Legal
Privacy Policy.
Effective Date: 14 August 2026 · Last Updated: 14 August 2026
WarrenCoAI ("WarrenCoAI", "we", "us", or "our") respects your privacy and is committed to protecting your personal data.
This Privacy Policy explains how we collect, use, process, disclose, retain, and protect personal data when you visit our website, communicate with us, use our AI services, submit information to us, or otherwise interact with WarrenCoAI.
This Privacy Policy is intended to address the requirements of applicable data protection legislation, including the UK General Data Protection Regulation ("UK GDPR"), the Data Protection Act 2018, and, where applicable, the EU General Data Protection Regulation ("EU GDPR") and applicable US privacy laws including the California Consumer Privacy Act, as amended ("CCPA/CPRA").
01Who We Are
For purposes of applicable data protection legislation, WarrenCoAI generally acts as the data controller when determining the purposes and means of processing personal data for our own business purposes.
Controller details
WarrenCoAI
2 Bennett Close
Redlynch, Wiltshire
United Kingdom
Email: contact@warrencoai.org
For privacy enquiries, data-subject requests, or questions concerning this Privacy Policy, please contact us using the email address above.
02Information We Collect
Depending on how you interact with WarrenCoAI, we may collect the following categories of personal data.
2.1 Contact information
This may include:
- Name
- Email address
- Telephone number
- Business or organisation information
- Correspondence information
- Other information you voluntarily provide
2.2 AI inputs and conversations
When you use our AI services, we may process:
- Prompts
- Questions
- Instructions
- Messages
- Conversation history
- Information contained within conversations
- AI-generated responses associated with your interactions
- Feedback
- Information used to configure AI agents
- Other content submitted through our AI services
2.3 Payment information
Where you purchase our services, we may process information necessary to administer payments and transactions.
We do not ask users to submit passwords, banking credentials, PINs, authentication codes, or payment-card security information through ordinary AI conversations.
Where payment information is processed by a third-party payment provider, that provider may process the information under its own privacy policy and applicable contractual arrangements.
2.4 Technical information
Depending on how our services are accessed, technical information may be processed, including:
- IP address
- Browser type
- Device information
- Operating system
- Timestamps
- Security information
- Diagnostic information
03How We Use Personal Data
We may process personal data for the following purposes:
- Providing our AI services
- Responding to user requests
- Operating and maintaining our services
- Managing customer relationships
- Processing AI conversations
- Configuring and improving AI agents
- Developing and improving AI workflows
- Evaluating AI performance
- Identifying errors and inappropriate outputs
- Providing customer support
- Processing payments and transactions
- Maintaining security
- Preventing fraud, abuse, and unauthorised access
- Complying with legal obligations
- Maintaining business records
- Sending permitted marketing communications
We will not knowingly use personal data for purposes incompatible with the purpose for which it was collected unless permitted or required by applicable law.
04GDPR Article 13/14 Data Processing Table
Where UK GDPR or EU GDPR applies, the following table summarises our principal processing activities.
| Processing activity | Personal data | Purpose | Lawful basis |
|---|---|---|---|
| Enquiries and communications | Name, email, telephone number, correspondence | Respond to enquiries and communicate with users | Legitimate interests / steps prior to entering into a contract |
| AI services | Prompts, inputs, conversations, account information | Provide requested AI services | Performance of a contract / legitimate interests |
| AI configuration and improvement | AI inputs, conversations, feedback, knowledge sources | Configure, evaluate and improve AI services and agents | Legitimate interests, where applicable |
| Customer administration | Contact details, correspondence, account information | Manage customer relationships and provide support | Contract / legitimate interests |
| Payment administration | Payment and transaction information | Process and administer payments | Contract / legal obligation |
| Security | Technical information, account information, interaction information | Prevent fraud, misuse and security incidents | Legitimate interests / legal obligation |
| Legal compliance | Relevant personal data | Comply with legal and regulatory obligations | Legal obligation |
| Marketing | Contact information and marketing preferences | Send permitted marketing communications | Consent or legitimate interests, depending on circumstances |
| Privacy requests | Identity and contact information and request records | Process data-subject requests | Legal obligation |
Where we rely on legitimate interests, we will consider whether the processing is necessary and proportionate and whether the individual's rights and freedoms override our interests.
05AI Data & Training
5.1 AI services
WarrenCoAI provides AI-powered services that process information submitted by users.
When you interact with a WarrenCoAI AI service, your prompts, messages, conversation history and other information you provide may be processed to provide the requested service.
