Privacy notice

Last updated 10 October 2026

Who we are

This site and the checks on it are run by AI Admin Relief, currently trading as a sole trader (Henry Bampfylde), based near Nairn, Scotland. Contact: henry@aiadminrelief.co.uk.

What happens on each part of this site

Not everything here handles your information the same way — the two free checks work differently, and it matters which one you're using.

The "Book the audit" and "Book a free 15-minute call" buttons open our booking page, hosted by Cal.com, in a new tab. Anything you enter there — your name, email and the workflow you picked — is handled by Cal.com as well as by us, under their privacy notice. Cal.com is a US company and processes this in the United States; it says it relies on the UK Extension to the EU-US Data Privacy Framework, and standard contractual clauses where appropriate, for these transfers. If a booking link is ever unavailable, the button falls back to opening a pre-filled email instead, and nothing is sent until you personally send it.

Results emails are sent through Kit (kit.com), the email service we use. When you ask for your results, Kit stores your email address, first name, business name, which check you used and a summary of your results, and sends you one email asking you to confirm your address before anything else is sent. Kit handles this under their privacy notice. Kit may transfer it to the United States, and says it relies on the UK Extension to the EU-US Data Privacy Framework or the UK's International Data Transfer Agreement for that. Every email from Kit has an unsubscribe link, and you can ask us to delete your details at any time.

If you leave your details, book a call, reply to one of our emails, or we've contacted you about our services, we keep a record of who you are and what we've discussed (your name, business, role, work email, phone number if we have it, where we found your details, and short notes) in HubSpot, the customer record system we use. Our HubSpot account is hosted in HubSpot's EU data centre. HubSpot handles this under their privacy notice. You can ask us to delete your record at any time; if you've asked us not to contact you again, we keep just enough to make sure we don't.

Emails we send without being asked (cold emails): our rule is to send these only to limited companies and LLPs, at a work address the business publishes for contact (on its website, in a business directory or on a public register such as Companies House), and only about something relevant to that business. We don't send cold emails to sole traders, partnerships or personal email addresses. Each one says where we found the address and how to stop further emails. If you ask us to stop, your details go on our stop list and we won't email you about our services again. This rule covers unsolicited emails only. If you've asked us to get in touch, booked a call, written to us, or already know Henry, we may reply or follow up as you'd expect, whatever kind of business you run.

If you reply to one of our posts: if you comment on, or message us about, one of our posts in a local Facebook group, Henry may note your name, business and what you said, so he can reply and follow up if you'd like him to.

If we know you already: if Henry has talked to you about the business in person or by message, he may keep a short note of that conversation in HubSpot so he can follow up as agreed.

If you do both free checks

To save you repeating yourself, a small amount of what you type — what your business does, and the one thing you'd most like to hand off — is remembered in your own browser's storage (not a server, not us) and offered back if you open the other check. It's never transmitted anywhere, you can edit or clear it at any point on the page itself, and clearing your browser data removes it completely.

What we collect

• If you complete the savings check and choose to see your results: your name, business name, email address, and optionally phone number.
• The answers you give describing your business and its workflows, and the results generated from them.
• If we've contacted you about our services: your name, role, work email and business details, and where we found them (the business's website, a business directory or a public register).
• If you reply to us or talk to us: what you tell us, as short notes.
• If you book the audit or an intro call: the name, email and booking details you give on our Cal.com booking page, and any payment is handled by the payment provider — we never see or store your card details.
• During the audit: our notes, and — only if you agree at the start of the call — a recording or transcript of the conversation. It's fine to say no; we'll just take notes instead.
• Visit counts. We use PostHog, on its EU servers in Frankfurt, to count visits and see which pages and links are clicked, so we can tell whether the site is doing its job. It's set to store nothing in your browser (no cookies), not to record sessions or anything you type, not to record which answers you pick in the free checks, and not to keep your IP address. We do not use advertising cookies or tracking pixels. The only thing stored in your browser is the small "remembered answers" note above, and only if you use the free checks.

What we use it for

• Sending you a copy of your results, if you asked for them.
• Sending you the occasional short email with practical admin tips, only if you ticked the box asking for it. You can unsubscribe from any of them with one click.
• Contacting businesses about our services, as described above, and keeping a record of who we've contacted, what was said, and whether they want to hear from us again.
• Keeping a stop list, so that anyone who asks us not to contact them isn't contacted again.
• Preparing for and running the audit or a call, and writing your report from our notes and, if you agreed to it, the call transcript.
• Counting visits, to see whether the site is doing its job.
• We don't sell your data or give it to anyone for their own marketing. The service providers named on this page handle it on our behalf.

Our lawful basis

Under UK GDPR, our lawful basis for most of this is legitimate interest: sending you results you asked for; contacting businesses at their published work address about a relevant business service, and keeping a record of that; keeping our stop list; and counting visits, with no cookies and no personal profile built. Our assessment for emailing businesses is written down and available on request. If you book the audit, we use your details to provide what you've booked (contract). For the occasional tips email, our lawful basis is your consent, given by ticking the box; you can withdraw it at any time by unsubscribing.

AI processing

The savings check is built to use Anthropic's Claude to tailor a written summary of your results. This feature is switched off, so nothing you type into the savings check is sent to an AI service. When it is enabled, your business description and workflow answers will be sent to that service to generate the summary, and your name, email and phone number will never be included — only the audit content.

To write your audit report, we use Claude to help turn the call transcript and our notes into the finished report. Henry checks every report before it's sent to you.

We also use Claude to help draft emails and keep our customer records up to date, for example summarising a reply into a short note in HubSpot. Henry reads every message before it's sent. Anthropic, which makes Claude, is a US company. We use Claude on a Max plan with the setting "Help improve our AI models" switched off, so our chats aren't used to train Anthropic's models.

Where your information lives

The website itself has no database; its pages are hosted on Google's Firebase Hosting. Your information is held by the providers named on this page: HubSpot (EU data centre), Kit and Cal.com (United States), PostHog (EU, Frankfurt) and Anthropic (United States), and in our email: messages to henry@aiadminrelief.co.uk are received by Zoho Mail (EU), and we write and send email from a Google (Gmail) account. Henry also keeps working notes of outreach and conversations in files on his own computer. Those files are backed up once a day, encrypted, to Henry's iCloud Drive (Apple, a US company). Each backup is deleted when it is 31 days old, and iCloud keeps deleted files in its Recently Deleted folder for up to 30 days after that, so anything removed from the files has left the backups within about two months. Earlier copies of some of the files are still held in a private GitHub repository (GitHub is a US company) until a planned clean-up removes them. Henry is the only person who works on AI Admin Relief.

How long we keep it

• If we emailed you about our services and you didn't reply: we delete your details 6 months after our last email to you.
• If we've been in touch but nothing is under way: 6 months after our last contact.
• If you asked us not to contact you: we keep only what's needed to make sure we don't (your email address or web domain, and the date), for as long as we contact businesses.
• If you asked for results or tips by email: until you unsubscribe. We delete your details within 3 months after you unsubscribe.
• If you work with us: our working notes and our copy of your report for 2 years after the engagement ends. Records we must keep for tax or other legal reasons, such as invoices and payment records, are kept separately for as long as the law requires.
• Audit call recordings and transcripts: deleted within 30 days of the call.

Once a month, Henry reviews a list of everything that has reached these limits and approves its deletion.

ICO registration

Henry Bampfylde, trading as AI Admin Relief, is registered with the Information Commissioner's Office as a data controller. Registration number: ZC261242. You can check the entry on the ICO's public register.