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    Privacy Policy

    Last updated: 5 November 2026

    1. Who we are

    This privacy policy explains how Focus AI Studio Ltd, trading as Focus AI Studio (“we”, “us”, “our”), a company registered in England and Wales with company number 17485741 and registered office at Unit 55 Lakes Industrial Park, Lower Chapel Hill, Braintree, Essex, CM7 3RU, collects, uses and protects personal data when you visit thefocusaistudio.com or engage with our services. The company was founded and is run by Maria Fethers, who is also its practitioner. Focus AI Studio Ltd is the data controller for the personal information described here. For any privacy question, contact hello@thefocusaistudio.com.

    2. What data we collect

    We may collect the following types of personal data:

    • Contact details you provide through enquiry, assessment, consultation or capacity calculator forms, such as name, email, telephone number and company
    • Answers you give in the AI Opportunity Assessment form, described in section 5
    • Business context you share during enquiries, consultations, calls or written correspondence
    • Payment information where you buy a service or resource, processed by our payment provider. We do not store card details directly
    • Communications you send by email, telephone or through any form on our websites
    • Data captured through voice AI interactions, including call recordings and transcripts, where applicable
    • Technical data collected automatically when you visit the site, including IP address, device, browser, pages viewed and referrer

    3. How we collect your data

    We collect data through:

    • Enquiry, assessment and free tool forms on thefocusaistudio.com and other Focus AI Studio sites
    • Direct email and telephone communications
    • Voice AI tools integrated into our services
    • Payment processing
    • CRM and accounting records maintained for the business
    • Social media interactions where you contact us directly

    4. Why we use your data

    We process personal data for the following purposes:

    • To respond to enquiries and provide the services you have requested, including F.O.C.U.S Strategy Day, F.O.C.U.S Build and F.O.C.U.S Advise
    • To review assessment submissions and prepare internal recommendations or proposals, as described in section 5
    • To provide the free resources and tools we publish, and to return the results or summary you asked for
    • To send transactional email such as session confirmations and capacity calculator summaries
    • To process payments and maintain financial records
    • To improve the site, our services and the client experience
    • To meet legal, accounting and regulatory obligations

    5. The AI Opportunity Assessment

    The assessment form collects your contact details (name, email, optional phone), your business name and description, country and town or region, your website or a public business page, optional social profiles, and your answers about how the business runs, what you have tried, time lost, goals, timing, budget range and decision role. Please do not include confidential personal or client data, passwords or sensitive documents.

    When you submit, your answers are first stored in our private hosting and backend system. The full set of answers is then emailed to Maria for review and saved as a contact and a note in GoHighLevel, our CRM. Our hosting and backend provider and our transactional email provider take part in this process. If you changed an earlier answer so that a follow-up question no longer applied, anything you had typed there is also sent, labelled as audit history rather than as a current answer.

    Maria may use ChatGPT (provided by OpenAI) to help research the publicly available information about your business and to prepare internal recommendations or a proposal. A person reviews this work before anything is shared with you. No report is produced or sent to you automatically, and submitting the form does not guarantee any particular outcome or a response within a set time.

    The acknowledgement you tick before submitting confirms you understand how your details will be reviewed and that we may contact you about your assessment. It is not consent to marketing. We process assessment data because you have asked us to look at your business (steps taken at your request before any contract) and in our legitimate interest in responding to enquiries and offering relevant services.

    6. Legal basis for processing

    Under UK GDPR we process personal data on the basis of: your consent where given (for example, marketing contact), performance of a contract or steps you ask us to take before entering one, our legitimate interests in running and improving the business, and legal obligation. Where we rely on consent you can withdraw it at any time.

    7. Voice AI and call data

    Some services include voice AI tools. If you interact with a voice AI agent associated with our work:

    • Your call may be recorded and transcribed for quality, training and follow-up purposes
    • The content of your call, including any personal information you share, is processed and stored within the platform used for that engagement
    • You will be informed at the start of any AI-handled call that you are speaking with an automated assistant
    • If you do not wish your call to be recorded or processed in this way, you may end the call at any time and contact us directly at hello@thefocusaistudio.com

    8. Third-party tools and data processors

    We do not sell personal data. We use service providers to run the business, including:

    • GoHighLevel: CRM, automation, forms and voice AI
    • OpenAI (ChatGPT): research and drafting assistance, used and reviewed by Maria
    • Stripe: payment processing
    • Xero: accounting and invoicing
    • Hosting and backend, transactional email delivery and analytics providers

    Each provider processes data under its own terms, privacy policy and data processing arrangements. We choose providers that offer data protection safeguards, but the settings and commitments that apply are set by each provider.

    9. International transfers

    Some of our providers are based in, or process data in, countries outside the UK, including the United States. Where personal data is transferred outside the UK, we rely on a lawful transfer mechanism such as UK adequacy regulations, the UK International Data Transfer Agreement or Addendum, or another safeguard permitted under UK GDPR. You can ask us for more information about the safeguards used.

    10. How long we keep your data

    We aim to keep personal data only for as long as it is needed. Our current retention aims are:

    • Enquiry and assessment data where no engagement follows: normally up to 12 months after our last contact about the enquiry
    • Client records: generally 6 years after the relationship ends, where needed for legal, tax or accounting purposes
    • Voice call recordings and transcripts: normally 90 days, unless an active engagement needs them for longer
    • Marketing contact data: until you withdraw consent or ask to be removed

    These are guidelines, not automatic cut-off dates. Actual need or legal obligations may require a shorter or longer period, and deletion is a manual review across the systems involved (our mailbox, GoHighLevel and our other providers). Copies held by providers, for example in their own logs or backups, follow their own retention.

    For assessments, the temporary copy held in our backend is removed once the email to Maria has been accepted for sending and the GoHighLevel note has been checked. If either step does not complete, that copy is kept so the submission is not lost and is marked for removal after 30 days, but that removal is not yet guaranteed to happen automatically.

    You can request deletion at any time, subject to any legal retention requirements.

    11. Your rights

    Under UK GDPR you have the right to access, correct, delete, restrict, port or object to the processing of your personal data, and to withdraw consent. To exercise any of these rights, email hello@thefocusaistudio.com. We respond within one month, which can be extended where the law allows. You can also complain to the UK Information Commissioner’s Office at ico.org.uk.

    12. Data security

    We apply reasonable technical and organisational measures to protect personal data, with access controls on the platforms we use. Payment data is handled by our payment provider and is not stored on our systems. No online service is fully secure, so we cannot guarantee absolute security.

    13. Cookies

    Our websites use cookies and similar technologies for essential site function and basic analytics. You can manage or disable cookies through your browser settings at any time.

    14. Changes to this policy

    We may update this privacy policy from time to time. The current version is available at thefocusaistudio.com/privacy-policy, and the last updated date above reflects any material change. Significant changes are communicated directly to active clients.

    15. Contact

    Focus AI Studio Ltd, registered in England and Wales, Company No. 17485741. Registered office: Unit 55 Lakes Industrial Park, Lower Chapel Hill, Braintree, Essex, CM7 3RU. Email: hello@thefocusaistudio.com. Website: thefocusaistudio.com. Founded and run by Maria Fethers.