Artificial Intelligence Privacy Notice

Last updated: 26/10/26

 

Introduction

This notice provides information on how HR Solutions uses Artificial Intelligence (AI) tools and software applications that incorporate AI technology.

Some of the AI technology is embedded into platforms and tools supplied by HR Solutions’ parent company, WorkNest.

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 two broad ways:

• AI our teams use to support the marketing, sale and delivery of our services – tools used by HR Solutions to help us to work more efficiently. All AI-led output is reviewed by suitably qualified individuals 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.

We do not use AI to make solely automated decisions that have legal or similarly significant effects on individuals.

 

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 HR Solutions to help us work efficiently. We review all outputs before anything is sent to you.

AI sales assistant (Sybill)

WorkNest and HR Solutions uses 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 (CaseNest)

HR Solutions has access to an AI-powered assistance tool integrated into CaseNest, our case management system. 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 us 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, helping us prioritise and manage your queries efficiently. Email content and classification data are stored securely and are only accessible to authorised HR Solutions and 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.

Email and document drafting (CaseNest)

We use AI technology to assist us in preparing client emails and related documents. The AI supports us by analysing incoming correspondence and relevant case information to suggest draft responses and documents. These suggestions are designed to help us 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. Our qualified professionals remain 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)

We 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 individual, 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.

Using AI to tailor our offering

Product recommendations

WorkNest collects client data 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 and emails. 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 HR Solutions 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.

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 [email protected].

Or you can write to:

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

 

Concerns or complaints

If you have any concerns with how HR Solutions processes your data, please contact [email protected] or refer to our Data Protection Complaints Policy.