Privacy policy – AI in Social Care
Who I am
AI in Social Care is run by me, David Mance, as a sole trader, and I am the data controller for everything in this policy. That means I decide how and why your personal data is used, and I am responsible for looking after it. I also trade as Frank Care Marketing, which has its own privacy policy.
- Name: David Mance, trading as AI in Social Care
- Address: 18 Farnham Rd, Guildford GU1 4XA
- Email: david@aiinsocialcare.com
- ICO registration number: ZC001407
What this policy covers
This policy covers aiinsocialcare.com, the AI in Social Care podcast, my newsletter, webinars, enquiry and booking forms, calls with me, and the way I contact people in the care sector about my work. It is written to be read, so I have kept it plain.
It does not cover personal data I handle on behalf of a client during training or governance work. That is set out in the agreement we sign for that work.
What I collect, why, and my legal basis
I only collect what I need for the thing you have asked for or the thing I am doing. I do not sell your data or pass it on so that others can market to you.
| When you | What I collect | Why | Legal basis |
|---|---|---|---|
| Join the newsletter or a webinar through a Kit form | Name, email address, organisation and role if you give them, which form you used | Send what you signed up for, including joining details and follow-up | Consent |
| Send an enquiry or book a call | Name, email, organisation, your message, booking details | Reply, arrange the call and prepare for it | Legitimate interests (answering you) and steps you ask for before working together |
| Work with me as a client | Contact and invoicing details, the content of our agreement | Deliver the work, invoice you, keep accounts | Contract and legal obligation |
| Appear on the podcast | Name, role, organisation, bio, photo, your recording, contact details | Plan, record and publish the episode | Consent, recorded in our guest agreement or emails |
| Join a recorded call or webinar | Your voice, name and anything you say | See the section on calls, recordings and transcripts | Consent |
| Visit the website | Pages viewed, how you arrived, device and browser type, approximate location from your IP address | Understand which content is useful | Consent, through the cookie banner |
| See or click one of my ads | Cookie identifiers, pages visited, actions such as signing up | Measure whether ads work and show ads to people who have visited | Consent, through the cookie banner |
| Are contacted by me first | See the section on where else I get your details | Tell you about my work | Legitimate interests |
You can withdraw consent at any time. Every email has an unsubscribe link, and you can also ask me directly.
Calls, recordings and transcripts
I only record or transcribe a call with your permission. I record and transcribe some discovery calls, review calls and webinars so that I can listen properly, write up what was said accurately, and follow up.
- I tell you beforehand, in the booking or confirmation email, or I ask at the start of the call.
- If you say no, I do not record, and it makes no difference to whether we work together.
- Recordings and transcripts are stored in my secure cloud storage and are only seen by me.
- I may use AI tools to summarise a transcript or draft notes from it. See the next section.
- You can ask me to delete a recording or transcript of you at any time.
Podcast recordings are different, because they are made to be published. Guests agree to that before we record.
How I use AI tools
I use AI tools, including Claude from Anthropic, to help with my work, and I would rather tell you how than leave you guessing. Typical uses are summarising call transcripts, drafting write-ups and organising notes.
- I use personal data in an AI tool only when the task needs it, and I put in no more than the task needs.
- A person decides, always. AI output is a draft that I check and take responsibility for before it reaches you. I do not use AI to make automated decisions about you.
- I use account settings that stop the provider training its models on what I enter.
- Some AI providers are based outside the UK. See the section on who I share data with.
If you want to know which tools I use for what, ask and I will tell you.
Cookies, analytics and advertising pixels
Analytics and advertising cookies stay off until you accept them. When you first visit, a banner lets you accept or reject each type, and rejecting is as easy as accepting. The site works the same either way.
- Strictly necessary: these keep the site working and remember your cookie choice. They do not need your consent.
- Analytics: these tell me which pages are read and how people find the site. They are off until you accept.
- Advertising and measurement: pixels from the advertising platforms I use (for example Meta, LinkedIn or Google) that measure whether ads work and let me show ads to people who have visited. They are off until you accept. These platforms may combine the data with what they already know about you and use it under their own privacy policies.
