AI Information

1. How We Use AI in Our Services

When we work with your business, we use AI tools to analyse your workflows, identify automation opportunities, and build solutions. Specifically:

• AI Assessment: We use large language models (LLMs) to analyse transcripts from your discovery call, identify patterns in your workflow descriptions, and generate tailored automation recommendations.
• Custom AI Assistants: We build GPT-based assistants trained on your business documents, policies, and procedures. These assistants are private to your business and do not share data with other clients.
• No-Code Automation: We connect your existing software tools using platforms like Zapier and Make.com. AI may be used within these workflows for tasks like email drafting, data extraction, or document classification.
• AI Agent Builds: We build autonomous AI agents that take actions on your behalf — responding to enquiries, scheduling appointments, or processing requests. These agents operate within guardrails you define.

2. AI Tools We Use and Recommend

We are not tied to any single AI vendor. We recommend the tool that best fits your use case:

• Claude (Anthropic): Our primary recommendation for business writing, document analysis, and custom assistants. Strong at following specific instructions and maintaining consistent tone.
• ChatGPT (OpenAI): Used for general-purpose tasks, Custom GPTs, and integrations via the OpenAI API.
• Zapier and Make.com: No-code automation platforms that connect your existing tools without custom development.
• Industry-specific tools: We integrate with property management software (Arthur, Fixflo), accounting platforms (Xero, QuickBooks, Senta), and job management tools (Tradify, Jobber) where relevant.

We evaluate tools based on accuracy, data handling policies, cost, and suitability for UK small businesses. We do not receive commissions or affiliate payments from any tool vendor.

3. How We Handle Your Data

Your business data is handled with care at every stage:

• Assessment data: Discovery call recordings and transcripts are used solely to generate your custom report. They are not shared with other clients, used for model training, or retained beyond the project period.
• Custom assistant training data: Documents you provide to train your AI assistant (policies, procedures, FAQs) are stored securely and used only for your business. We do not use your data to train assistants for other clients.
• Automation data: Data flowing through automations we build (emails, invoices, customer records) is processed by the tools in your own accounts. We set up the connections — we do not store or retain the data that flows through them.
• Third-party AI services: When we use services like OpenAI or Anthropic, we use their API tiers that do not use your data for model training. We select data processing options that comply with UK GDPR requirements.

For full details on data handling, see our Privacy Policy.

4. AI-Generated Content on This Website

Some content on this website has been drafted with AI assistance and reviewed by our team before publication. This includes:

• Blog posts and guides — drafted with AI, reviewed and edited by our team for accuracy
• Page copy — AI-assisted drafting with human review for tone and factual accuracy
• Interactive tools — built with AI assistance, tested manually for correctness

All recommendations, case study details, and pricing information are verified by our team. We do not publish AI-generated content without human review.

5. Our Commitments to Responsible AI Use

As an AI consultancy, we have a responsibility to recommend AI use that is practical, honest, and appropriate:

• We will not automate what should stay human. Customer complaints, sensitive communications, and decisions requiring professional judgement should involve a person. We design systems with appropriate human oversight.
• We will be honest about limitations. AI tools make mistakes. We design systems that fail gracefully — escalating to humans rather than guessing when confidence is low.
• We will not oversell. If AI is not the right solution for a problem, we will say so. Our money-back guarantee on the AI Assessment reflects this — if we cannot find genuine time savings, we refund the fee.
• We will protect your data. We use enterprise-grade AI services with appropriate data processing agreements. We do not use your data to benefit other clients.
• We will stay current. AI capabilities change rapidly. We continuously evaluate new tools and update our recommendations based on what actually works for UK small businesses — not what is trending on LinkedIn.

6. Questions About Our AI Use

If you have questions about how we use AI in our services or how your data is handled, contact us at hello@heybrb.ai. We are happy to discuss our approach in detail before you engage with any of our services.