Privacy Policy

Becky Stevenson Consulting customer privacy notice

This privacy notice tells you what to expect us to do with your personal information.

Contact details Email - hello@beckystevenson.co.uk

What information we collect, use, and why {#collect}

We collect or use the following information to provide and improve products and services for clients:

  • Names and contact details

  • Addresses

  • Occupation

  • Usage data (including information about how you interact with and use our website, products and services)

  • Website user information

We collect or use the following personal information for the operation of client or customer accounts:

  • Names and contact details

  • Addresses

  • Purchase or service history

  • Account information, including registration details

  • Marketing preferences

We collect or use the following personal information for information updates or marketing purposes:

  • Names and contact details

  • Addresses

  • Marketing preferences

  • Website and app user journey information

  • IP addresses

We collect or use the following personal information for research or archiving purposes:

  • Names and contact details

  • Addresses

  • Purchase or client account history

  • Website and app user journey information

  • IP addresses

We collect or use the following personal information for dealing with queries, complaints or claims:

  • Names and contact details

  • Address

  • Payment details

  • Account information

  • Correspondence

Meeting Recording and AI Transcription Services {#ai-recording}

Data We Collect from Meetings

When we record business meetings using AI transcription services (including Tactiq.io), we may collect and process:

  • Audio recordings of meetings and conversations

  • Voice data and speech patterns of meeting participants

  • Names and identities of meeting participants

  • Content of discussions, presentations, and business conversations

  • Automatic transcripts generated by AI systems

  • Meeting metadata (date, time, duration, participant list)

  • AI-generated meeting summaries and action items

How We Use Meeting Data

We process meeting recordings and transcripts for the following purposes:

  • Creating searchable records of business meetings and decisions

  • Generating automated meeting summaries and action items

  • Facilitating follow-up on meeting outcomes and commitments

  • Maintaining business records for compliance and audit purposes

  • Improving team collaboration and project management

  • Training and performance evaluation where relevant to employment

Your Rights Regarding Meeting Recordings

You have the right to:

  • Access copies of meeting recordings and transcripts that include you

  • Rectify inaccurate transcripts or meeting records

  • Erase your data in certain circumstances

  • Restrict processing where you have concerns about accuracy

  • Object to processing for legitimate interests

  • Data portability to receive your meeting data in a structured format

AI Processing and Third-Party Services {#ai-processing}

Use of Tactiq.io and AI Transcription

We use Tactiq.io, a third-party AI transcription service, to process meeting recordings. This means:

  • Your voice and meeting contributions are processed by AI algorithms

  • Meeting transcripts are processed locally through your browser (Chrome extension)

  • You control where your transcription data is stored

  • AI systems automatically generate transcripts and meeting insights

  • For AI-powered features (summaries, action items), data may be processed by OpenAI's GPT models

  • Tactiq.io is based in Sydney, Australia and prioritises user privacy

AI Training and Model Improvement

Tactiq.io does not use your meeting data to train their AI models. However, when using AI-powered features (summaries, action items), your data may be processed by OpenAI's GPT models in accordance with OpenAI's data usage policies. Tactiq.io states that transcription processing is held only on your side and you control where your transcription is stored, and they'll never show you an ad or hand over your transcription to anyone who intends on doing so.

Your Choice About AI Training

With Tactiq.io, you have enhanced privacy controls:

  • Tactiq.io does not use your transcription data for AI training purposes

  • Transcription processing occurs locally on your device

  • For AI features using OpenAI, you can contact us at hello@beckystevenson.co.uk to discuss privacy options

  • You can control where your transcription data is stored

Automated Decision-Making and Your Rights {#automated-decisions}

AI-Generated Insights and Decisions

Our meeting AI tools may automatically:

  • Identify action items and follow-up tasks

  • Generate meeting summaries and key points

  • Analyse speaking time and participation levels

  • Flag important topics or decisions

Important: We do not use AI meeting analysis for solely automated decisions that significantly affect you, such as:

  • Employment decisions (hiring, firing, promotions)

  • Performance evaluations without human review

  • Project assignments based solely on meeting participation

Your Rights Regarding Automated Processing

You have the right to:

  • Object to automated processing of your meeting data

  • Request human review of any AI-generated insights about you

  • Contest automated decisions that affect you

  • Receive an explanation of how automated processing works

Lawful bases and data protection rights {#lawful}

Under UK data protection law, we must have a "lawful basis" for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO's website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO's website:

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information for research or archiving purposes:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for processing meeting recordings are:

  • Legitimate interests for business operations, record-keeping, and team collaboration

  • Consent where required for recording meetings with external parties

  • Employment contract for internal meetings involving employees

  • Legal obligation where meeting records are required for regulatory compliance

Where we get personal information from {#infofrom}

  • Directly from you

  • Meeting recordings and AI transcription services

How long we keep information {#retention}

General information: 12 months

Meeting recordings and transcripts:

  • Active projects: Until project completion plus 12 months

  • Business records: Up to 7 years for compliance purposes

  • Employee meetings: Duration of employment plus 6 years

  • Client meetings: As required by contract or legal obligations

Security Measures

We protect meeting data through:

  • Encryption of recordings during transmission and storage

  • Access controls limiting who can view meeting transcripts

  • Regular security audits of our AI service providers

  • Secure deletion of data when retention periods expire

Who we share information with {#share}

Others we share personal information with

  • Suppliers and service providers (e.g. contracted Virtual Assistant)

  • Tactiq.io (our AI transcription service provider based in Sydney, Australia)

  • OpenAI (for AI-powered features when used)

  • Google Drive where meeting data is backed up

  • Authorised employees and contractors who need access for business purposes

All third-party processors are bound by data processing agreements that require them to:

  • Process data only on our instructions

  • Implement appropriate security measures

  • Delete data when no longer required

  • Comply with UK GDPR requirements

International Data Transfers {#transfers}

Meeting data processed through Tactiq.io is handled with enhanced privacy controls. Tactiq.io is based in Sydney, Australia and processes transcription locally on your device. When AI-powered features are used, data may be processed by OpenAI (based in the United States) for generating summaries and action items. OpenAI provides adequate data protection safeguards. We ensure all international transfers comply with UK GDPR through appropriate safeguards.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we've used your data after raising a complaint with us, you can also complain to the ICO.

The ICO's address: Information Commissioner's Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF

Helpline number: 0303 123 1113 Website: https://www.ico.org.uk/make-a-complaint

ICO Registration Number - ZA339407

Last updated: 12th August 2025