Important: this policy reflects the current website and company registration details. If your data handling changes materially, the wording should be reviewed and updated accordingly.
1. Who we are
Nucleus AI Ltd ("Nucleus", "we", "us", or "our") provides AI advisory and related consultancy services to businesses.
Data controller: Nucleus AI Ltd
Email: hello@nucleushq.co.uk
Registered office: 124 City Road, London, EC1V 2NX
Company number: 17208764
Registered in: England and Wales
2. What this policy covers
This policy applies to personal data collected through:
- this website;
- our website enquiry and discovery-call forms;
- emails or other messages sent to us from the website; and
- cookies and similar technologies used on the site.
3. The personal data we collect
Depending on how you use the website, we may collect:
- identity and contact data, such as your name, work email address, phone number, and company name;
- business context you choose to share with us, such as team size or your current AI-related challenges;
- technical data, such as IP address, browser type, device information, and general usage information;
- records of your cookie preferences; and
- correspondence records if you email us or submit an enquiry.
We do not ask for special category personal data through the website and you should not submit it unless we specifically request it and provide an appropriate lawful basis. Please avoid sending highly sensitive personal data by email unless it is necessary for your enquiry.
4. How we collect your data
We collect personal data when:
- you complete and submit a website form;
- you email us directly;
- you interact with the website;
- your browser provides technical information automatically; and
- you choose your cookie preferences through our cookie settings tool.
5. Why we use your data and our lawful bases
We use personal data for the following purposes:
- To respond to enquiries and arrange discovery calls. Lawful basis: taking steps at your request before entering into a contract, and our legitimate interests in running and growing the business.
- To assess whether our services are likely to be relevant to your business. Lawful basis: legitimate interests.
- To administer and improve the website, including security and troubleshooting. Lawful basis: legitimate interests.
- To remember and apply cookie preferences. Lawful basis: legal obligations and legitimate interests.
- To use optional analytics or marketing technologies where enabled. Lawful basis: consent.
- To establish, exercise, or defend legal claims and to comply with legal obligations. Lawful basis: legal obligations and legitimate interests.
6. Use of AI tools and email processing
We use Gmail and may use AI-enabled tools connected to our inbox, including ChatGPT, Claude, and Google's own AI features such as Gemini where enabled, to help monitor enquiries, summarise correspondence, identify follow-ups, prepare for calls, and draft replies.
If you email us or submit an enquiry that is delivered to our inbox, the contents of your message may be processed by these tools. This may include your name, email address, company name, subject line, message body, thread history, timestamps, labels, and, where relevant, attachment content or attachment metadata.
AI tools are used to assist our workflow. We remain responsible for reviewing correspondence and any draft replies before sending them. We do not sell your personal data.
Data processed through these tools may be stored or processed by third-party providers including Google, OpenAI, and Anthropic, according to their own terms, privacy notices, product settings, and retention practices. This processing may take place on servers outside the UK.
You can ask us not to use AI tools to process your correspondence where it is reasonable for us to do so. If your message contains sensitive, confidential, or regulated information, please tell us before sending it so we can agree an appropriate way to handle it.
7. Cookies and similar technologies
The site uses a cookie preference tool and may use similar technologies needed for core site functionality and to remember your privacy choices.
Optional analytics or marketing technologies should only be activated if you give consent through the site's cookie settings. If we add or change optional tools, we will update this policy and any related cookie information accordingly.
You can review or change your choices at any time using the site's Cookie Settings link.
8. How long we keep personal data
We keep personal data only for as long as reasonably necessary for the purposes set out above. As a general guide:
- website enquiry data may be kept for up to 24 months after the last meaningful contact, unless a longer period is needed for a legitimate business reason or legal claim;
- email correspondence may be kept for as long as needed to manage the relationship or enquiry;
- data retained by AI or productivity providers will be handled according to the relevant provider's terms, privacy notices, account settings, and retention controls;
- cookie preference records may be kept until they expire or are reset; and
- technical logs may be kept for a shorter operational or security period.
If an enquiry turns into a client relationship, the relevant client contract and internal retention processes will apply instead.
9. Who we share data with
We may share personal data with trusted suppliers who help us run the website or respond to enquiries, such as:
- website hosting and infrastructure providers;
- form handling and website platform providers, including Netlify where applicable;
- email, calendar, and productivity providers, including Google/Gmail where applicable;
- AI service providers used to support inbox monitoring, summarisation, follow-up management, and drafting, including OpenAI/ChatGPT, Anthropic/Claude, and Google/Gemini where applicable; and
- professional advisers, where reasonably necessary.
We do not sell your personal data.
10. International transfers
Some of our service providers may process personal data outside the UK. Where that happens, we will take reasonable steps to ensure that appropriate safeguards are in place, such as adequacy regulations or approved transfer mechanisms.
11. Data security
We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. No internet transmission or storage system can be guaranteed fully secure, but we aim to use proportionate safeguards appropriate to the data we handle.
12. Your rights
Depending on the circumstances, you may have the right to:
- request access to your personal data;
- request correction of inaccurate or incomplete data;
- request erasure of your data;
- request restriction of processing;
- object to processing based on legitimate interests;
- request transfer of certain data to you or another provider; and
- withdraw consent where we rely on consent.
To exercise your rights, contact us at hello@nucleushq.co.uk.
13. Complaints
If you have concerns about how we handle personal data, please contact us first and we will try to resolve the issue. You also have the right to complain to the Information Commissioner's Office (ICO): ico.org.uk.
14. Third-party sites
This website may link to third-party websites. We are not responsible for their privacy practices and recommend reading their privacy notices separately.
15. Changes to this policy
We may update this policy from time to time. The latest version will always be published on this page, with the revision date shown at the top.
16. Contact us
If you have any questions about this policy or our handling of personal data, contact:
Nucleus AI Ltd
hello@nucleushq.co.uk
124 City Road, London, EC1V 2NX