Legal

Privacy notice

Who we are

Brookes AI is Brookes AI Ltd, a company registered in England and Wales under company number 17376488, with its registered office at 16 Wellington Road, WA15 7RE.

For the purposes of UK GDPR and the Data Protection Act 2018 we are the data controller for the personal data described in this notice. You can contact us about anything on this page at enquiries@brookesai.com.

Where we deliver services to a client, we usually act as a data processor for personal data held in that client's own systems. That relationship is governed by a separate data processing agreement, not by this notice — see Client data during an engagement below.

Reading this website

You can read every page here without telling us anything. There is no signup wall, no analytics script, and no advertising or tracking cookie on any page. Nothing on this site is loaded from a third-party server — no hosted fonts, no icon libraries, no embedded widgets — so browsing it doesn't reveal your visit to anyone else.

The site is served by Cloudflare Pages, which keeps basic server logs (including IP addresses) for security, abuse prevention and network operation. Those logs are Cloudflare's, held under their own terms, and we do not receive or analyse them.

Cookies

We set no cookies of our own. Cloudflare may set strictly necessary cookies for security and bot mitigation. Because we run no analytics, advertising or profiling cookies, no consent banner is required under the Privacy and Electronic Communications Regulations — which is why you haven't been asked to dismiss one.

If you send an enquiry

The enquiry form collects your name, company name, work email address, an optional phone number, your company size, your area of interest, and whatever you write in the message box.

When you submit it, that information is transmitted to a serverless function running on Cloudflare and emailed to us via Resend, our email delivery provider. Your IP address and country are recorded alongside the message as an anti-abuse measure.

Why we're allowed to hold it

Our lawful basis is legitimate interests — you have approached us about our services and reasonably expect a reply. Where an enquiry becomes an engagement, the basis for continuing to hold contact details becomes performance of a contract.

How long we keep it

• Enquiries that don't proceed: deleted within 24 months.
• Enquiries that become clients: retained for the duration of the engagement and for six years afterwards, as required for tax and accounting purposes.
• Anything you ask us to delete: removed on request, unless we are legally required to keep it.

Client data during an engagement

Delivering an automation project usually means we are given access to systems containing personal data belonging to our client — their customers, their staff, their suppliers. In that situation:

• Our client is the data controller; we act as their processor.
• A written data processing agreement meeting Article 28 of the UK GDPR is signed before we are given any access.
• We request the narrowest access that allows the work to be done, and it is returned or revoked on completion.
• We do not use client data for any purpose other than delivering the agreed work.
• We do not use client data to train AI models, and we use provider tiers where inputs and outputs are contractually excluded from model training.
• We identify every sub-processor involved in a workflow before it goes live, so our client can approve it.

These commitments are set out in more practical detail on our security and data handling page.

Who else sees your information

We use a small number of service providers. In connection with this website and our enquiry handling, they are:

• Cloudflare — website hosting, DNS and the enquiry endpoint.
• Resend — delivery of enquiry emails to us.
• Our business email provider — where enquiries are received and stored.

Beyond those, nobody. We do not sell personal data, we do not share it with advertisers, and we run no retargeting of any kind.

International transfers

Some of the providers above operate infrastructure outside the UK. Where personal data is transferred internationally it is done under a UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or an adequacy decision. We'll tell you which mechanism applies to a specific provider if you ask.

Your rights

Under UK GDPR you have the right to:

• ask what personal data we hold about you, and get a copy of it;
• have inaccurate data corrected;
• have data erased, where we have no overriding reason to keep it;
• restrict or object to our processing;
• receive data you gave us in a portable format;
• withdraw consent at any time, where consent was the basis for processing.

Email enquiries@brookesai.com and we'll respond within one calendar month — realistically within a couple of working days, because there won't be much to look through. There is no charge.

If you think we've handled your data badly and we haven't put it right, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

Security

We use multi-factor authentication on business accounts, encrypted storage and transport, and least-privilege access to any client system. No system is perfectly secure, and we won't claim otherwise. If a breach affecting your personal data occurs we will tell you promptly and, where required, notify the ICO within 72 hours.

Children

Our automation work is sold business to business. Training is also available to individuals, but only to adults — our services are not aimed at under-18s, and we do not knowingly collect personal data relating to anyone under 18 through this website.

Changes to this notice

If this notice changes in a way that materially affects you, we'll update the date below and, where the change is significant and we hold your contact details, tell you directly. We won't quietly broaden what we do with your data.

Terms of business

Who we are

Brookes AI is Brookes AI Ltd, registered in England and Wales, company number 17376488, registered office 16 Wellington Road, WA15 7RE. In these terms, "we", "us" and "our" mean that company. Contact: enquiries@brookesai.com.

Part A — Using this website

A1. Acceptance

By using this website you accept these terms. If you don't accept them, please don't use the site.

A2. The content here is information, not advice

Everything on this site is general information about our services. It is not professional, technical, legal or financial advice, and you shouldn't act on it without taking advice appropriate to your own circumstances. Nothing on this website constitutes a contractual offer.

