Artificial Intelligence Notice

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 June 2026.

How this notice is organised

We use AI in three broad ways. The rest of this notice is grouped to make clear which is which:

·         AI you interact with directly - tools you may speak or type to yourself.

·         AI our teams use to support your service - tools used internally by our advisers and consultants to help them work efficiently. You do not interact with these tools, and a qualified person reviews the output before it reaches you.

·         How we use your data to tailor what we offer you - where we analyse information about you to personalise the products and services we recommend.

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

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.

We use Twilio as our telephony provider. Where call recording is enabled, the call is recorded temporarily within Twilio and used to produce a transcription (legal advisory team only). 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.

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

Client confidential data

We will sometimes process client confidential data when using 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.

How we use AI tools

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.

AI our teams use to support your service

You do not interact with the tools in this section. They are used by our advisers and consultants to help them work efficiently, and a qualified expert reviews the output before anything is sent to you.

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.

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.

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

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.

The email classification tool is powered by the OpenAI Assistants API.

We rely on legitimate interests as our lawful basis for this processing.

Microsoft Teams 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.

Telephone calls on our legal advisory phone line

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 advisory 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.

We have chosen the lawful basis of legitimate interests to process your information in this way.

Email and document drafting

We use AI technology to assist our employment law advisors 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 advisor before being sent to clients or shared externally. The advisor 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.

Using AI to tailor our offering

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.

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

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.