- Embedded content: the podcast player and the booking tool are provided by other companies. Loading them can send your IP address and device details to those companies, and may set cookies of their own.
You can change your mind at any time using the cookie settings link at the bottom of every page. You can also block or delete cookies in your browser settings.
Who I share data with and where it goes
I share personal data only with the companies that help me run the business, and only what they need. They act on my instructions.
- Email and sign-up: Kit, which hosts the newsletter and webinar forms
- Website hosting and the tools that build and run the site
- Booking and calendar tools
- Analytics providers
- Podcast hosting and distribution platforms
- Call recording, transcription and webinar tools
- Cloud storage, email and document tools
- Accounting and invoicing software
- AI tools, as described above
Advertising platforms receive the data collected by their pixels if you accept advertising cookies. They are responsible for that data under their own policies. I may also share data with professional advisers, or where the law requires it.
Many of these companies are based in the United States. Where a provider is outside the UK, I choose ones that use a safeguard UK law recognises: the UK–US data bridge for certified US companies, or the ICO's international data transfer agreement or the UK addendum to the EU standard contractual clauses. If you want the full list of providers, ask and I will send it.
How long I keep data
I keep personal data only as long as I need it for the reason I collected it. After that I delete it or make it anonymous.
| Data | How long |
|---|---|
| Newsletter subscribers | Until you unsubscribe. I then keep your email address on a suppression list so you are not added again by mistake |
| Webinar registrations (if you did not join the newsletter) | 12 months after the event |
| Enquiries and booking messages that do not lead to work | 24 months |
| Call recordings | 90 days, then deleted |
| Call transcripts and notes (no work followed) | 24 months |
| Client records, agreements and notes | For the length of the work and up to six years after, in case of disputes |
| Invoices and accounts | The period tax law requires, usually up to six years |
| Podcast guest details | While the episode is live and for 12 months after. The episode stays published until you ask me to take it down |
| Business contacts I have approached | Up to 24 months after our last contact, or until you ask me to stop. I keep your name on a do-not-contact list so I do not approach you again |
| Analytics data | No longer than 14 months |
| Cookies | Their lifetimes are shown in the cookie settings |
Where else I get your details
Sometimes I contact someone in social care before they have contacted me, for example an owner, registered manager or senior leader. When I do, I use information that is public or professional: your LinkedIn profile, your organisation's website, CQC and Companies House records, and business contact information services.
- What I hold: your name, job title, organisation, work contact details and anything public that is relevant to why I am getting in touch.
- Why: to tell you about training and governance support that may be useful to you. My legal basis is legitimate interests, and I think a senior leader in care could reasonably expect to hear about this.
- How I contact you: by LinkedIn message or work email. I do not send marketing emails to individuals or sole traders unless they have agreed to receive them. Where I do email an organisation, I include a clear way to say no.
- When I first get in touch, I tell you where I found your details.
If you ask me to stop, I stop straight away and keep only enough to make sure I do not contact you again.
Your rights and how to complain
Under UK data protection law you have the right to:
- see the personal data I hold about you
- have it corrected if it is wrong
- have it deleted, in many cases
- ask me to restrict how I use it
- receive it in a format you can move to another service
- object to me using it, including for direct marketing, which I will always stop
- withdraw your consent at any time, without affecting anything done before you withdrew
To use any of these, email me at the address above. I will reply within one month and it will not cost you anything. I may need to check who you are first, so that your data does not reach the wrong person.
If you are unhappy with how I have handled your data, please tell me first so I can put it right. You can also complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113.
Security, other sites and changes
I keep your data secure by limiting access to it. I am the only person who handles personal data in this business, the site uses HTTPS, and I choose providers with their own security controls. If I ever bring someone in to help, they will be bound by confidentiality and only see what they need. If a breach is likely to put your rights at risk, I will report it to the ICO within 72 hours of finding out and tell you where the law requires it.
This site links to other sites, such as LinkedIn and podcast apps. They have their own privacy policies and I am not responsible for them. The site is written for working professionals and is not aimed at children.
I will update this page when something changes. Last updated: 14 October 2026.