A3. Availability

We try to keep the site available but don't guarantee it. We may change, suspend or withdraw any part of it without notice.

A4. Intellectual property

All content on this website — text, design, code, graphics, and the Brookes AI name and logo — belongs to us or is licensed to us. You may view and print pages for your own business use. You may not republish, sell or systematically extract the content without our written permission.

A5. Enquiries

Submitting an enquiry does not create any contract between us and places neither of us under any obligation. We may decline to take on any prospective engagement without giving a reason. Personal data submitted through the form is handled as described in our privacy notice.

A6. External links

Where we link to other websites, we're not responsible for their content or their practices.

Part B — Automation engagements

B1. This part is business-to-business

Part B governs our automation work: reviewing a process, building the workflow, and running it as a managed service. We contract for that work with businesses, not consumers, and consumer rights legislation — including statutory cancellation rights — does not apply to those engagements.

Training and consultancy are dealt with separately in Part C, which is open to individuals as well as businesses and sets out the consumer rights that apply when it is.

B2. The free workflow review

The initial workflow review is provided free of charge and without obligation. We deliver a short written recommendation identifying a process suitable for automation, with an indicative scope and a fixed price. The client keeps that document whether or not any further work follows.

The review is provided as-is, in good faith, based on the information made available to us in a single session. It contains estimates and opinions, not guarantees, and we accept no liability for decisions taken on the basis of a free review.

B3. How engagements are formed

Any paid work follows a written statement of work setting out scope, deliverables, price, timescales, assumptions and acceptance criteria. Work begins once that statement of work is signed by both parties. Anything not expressly listed in the statement of work is out of scope.

B4. Delivery timescales

Where we state that a first workflow will be live within a week, that period runs from the date the statement of work is signed and we have received the system access and named approver described in B6. It applies to the initial workflow scoped in the review, not to subsequent phases or to programmes covering multiple processes.

If we form the view that the period is not achievable, we will say so at the review stage and agree a different timescale in writing before any work is commissioned. Delay attributable to the client under B6 extends the period by the length of that delay.

B5. Fees and payment

Fees have two parts: a one-off charge to build the workflow, and a recurring monthly charge to host, run, monitor and support it. Both are stated in the relevant statement of work. Unless agreed otherwise, invoices are payable within 14 days of issue. All fees are exclusive of VAT, which will be added where applicable. Late payment may attract statutory interest and compensation under the Late Payment of Commercial Debts (Interest) Act 1998.

The monthly charge covers the third-party running costs of the workflow — AI provider usage, hosting and any software subscriptions we hold on the client's behalf — unless the statement of work says otherwise. The client is not separately billed by those providers.

The client may cancel the monthly charge at any time, effective at the end of the current billing month. There is no minimum term and no notice period.

B6. Client responsibilities

Delivery depends on the client providing, in reasonable time: access to the relevant systems, data and documentation; availability of the people who understand the process being automated; a named decision-maker who can approve scope and sign off deliverables; a reasonable set of real past cases to test against; and any third-party licences or consents needed for the work.

Delay caused by these not being available may affect timescales and cost. We will flag it in writing when it happens rather than after the fact.

B7. Ownership of what we build

On full payment of the build charge, the client owns the workflow configurations, prompts, documentation and custom code produced specifically for them under the statement of work.

The workflow is delivered as a managed service. It runs on infrastructure and third-party accounts that we operate and pay for. Owning the configuration does not, by itself, keep the workflow running: if the monthly charge ends, the service stops. On request we will provide the client with a copy of the configuration and documentation they own, so that they or another supplier can rebuild it elsewhere. We do not guarantee that it will function without equivalent infrastructure and third-party accounts being put in place.

We retain ownership of our own pre-existing tools, methods, templates and general know-how, and grant the client a perpetual, non-exclusive licence to use any of it that is embedded in a delivered solution. We are free to reuse our general knowledge and experience on other engagements; we will not reuse the client's confidential information or data.

B8. The nature of automated and AI systems

This matters, so it is stated plainly. AI systems are probabilistic. They can produce output that is incorrect, incomplete or unexpected, and no supplier can guarantee otherwise.

We manage that risk by design — human review at points of consequence, confidence thresholds that escalate uncertain cases, and logging so decisions can be traced and reversed. What we cannot do is warrant that any AI-assisted workflow will be free of error.

The client remains responsible for its own regulatory and professional obligations, and for the decisions it takes on the basis of any output. Where a process carries legal, financial or safety consequences, the client must maintain appropriate human oversight. We will advise where we think that is necessary; the decision is the client's.

Third-party AI providers may change, deprecate, reprice or withdraw their models at any time. We are not liable for the consequences of a third-party provider's changes, though we will help assess and address the impact.

B9. Warranties

We warrant that our services will be performed with reasonable care and skill, in line with good industry practice. Beyond that, and to the extent the law allows, all other warranties, conditions and terms — express or implied — are excluded. In particular, we do not warrant that any system will be uninterrupted, error-free, or fit for a purpose we haven't agreed in writing.