AI interaction data may also be used to help us:
- Configure AI agents
- Improve AI workflows
- Develop knowledge bases
- Improve prompts and system instructions
- Evaluate AI performance
- Identify errors
- Test AI functionality
- Improve accuracy and reliability
- Develop and improve WarrenCoAI services
5.2 WarrenCoAI AI development
Where appropriate and lawful, WarrenCoAI may use information derived from AI interactions to improve the specific AI services, agents, workflows, knowledge bases, or systems operated by WarrenCoAI.
This may include information used to create or update:
- Knowledge bases
- FAQs
- Prompts
- System instructions
- AI workflows
- Response examples
- Business information
- Other materials used to improve AI performance
This processing does not mean that WarrenCoAI authorises the use of your private conversations to train a generalized public large language model.
06HighLevel and AI Processing
WarrenCoAI uses HighLevel as a technology and service provider in connection with certain aspects of our website, customer-management, automation, communications, and AI services.
Where WarrenCoAI determines the purposes and means of processing, WarrenCoAI acts as the data controller and HighLevel acts as a data processor on our behalf, subject to the applicable Data Processing Agreement.
The WarrenCoAI/HighLevel processing relationship is intended to operate under an Article 28 GDPR-compliant Data Processing Agreement.
HighLevel may process personal data according to WarrenCoAI's instructions and the services we have configured.
HighLevel's stated privacy practices provide that, when acting as a processor for its customers, it does not use customer Personal Information to train generalized public AI models. HighLevel also states that its AI subprocessors are instructed to use customer data for the specific services being provided.
Accordingly, processing of your personal data through HighLevel does not, by itself, mean that your private conversations are used to train a generalized public AI model.
HighLevel's AI functionality may process conversation history, configured instructions, training data and knowledge sources when providing AI services.
WarrenCoAI remains responsible for determining how information is used within the WarrenCoAI services that we configure and operate.
07AI Conversation Data
AI conversation data may include the information you voluntarily submit during an interaction.
We may retain conversation records for purposes including:
- Providing conversation history
- Maintaining and operating the service
- Customer support
- Troubleshooting
- Security
- Quality assurance
- AI service improvement
- AI agent configuration
- Workflow development
- Other legitimate business purposes
Third-party platforms used to provide our services may retain conversation records in accordance with their own technical architecture, contractual arrangements, backup systems, and retention procedures.
Where our systems provide functionality for manual or automated deletion, we may delete or anonymise conversation data when it is no longer required.
08Information You Should Not Submit
Unless specifically required for a particular service, you should not submit highly sensitive or confidential information through our AI services.
This includes:
- Passwords
- Banking credentials
- Authentication codes
- Payment-card security information
- Health information
- Biometric information
- Special category personal data
- Confidential information belonging to another person
- Information that you are not authorised to disclose
If you provide personal data relating to another person, you are responsible for ensuring that you have an appropriate lawful basis or other authority to provide that information.
09Automated Decision-Making
WarrenCoAI does not currently use AI systems to make decisions about individuals that produce legal effects or similarly significant effects solely through automated processing.
We therefore do not currently rely on automated decision-making of the type addressed by Article 22 UK GDPR/EU GDPR.
If this changes, we will review the applicable legal requirements and update this Privacy Policy where appropriate.
10Third-Party Providers
Our principal technology provider is:
HighLevel
HighLevel may provide infrastructure and functionality relating to:
- Customer relationship management
- Communications
- Automation
- Website functionality
- AI functionality
- Conversation management
- Related services
We may also use additional providers in the future, including:
- Payment providers
- Banking providers
- Hosting providers
- AI technology providers
- Communications providers
- IT providers
- Security providers
- Professional advisers
Where required by law, we will enter into appropriate data-processing agreements with relevant processors.
11International Data Transfers
Some personal data processed through our service providers may be transferred to or processed in countries outside the United Kingdom or European Economic Area.
HighLevel's international transfer arrangements may include recognised data-transfer mechanisms such as:
- EU-US Data Privacy Framework arrangements
- UK-US Data Privacy Framework arrangements
- Standard Contractual Clauses
- Other appropriate contractual or legal safeguards
HighLevel's platform infrastructure may involve secure US-based infrastructure.
Where applicable data protection law requires safeguards for international transfers, WarrenCoAI will seek to ensure that an appropriate transfer mechanism is in place.
12Data Retention
We apply a purpose-based approach to retention.
| Data | Retention approach |
|---|---|
| Contact information | While reasonably necessary to manage the relationship and comply with legal/business requirements |
| Customer information | During the customer relationship and for as long as reasonably necessary afterwards |
| AI conversations | While reasonably necessary to provide, maintain, secure, support, evaluate and improve the relevant services |
| AI development information | While reasonably necessary for the relevant development, evaluation or improvement purpose |
| Marketing preferences | As necessary to respect marketing choices and maintain suppression records |
| Payment records | For the period required by applicable accounting, tax and legal obligations |
| Privacy requests | For as long as reasonably necessary to demonstrate compliance |
| Security information | For as long as reasonably necessary for security and incident-management purposes |
HighLevel may retain chat logs and conversation data according to the configuration of the relevant WarrenCoAI account and its applicable platform retention mechanisms.
