Introduction

This notice gives you information on how Wirehouse protects your personal data in our use of Artificial Intelligence (AI) tools (software applications that incorporate AI technology).

We use AI tools in products owned by WorkNest. Personal data may be contained within the documents uploaded to the AI tools in use. When using AI tools to process personal data, Wirehouse is the data controller, and WorkNest, OpenAI and Microsoft are data processors.

This notice is supplemental to our privacy notice which you can view here.

This AI notice was last updated in March 2026.

Important information on technology

Our services leverage Microsoft Azure’s cloud platform and its suite of AI tools to deliver robust and scalable solutions. These tools enable us to provide advanced data processing capabilities, including machine learning, natural language processing, and predictive analytics.

Data processed using Azure’s AI tools may be shared with Microsoft, the provider of the platform, to facilitate the provision of services. Microsoft cannot access the data that is processed by our AI Tools. This means that your personal data is secure and cannot be accessed by Microsoft. WorkNest, whose tools we use, have a signed agreement in place with Microsoft to ensure that your personal data is protected and remains in the United Kingdom. 

Our services also utilise the OpenAI Assistants API to enhance user interactions through advanced artificial intelligence capabilities. Data processed through the OpenAI Assistants API may be shared with OpenAI, the provider of the API, to facilitate the generation of responses. Data sent to the OpenAI API is not used to train or improve OpenAI models.

Users of our AI Tools know to process personal data in accordance with UK data protection legislation and our data protection policies.

For more information please refer to Microsoft’s data privacy page here.

Client confidential data

We will sometimes process client confidential data when using the AI Tools. Users adhere to the highest standards of confidentiality and have internal policies and training to ensure compliance. Only Wirehouse and our processors who are authorised to do so, will have access to your client confidential data. If you request that we seek approval before using your client confidential data with the AI Tools, we will abide by such a request to the extent possible.

How we use AI tools in our services to you

AI-powered assistance in WorkNest products

Our employment law advisors, HR consultants, and health and safety consultants have access to an AI-powered assistance tool integrated into WorkNest’s CaseNest and SafetyNest systems. This tool aids in drafting responses to your enquiries, summarisation of documentation and drafting of documents. Every response is reviewed and edited by an expert in the relevant field before it is sent ensuring accuracy and reliability. This integration helps to speed up our responses, providing you with quick, high quality responses.

The AI assistance tool is powered by the OpenAI Responses API. 

We have chosen the lawful basis of legitimate interests to process your information in this way. WorkNest have completed a legitimate interests assessment to assess if the benefits of this processing outweigh any risks to you and your information.

Case summarisation

We use AI technology to generate summaries of cases in our case management system. This enables our advisers to quickly review and respond to queries, especially when cases are reassigned or picked up by new team members. Before any data is processed by the AI, personally identifiable information is anonymised. All data is transmitted securely and monitored to protect your privacy. We rely on legitimate interests as our lawful basis for this processing.

Email classification

We use an AI-powered system to classify incoming emails sent to our advisers, helping us prioritise and manage your queries efficiently. Email content and classification data are stored securely and are only accessible to authorised WorkNest and Wirehouse staff. This system supports compliance, auditability, and continuous improvement through adviser feedback, and your data is always handled in line with our confidentiality policies and UK data protection law. 

The AI assistance tool is powered by the OpenAI Responses API. 

We rely on legitimate interests as our lawful basis for this processing.

Transcription and meeting summaries

When you speak with our employment law advisors in a meeting on Microsoft Teams, we may record the conversation. We will ask for your consent before we record the meeting and you are welcome to decline. If you choose to decline, this will not negatively impact your service during the call. If you give consent to record a meeting, we will use an AI tool to create a transcription and meeting summary of the call, so that Wirehouse colleagues can review the content of the meeting quickly and easily in future. This helps Wirehouse ensure that we have all the information we need to advise you in future.

The transcription and summary service are provided by Microsoft Teams and Microsoft Teams Premium. Microsoft cannot access the data that is processed on behalf of WorkNest.

We have chosen the lawful basis of legitimate interests to process your information in this way. WorkNest have completed a legitimate interests assessment to assess if the benefits of this processing outweigh and risks to you and your information.

Email and document drafting

We use AI technology to assist our employment law advisors in preparing client emails and related documents. The AI supports advisers by analysing incoming correspondence and relevant case information to suggest draft responses and documents. These suggestions are designed to help advisers work efficiently and maintain consistency across communications. All AI-generated drafts are strictly reviewed, edited, and approved by an advisor before being sent to clients or shared externally. The advisor remains fully responsible for the accuracy, appropriateness, and quality of all final communications. All data is transmitted securely, with appropriate monitoring and safeguards in place to protect your privacy. 

The AI assistance tool is powered by the OpenAI Responses API.

We rely on legitimate interests as our lawful basis for this processing.

Your data, your choice

You can opt out of your information being processed in any of the ways listed above by contacting dataprotection@worknest.com.

For more information on ways we process your data or for a copy of our internal AI policy, please contact our Data Protection Officer at dataprotection@worknest.com. 

Or you can write to: 

Data Protection Officer

WorkNest 

Woodhouse 

Church Lane 

Aldford 
Chester  

CH3 6JD