The Example Organisation

An AI assistant is a software tool that uses artificial intelligence to understand questions asked in natural language and provide relevant, accurate answers based on a defined knowledge base. Think of it as an always-available, knowledgeable colleague who can answer questions instantly.

Our assistants are trained only on approved organisational content - they don't make things up or search the internet.

Key differences:

• Controlled knowledge: Our assistants only know what we teach them from your approved content. ChatGPT can access general internet knowledge.
• UK hosting: All data stays in the UK. ChatGPT processes data internationally.
• No training on your data: Your conversations don't train the underlying AI model.
• Clear boundaries: Our assistants know their limits and when to signpost to humans.
• GDPR compliant: Built for UK organisations with data protection in mind.

Yes. We take data protection seriously:

• All data is hosted and processed within the United Kingdom
• Conversations are not stored by default - only if you choose to save them
• Full GDPR compliance with data minimisation principles
• Encryption in transit and at rest
• Regular security audits

See our Security & Privacy page for full details.

No. AI assistants provide information and guidance, but they cannot and should not make decisions on behalf of staff or the organisation.

They can explain policies, clarify processes, and signpost to appropriate support - but final decisions always rest with humans who have full context and professional judgement.

If an assistant doesn't have the information to answer a question, it will say so clearly rather than guessing. It will then:

• Suggest where you might find the information
• Direct you to appropriate human support
• Clarify what it can help with instead

This transparency is built in by design - we'd rather an assistant admits its limits than provide incorrect information.

The AI uses natural language processing (NLP) to understand the intent behind your question, identify key terms, and match them to relevant information in its knowledge base. It doesn't need exact keywords - it understands context and can handle questions phrased many different ways.

All data is hosted within the United Kingdom on secure cloud infrastructure. We do not transfer personal data outside the UK without explicit consent and appropriate safeguards.

This is particularly important for public sector, charity, and healthcare organisations that must maintain data sovereignty.

Yes. AI assistants can be deployed in several ways:

• Website widget: Embedded chat interface on your website
• Intranet integration: Available within your internal systems
• WordPress plugin: Easy integration for WordPress sites
• API access: Custom integration with your platforms

The right approach depends on your technical environment and user needs.

Typical timeline:

• Week 1-2: Discovery - understand your needs, content, and users
• Week 3-4: Knowledge base creation - gather and structure your content
• Week 5: Initial training and testing
• Week 6: User acceptance testing with your team
• Week 7: Launch with monitoring and refinement

Simpler deployments can be faster; complex multi-assistant systems may take longer.

Yes. You maintain control over what the assistants know. When your policies, procedures, or information change, you can update the knowledge base. We provide training on how to do this effectively, or we can manage updates for you as part of ongoing support.

Costs vary based on:

• Number of assistants needed
• Complexity of knowledge base
• Number of users/queries per month
• Integration requirements
• Level of ongoing support

We provide tailored quotes based on your specific needs. Contact us for a detailed discussion.

We typically work on a 12-month initial contract to allow the assistants to be properly embedded and their value demonstrated. After that, contracts can be renewed on flexible terms.

We also offer pilot projects for organisations who want to test the approach before full deployment.

Ongoing support typically includes:

• Knowledge base updates when your content changes
• Performance monitoring and optimization
• Usage analytics and insights
• Technical support and troubleshooting
• Regular review meetings
• Platform updates and improvements

No specialist AI knowledge is required. If you can:

• Update a document
• Review and approve content
• Use basic web interfaces

...you can manage the assistant's knowledge base. We provide full training and documentation.

Yes, absolutely. Public sector organisations benefit from:

• UK data hosting (meets public sector requirements)
• GDPR compliance by design
• Accessibility features built in
• Transparent decision-making (no black box AI)
• Clear audit trails

We understand public sector governance requirements and procurement processes.

Charities often operate with limited resources and face high demand. AI assistants help by:

• Providing 24/7 information to service users
• Reducing repetitive queries to stretched staff
• Supporting volunteer onboarding and training
• Improving accessibility for diverse service users
• Maintaining consistency across multiple sites/services

Yes, for non-clinical purposes such as:

• HR policies and procedures
• Administrative guidance
• Staff onboarding and training
• Internal communications

Important: Our assistants are not designed for clinical decision support or patient-facing medical advice. They complement (never replace) professional healthcare judgement.

Education providers use AI assistants for:

• Staff onboarding and continuous professional development
• Administrative query handling
• Policy and procedure clarification
• Supporting learner services

Learning assistants help reinforce training without replacing teachers or assessors.