Privacy Policy

Last updated: 2026-04-14

Who We Are

Bartram AI is an AI consultancy operated by Robert William Bartram Alsop as a sole trader. We build and run AI systems for UK businesses — systems that learn how a business operates and take on real work.

Contact details:

Email: [email protected]
Website: bartram.ai

We are registered with the Information Commissioner’s Office (ICO) as a data controller. Registration number: ZC120102.

What Data We Collect and Why

We collect personal data in two contexts: when you engage with us as a prospective or current client, and when we build and operate AI systems on your behalf.

Data collected from clients and prospective clients

When you enquire about our services or become a client, we collect:

Your name and business name — to deliver our services and communicate with you.
Your email address and phone number — to arrange calls, deliver updates, and handle day-to-day communication.
Your payment details — to process your monthly retainer payment (via Stripe — we do not store card details ourselves).

Data processed in the course of delivering our services

When we build and operate an AI system for your business, we may process data that belongs to your business. This is governed by a separate data processing agreement between us and you as the client. In general:

Business process information — how your business operates, your workflows, your terminology, your procedures. This is used to configure and train your AI system.
Operational data — data that your AI system reads, processes, or acts on as part of its normal operation. This data remains in your systems; the AI reaches it but does not copy or move it.

We act as a data processor on your behalf for any personal data contained within your business data. You remain the data controller for that data.

Our Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis for processing personal data:

Client data (delivering our services) — Contract (Article 6(1)(b)). Processing is necessary to perform the contract you entered into when engaging our services.
Prospective client data (enquiries and discovery calls) — Legitimate interest (Article 6(1)(f)). We have a legitimate interest in responding to enquiries and following up with prospective clients.
Payment processing — Contract (Article 6(1)(b)). Necessary to process your payment for our services.

How We Use AI

AI is central to what we do. We build AI systems for our clients using large language models, primarily the Claude API provided by Anthropic.

Important points about our AI use:

AI systems we build for clients are configured to operate within documented rules and boundaries approved by the client.
All AI actions are logged. Clients can see what their AI has done and why.
AI processing is performed via the Claude API. Anthropic’s data retention policy applies — see Anthropic’s privacy policy at anthropic.com/privacy for details.
We do not use client data to train AI models. Data processed through the Claude API is not used by Anthropic for model training.

We share personal data only with the following recipients, and only to the extent necessary:

Anthropic (Claude API) — AI processing as part of delivering our services. Data shared: business process information and operational data as needed for the AI system to function.
Stripe — Payment processing. Data shared: payment details (name, email, card details — processed by Stripe, not stored by us).
Email and calendar providers — Scheduling calls and delivering communications. Data shared: your email address and name.

We do not sell personal data to third parties.

How Long We Keep Your Data

We retain personal data only for as long as necessary:

Prospective client data (you didn’t become a client) — 6 months from last contact. Then deleted.
Client data — Duration of our engagement plus 6 years. Then deleted or anonymised. The 6-year period aligns with UK tax, accounting, and potential legal claims requirements.
Payment records — 6 years from the transaction date. Then deleted. Required for tax and accounting purposes.
AI system documentation — Delivered to the client at the end of the engagement. Our copies are deleted within 30 days of engagement end, unless retention is agreed in writing.

Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

Right of access — You can request a copy of the personal data we hold about you.
Right to rectification — You can ask us to correct inaccurate personal data.
Right to erasure — You can ask us to delete your personal data. We will do so unless we have a legal obligation to retain it.
Right to restrict processing — You can ask us to limit how we use your data.
Right to data portability — You can request your data in a structured, machine-readable format.
Right to object — You can object to our processing of your data at any time, particularly where we rely on legitimate interest.

How to exercise your rights

We will respond within one month, as required by UK GDPR. There is no charge for exercising your rights.

If you are not satisfied with our response, you have the right to complain to the Information Commissioner’s Office (ICO):

Website: ico.org.uk
Telephone: 0303 123 1113
Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Cookies on This Website

This website does not set any cookies. We do not use analytics tracking, advertising pixels, or any third-party scripts that place cookies on your device.

Changes to This Policy

We may update this privacy policy from time to time. The “Last updated” date at the top indicates when the policy was last revised. If we make material changes, we will notify affected individuals where practicable.

Data Protection Registration

Bartram AI is registered with the ICO as a data controller.

Registration number: ZC120102
Controller: Robert William Bartram Alsop
Contact: [email protected]