Privacy Policy

Privacy Policy

At SIM7, the security of your data is our priority. We respect your privacy and are committed to handling your personal information responsibly, transparently and in accordance with data protection legislation.

What Information We Hold

We collect and retain information necessary to maintain a professional relationship with our clients and contacts. This may include:

  • Contact name
  • Company name
  • Postal address
  • Email address
  • Telephone number
  • Social media handles

This information is typically collected when you enquire about our services, become a client, or sign up to receive communications from us.

How We Use the Information We Hold

We use your personal data to:

  • Communicate with you about projects, proposals, or services we are providing
  • Respond to enquiries or requests
  • Invite you to relevant SIM7 events or initiatives
  • Share specific service updates or information that we believe may be of legitimate interest to you

We do not use your data for general or unsolicited marketing without your explicit consent. Email newsletters are distributed according to GDPR guidance.

How We Use AI and Your Data

We use a small number of AI tools (such as ChatGPT, Claude and others) to assist with ideation, research, summarisation and early-stage drafting. These tools help us work more efficiently and creatively, but all outputs are reviewed and approved by a member of the SIM7 team before delivery.

We do not input personal, sensitive or confidential information into public AI systems unless we have your explicit consent. Where AI is used to process content you have provided (for example, summarising interview transcripts), it is done securely and with appropriate safeguards in place.

If you prefer that we do not use AI in relation to your materials, you may inform us at any time and we will adapt our approach accordingly.

To learn more, please see our AI Policy, which outlines in more detail how we use AI in our work with clients.

Legal Basis for Processing

Under the UK GDPR, we only process personal data where we have a legal basis to do so. These bases may include:

  • Consent – when you have opted in to receive specific communications
  • Contractual necessity – where processing is required to fulfil a service agreement
  • Legitimate interests – for example, keeping in touch with past clients or improving our services, provided such interests are not overridden by your rights

Protecting Your Personal Information

All personal data is stored securely in password-protected systems. Access is restricted to authorised personnel only. Any processing of data using AI tools is carried out on secure platforms with privacy controls enabled.

International Data Transfers

Some of the tools and services we use — including AI platforms and cloud-based systems — may store or process data outside the UK. When this happens, we make sure your personal information is still protected.

We only work with providers who meet recognised data protection standards. Where required, we use legally approved safeguards (such as standard contract terms) to ensure your data stays secure and is handled in line with UK privacy laws.

Data Sharing

We do not share your personal information with third parties for marketing or advertising purposes.

We may share limited, relevant information with trusted suppliers — for example, delivery names and addresses when sending printed materials or registering software. These suppliers are required to handle your data securely and only for the purpose specified.

Data Retention

We retain personal data for as long as is necessary to maintain a business relationship, provide services, or comply with legal or financial obligations.

If you request that we delete your data, we will do so unless there is a legitimate or legal reason for us to retain it.

Your Rights

You have the right to:

  • Request access to the personal data we hold about you
  • Request correction of inaccurate or incomplete data
  • Request erasure of your data, under certain conditions
  • Object to or restrict specific types of processing
  • Request transfer of your data (data portability) in some cases

To exercise any of these rights, please contact us using the details provided below.

AI Disclaimers and Risk

While we use AI tools to support internal processes and creative development, no final work is delivered to clients without human review and approval. AI tools may occasionally produce outputs that contain inaccuracies or reflect unintended bias. We encourage all clients to review deliverables before publication, especially in technical or regulated contexts.

Changes to This Policy

We review this privacy policy regularly to reflect evolving legal requirements and business practices. The latest version will always be available.

Contact

If you would like to request access to your data, exercise any of your rights, or have questions about how we handle your personal information, please contact:

SIM7 Ltd
Studio 3 The Fire Station
82 – 84 York Road
Bedminster
Bristol BS3 4AL
Email: sim@sim7creative.co.uk
Telephone: 0117 239 9371

Updated May 2025 to reflect SIM7’s use of AI and alignment with our Client AI Policy.