B10. Liability

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot lawfully be limited.

Subject to that:

• Neither party is liable for indirect or consequential loss, loss of profit, loss of revenue, loss of anticipated savings, loss of business opportunity, or loss or corruption of data.
• Our total aggregate liability arising from an engagement is limited to the total fees paid by the client under the relevant statement of work in the twelve months before the claim arose.
• We have no liability in respect of the free workflow review.

B11. Confidentiality

Each party will keep the other's confidential information confidential, use it only for the purposes of the engagement, and return or destroy it on request. This obligation survives the end of the engagement. A mutual NDA can be signed before any substantive discussion if the client prefers.

B12. Data protection

Where we process personal data on a client's behalf, we do so as processor under a written data processing agreement meeting Article 28 of the UK GDPR. That agreement is signed before we are given access to any client system. See our privacy notice and security page for how we handle data more generally.

B13. Ending an engagement

The client may cancel the monthly service at any time, effective at the end of the current billing month; the workflow stops running at that point. Either party may end a build engagement on 30 days' written notice, or immediately if the other commits a material breach that isn't remedied within 14 days of being told about it, or becomes insolvent.

On termination the client pays for work properly performed up to that date, and we hand over everything produced and paid for, including a copy of the configuration and documentation the client owns.

B14. Non-solicitation

Neither party will solicit the other's staff or contractors involved in an engagement during it, or for six months afterwards, without written consent.

B15. General

• Whole agreement: the signed services agreement and statement of work together form the entire agreement and supersede anything discussed beforehand.
• Order of precedence: statement of work, then services agreement, then these terms.
• No partnership: nothing here creates a partnership, joint venture or employment relationship.
• Third parties: nobody who isn't a party to the agreement has rights under it.
• Severability: if any provision is unenforceable, the rest continues to apply.
• Force majeure: neither party is liable for failure caused by events beyond its reasonable control.
• Changes: we may update these website terms at any time; the version in force is the one published here.

B16. Governing law

These terms and any engagement are governed by the law of England and Wales, and both parties submit to the exclusive jurisdiction of the courts of England and Wales.

Part C — Training and consultancy

C1. What this part covers

Part C governs AI training and consultancy: live sessions, written notes and materials, and follow-up support. It applies instead of B2 to B7, which are specific to automation builds. Clauses B8 to B16 (the nature of AI systems, warranties, liability, confidentiality, data protection, ending an engagement, non-solicitation, general provisions and governing law) apply to training as well, read as though "the client" includes an individual.

C2. Who we train

We provide training to businesses and to individuals. Where you are an individual buying wholly or mainly for purposes outside your trade, business, craft or profession, you are a consumer and your statutory rights under the Consumer Rights Act 2015 and the Consumer Contracts Regulations 2013 apply in full. Nothing in these terms removes or limits them, and where any clause here conflicts with those rights, your statutory rights take precedence.

C3. Consumer cancellation rights

If you are a consumer and you book with us remotely, you have 14 days from the day the contract is made to cancel for any reason and receive a refund. If you ask us to begin delivering sessions within that 14-day period, you may still cancel, but we may charge a proportionate amount for what has already been delivered. Once a session has been fully delivered at your express request within the cancellation period, the right to cancel that session is lost.

To cancel, email enquiries@brookesai.com. No form or reason is needed.

C4. Rescheduling

Sessions may be rescheduled by either side with at least 48 hours' notice, at no charge. Below that, or where nobody attends, we may charge for the session. If we have to reschedule, you may take an alternative date or a full refund for that session.

C5. Fees

Training is priced per session and confirmed in writing before anything is booked. There is no retainer and no minimum number of sessions. Fees are exclusive of VAT, which will be added where applicable. The first conversation is free and carries no obligation; like the free workflow review at B2, it is given in good faith on limited information, contains opinions rather than guarantees, and we accept no liability for decisions taken on the basis of it.

C6. Materials, recordings and outcomes

Notes, prompts and written materials produced for you during a session are yours to use inside your organisation, or personally if you are an individual. We keep ownership of our underlying course structure, methods and any pre-existing material, and none of it may be resold, published or used to deliver training to others.

Sessions are recorded only where everyone attending has agreed in advance.

Training explains how to use third-party AI tools. Those tools are operated by their providers, change without notice and are outside our control. We do not warrant any particular result, saving or level of proficiency, and we are not responsible for a provider altering, restricting or withdrawing a feature we have taught. You remain responsible for what you choose to put into any AI tool and for checking its output before relying on it — see B8.

Complaints

If something has gone wrong, email enquiries@brookesai.com with the detail. We'll acknowledge within two working days and give you a substantive response within ten. We'd much rather hear about a problem early.

Company details

Brookes AI Ltd is a company registered in England and Wales, trading as Brookes AI.

• Registered company name: Brookes AI Ltd
• Company number: 17376488
• Place of registration: England and Wales
• Registered office: 16 Wellington Road, WA15 7RE
• Contact: enquiries@brookesai.com

Last updated: August 2026