transferred outside the UK, including to the United States, we rely on the International Data Transfer Agreement (or the UK Addendum to the EU Standard Contractual Clauses) together with a transfer risk assessment, and we put in place additional safeguards where necessary.
We rely on legitimate interests as our lawful basis for this processing.
Using service data to improve and plan our services
We analyse information about how our services are delivered. This includes the categories and sub-categories of matters we handle (for example, types of grievance) and how long matters take to move between stages. We use this to:
improve the quality and efficiency of our services
develop new products and services
decide which guidance, articles, webinars and other content would be most useful to our clients
provide clients with insights about the matters we handle for them
We do not analyse the detailed content of individual cases for this purpose. We combine information across cases so that the results do not identify any individual.
Where we publish insights drawn from this analysis, for example in articles or webinars, they are based only on combined information and never identify any client or individual.
We rely on legitimate interests as our lawful basis for this processing.
Insights for clients about their own matters
We may also use this information to provide you with insights about the matters we handle for your organisation, for example trends in the types of issues raised and how long they take to resolve. These insights are based on the same types of information described above, not the detailed content of individual cases.
These insights are shared only with your organisation.
Using AI to tailor our offering
Product recommendations
WorkNest collects 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.
Personal data and client confidential data
Personal data may be contained within information processed by our AI tools, such as documents, emails and call recordings. We are a data controller of your personal data when it is processed using our AI tools. Our AI technology providers act as data processors on our behalf.
We will sometimes process client confidential data when using AI Tools to deliver services to our clients. 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.
Technology and data processors
Microsoft
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. We have a signed agreement in place with Microsoft to ensure that your personal data is protected and remains in the United Kingdom. For more information please refer to Microsoft’s data privacy page here.
OpenAI
Our services also utilise the OpenAI API to enhance user interactions through advanced artificial intelligence capabilities. Data processed through the OpenAI 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. OpenAI processes data in the United States. WorkNest has signed a Data Processing Addendum with OpenAI that incorporates the EU Standard Contractual Clauses as amended by the UK Addendum.
Twilio
We use Twilio as our telephony provider for our Employment Law, HR Consultancy and Health and Safety Services. Where call recording is enabled, the call is recorded temporarily within Twilio and used to produce a transcription. The recording is held in Twilio only for as long as needed to process it, typically less than a minute after the call ends, before being transferred to our case management system and deleted from Twilio. Twilio processes data in the United States and relies on the UK extension to the EU-US Data Privacy Framework for the transfer of non-HR data. Twilio also has in place Binding Corporate Rules as a secondary transfer mechanism, and as a tertiary transfer mechanism, the UK International Data Transfer Agreement. A Data Protection Addendum forms part of the agreement between WorkNest and Twilio.
Vonage
We use Vonage as our telephony provider for our Sales and Business Development team. Vonage manages inbound and outbound calls with clients and other contacts and supports call recording where required for training, monitoring and quality purposes. Vonage processes data in the European Economic Area. A Data Processing Addendum forms part of the agreement between WorkNest and Vonage.
Sybill
We use the Sybill AI Sales Assistant to facilitate the automation of administrative tasks such as database updates, email follow-ups and proposals for our Sales and Business Development and Client Account Management teams. We also use Sybill AI as a sales development tool, to analyse written, verbal, and visual cues from prospective clients to assess sales performance and to coach our colleagues on sales techniques. Sybill AI processes email correspondence between prospective clients and WorkNest colleagues, and recordings of telephone calls (made via Vonage) and video meetings (Microsoft Teams). Sybill processes data in the United States. WorkNest has executed a Data Processing Addendum with Sybill that incorporates the UK Addendum to the EU Standard Contractual Clauses.
ClickUp
We use ClickUp as our internal operational management and client relationship system for services delivered by Care 4 Quality. ClickUp includes an integrated AI tool, which our teams use to help them prepare and maintain the documents and reports that support your service.
The AI tool is provided by ClickUp and draws on a range of third-party large language models including from Anthropic and OpenAI. Data processed through the tool is not used to train these models. All data is transmitted securely, with appropriate safeguards and monitoring in place to protect your privacy. A full list of ClickUp LLM/Gen AI Capabilities Subprocessors can be found here. Where data is transferred outside the UK, including to the United States, we rely on the International Data Transfer Agreement (or the UK Addendum to the EU Standard Contractual Clauses) together with a transfer risk assessment, and we put in place additional safeguards where necessary.
Further information
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
Concerns or complaints
If you have any concerns with how WorkNest processes your data, please contact dataprotection@worknest.com or refer to our Data Protection Complaints Policy.
