WithAI Ltd – Privacy Statement

Last updated: July 2025

WithAI Ltd is a small, independent organisation exploring ethical, inclusive applications of emerging technologies, especially in relation to care, learning disability, and public interest systems. We take your privacy seriously and are committed to protecting any personal information you choose to share with us.

This statement explains what we collect, why, and how we handle your data in ways that reflect our values of dignity, consent, and transparency.

1. Who We Are

WithAI Ltd is the data controller for the personal information you provide.

Company name: WithAI Ltd

Company number: 16474700 

Registered in: England and Wales

Email: kellyt@withai.org.uk 

We operate as a sole-director, non-commercial practice. Our work involves research, dialogue, and co-design—not sales, marketing, or surveillance.

2. What We Collect

We may collect the following kinds of personal information:

• Your name

• Contact details (e.g. email address, phone number, organisation)

• Your role or area of interest (if relevant to collaboration or shared work)

• Feedback, insights, or contributions you voluntarily offer (e.g. during co-production, workshops, or email conversations)

We do not collect sensitive personal data (such as health, racial, political, or biometric data) unless explicitly agreed in advance and with clear purpose.

3. Why We Collect Your Data

We only collect personal data when necessary, and we use it to:

• Stay in touch about shared projects, events, or discussions

• Involve you in co-design, research, or resource development (with consent)

• Acknowledge your contributions (only if you’ve agreed to be named)

• Keep a record of who we’ve worked with and how (for learning, accountability, and continuity)

We will never sell, share, or use your data for marketing.

4. Lawful Basis for Use

We collect and use your personal data under one or more of the following lawful bases:

• Consent – where you’ve explicitly agreed to share your information

• Legitimate interest – where it supports responsible development of inclusive, ethical work, and does not override your rights or freedoms

• When relying on legitimate interest, we carefully consider the nature of our relationship with you and the context of the work. You can object at any time.

5. How We Store and Protect Your Data

We store your data securely using GDPR-compliant tools (e.g. Google Workspace). Access is strictly limited to the founder and approved collaborators where relevant.

We regularly review data we hold and will delete personal information when:

• It is no longer needed

• You request deletion

• We’ve had no active collaboration or contact for more than 18 months

• We do not transfer your data outside the UK or EU without appropriate safeguards.

6. Your Rights

You have the right to:

• Access the personal data we hold about you

• Request corrections or updates

• Withdraw your consent at any time

• Ask us to delete your data

• Lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise any of these rights, email us at: kellyt@withai.org.uk 

You can also contact the UK Information Commissioner’s Office (ICO) via www.ico.org.uk if you have concerns about how we handle your data.

7. Updates to This Policy

We may update this privacy statement from time to time, for example, to reflect changes in law or practice. The most recent version will always be available at www.withai.org.uk.