Where technically available, WarrenCoAI may manually or automatically purge information that is no longer required.
Where information is stored in backups, deletion may not immediately remove every copy from backup systems.
13Data Security
We use reasonable technical and organisational measures designed to protect personal data against:
- Unauthorised access
- Accidental loss
- Destruction
- Alteration
- Misuse
- Unauthorised disclosure
Measures may include:
- Access controls
- Authentication and password protections
- Account security measures
- Restricted access
- Reputable third-party technology providers
- Appropriate transmission security
- Procedures for responding to suspected security incidents
No online service can guarantee absolute security.
14Your Privacy Rights
Depending on applicable law, you may have the right to:
- Access your personal data
- Correct inaccurate information
- Request deletion
- Request restriction of processing
- Object to certain processing
- Request data portability
- Withdraw consent where processing is based on consent
- Opt out of direct marketing
To exercise a right, contact: contact@warrencoai.org
We may need to verify your identity before processing your request.
Your right to deletion is not absolute. We may retain information where legally required or where we have another lawful basis for doing so.
15Right to Object to AI Improvement
Where WarrenCoAI processes personal data for AI development, evaluation, or service improvement based on legitimate interests, you may have the right to object depending on the circumstances and applicable law.
Requests can be submitted to: contact@warrencoai.org
We will assess the request in accordance with applicable data protection legislation.
16Marketing
You may opt out of marketing communications at any time by:
- Using the unsubscribe mechanism provided in a marketing communication
- Contacting contact@warrencoai.org
Opting out of marketing does not prevent us from sending essential service, security, transactional, or legally required communications.
17Cookies and Analytics
WarrenCoAI does not currently intentionally use separate analytics services such as Google Analytics or Meta Pixel.
Our website and third-party providers may nevertheless use technically necessary cookies or similar technologies required to operate, secure, and provide our services.
Where consent is legally required for non-essential cookies, we will obtain appropriate consent.
18Children
Our services are not intended for individuals under 18.
We do not knowingly seek to collect personal data from children under 18.
If you believe a child has provided personal data to WarrenCoAI, contact: contact@warrencoai.org
19Payments
WarrenCoAI may process information necessary to administer payments for our services.
Where payment processing is handled by a third-party provider, that provider may process payment information under its own privacy policy and applicable contractual arrangements.
Users should not provide payment-card numbers, PINs, banking passwords, or authentication credentials through AI conversations.
20California Privacy Rights
Where CCPA/CPRA applies, California residents may have additional rights, including rights to:
- Know/access certain personal information
- Request deletion
- Request correction
- Opt out of sale or sharing where applicable
- Limit certain uses of sensitive personal information where applicable
- Receive equal treatment when exercising applicable rights
WarrenCoAI does not intend to sell personal information for monetary consideration.
Requests may be submitted to: contact@warrencoai.org
21Business Customer Processing
Where WarrenCoAI processes personal data on behalf of a business customer, that customer may determine the purposes and means of processing.
In those circumstances, the customer may be the data controller and WarrenCoAI may act as a data processor.
Our processing will then be governed by the relevant customer agreement, Data Processing Agreement, and applicable data protection legislation.
22Data Breaches
If WarrenCoAI becomes aware of a personal data breach, we will assess the incident and take appropriate steps to contain, investigate, and remediate it.
Where required by applicable law, we will notify the relevant supervisory authority and affected individuals within the applicable statutory timeframe.
23Complaints
If you are located in the United Kingdom, you have the right to complain to the Information Commissioner's Office (ICO) if you believe your personal data has been handled unlawfully.
You may contact us first so that we can attempt to resolve your concern, but you are not required to do so before contacting the relevant supervisory authority.
Individuals in the European Economic Area may also have the right to complain to their relevant national data protection supervisory authority.
24Changes to This Privacy Policy
We may update this Privacy Policy to reflect:
- Changes to our AI services
- Changes to our technology providers
- Changes to our data-processing practices
- Changes to applicable legislation
- New services
- Changes to our business
We will update the "Last Updated" date when changes are made and may provide additional notice where appropriate.
25Contact Us
For privacy questions, deletion requests, objections, access requests, or other data protection matters:
WarrenCoAI
2 Bennett Close
Redlynch, Wiltshire
United Kingdom
Email: contact@warrencoai.org