AI Governance Policy

Plexo Logic Ltd (Company No: 16940619) uses artificial intelligence as a core part of the services we deliver to clients and the systems we operate internally. This policy sets out how we approach the use of AI responsibly, with reference to transparency, data protection, and human oversight.

This policy covers AI systems operated by Plexo Logic Ltd, including those used in client-facing services such as our Pulse marketing control centre, content generation engines, competitive intelligence tools, and any AI-powered features on our websites.

1. Our AI Principles

The following principles guide how we use AI across our services and systems:

• Transparency. We are open about where and how AI is used in our services. We aim to inform clients and website visitors when they are interacting with AI-generated content or AI-powered features.
• Human oversight. We aim to ensure that AI systems do not make significant decisions without human review. Client-facing content goes through a review and approval process before publication, and we build human checkpoints into automated processes where the output affects people.
• Data protection. Where AI systems handle personal data, we aim to follow UK GDPR requirements. This includes considering data minimisation, purpose limitation, and storage limitation as part of the design process.
• Proportionality. We use AI where it delivers genuine value, not for its own sake.
• Accountability. Plexo Logic Ltd takes responsibility for AI governance across our services and systems.

2. How We Use AI

Plexo Logic Ltd uses AI in the following areas:

• Content generation. AI assists in drafting blog articles, social media posts, and marketing copy for both our own platforms and client services. AI-generated content is reviewed and approved by a human before publication.
• Competitive intelligence. AI systems analyse publicly available data to monitor competitor activity, keyword rankings, and market trends. This is not intended to involve the collection or processing of personal data.
• Lead tracking and attribution. AI assists in attributing website enquiries to their source content and channel. This uses aggregated analytics data and does not involve profiling individuals beyond standard web analytics.
• Website features. AI may power interactive features on our websites, such as voice agents or chat assistants. Where this is the case, visitors are informed that they are interacting with an AI.

3. Data Protection and UK GDPR

Not all of our AI use involves personal data. Competitive intelligence and content generation, for example, typically work with publicly available information. Where personal data is involved, we follow the requirements of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

• Lawful basis. We aim to identify a lawful basis for processing personal data, typically legitimate interest or consent depending on the context.
• Purpose limitation. Personal data collected for one purpose is not repurposed for AI training or other uses without explicit consent. Client data provided for marketing services is used for delivering those services.
• Data minimisation. We configure AI systems to process only the data required for their function, and we do not knowingly collect or retain personal data beyond what is necessary for the stated purpose.
• Storage and residency. Where we control the storage of client data, we use UK or EU-based infrastructure. Where third-party AI tools are involved, we review their data residency policies as part of our vendor assessment (see Section 5).

We are also aware of the extraterritorial reach of the EU AI Act. None of the AI systems we currently operate fall within its high-risk or prohibited categories. We keep an eye on developments in both UK and EU AI regulation and will update our practices as needed.

For full details on how we handle personal data, see our Privacy Policy.

4. Human Oversight and Decision-Making

Our intention is that AI does not make significant decisions affecting individuals without human involvement. In practice:

• Content generated by AI goes through a human review and approval process before publication or distribution to clients.
• Competitive intelligence reports are reviewed for accuracy before being shared with clients.
• We do not intentionally use AI to make decisions about pricing, eligibility, or access to services without human involvement.
• Where AI-powered features interact with website visitors (such as chat or voice agents), we aim to provide clear disclosure and, where practical, an option to speak with a human.

5. Third-Party AI Tools

Plexo Logic Ltd uses third-party AI services as part of our technology stack. We cannot fully control how third-party providers handle data once it reaches their systems, but we take reasonable steps to evaluate them before adoption. Where a third-party tool will process personal data, we consider the following factors:

• Whether the provider offers a Data Processing Agreement that meets UK GDPR requirements
• Where data is processed and stored
• Whether data can be exported or deleted on request
• Whether the provider uses input data to train its own models, and whether this can be disabled

Where a tool does not handle personal data (for example, content generation using publicly available information), a full assessment may not be necessary.

6. Client Data and Confidentiality

Client data provided to Plexo Logic Ltd for the purpose of delivering services is treated as confidential. We do not use client data to train AI models, share it with other clients, or use it for any purpose beyond delivering the agreed services. Where third-party AI tools are involved in processing client data, we select providers whose terms prohibit the use of input data for model training, though we acknowledge that enforcement of third-party terms ultimately sits with those providers.

7. Policy Review and Updates

We aim to review this policy periodically and update it as needed to reflect changes in our AI systems, the regulatory environment, or industry best practices. The date of the most recent update is shown at the top of this page. Where material changes affect the services we provide to clients, we will endeavour to communicate those changes.

8. Questions and Contact

If you have questions about how Plexo Logic Ltd uses AI, how your data is processed by our AI systems, or anything covered in this policy, please contact us at Show email address →