AI Transparency Policy

GeekyBee builds and deploys AI-assisted systems for our own business and for clients. We believe people should know when they are interacting with AI, what it is for, and when a human is responsible for decisions that affect them. This policy should be read alongside our Privacy Policy, Cookies Policy, and Terms & Conditions.

Our approach

We use AI to improve efficiency, availability, and consistency — not to replace accountability. Where AI generates or suggests content, we aim to label it clearly, keep humans in the loop for important decisions, and design systems so errors can be corrected quickly.

This policy covers geekybee.net and describes our general practices. Individual GeekyBee products (for example WebMOT, ClinikoVAI, or Ovation) may have additional notices on their own domains or in separate client agreements.

Where we use AI

geekybee.net (this website)

• Sophia — website chat — an AI assistant on geekybee.net that answers common questions about our services and products, helps visitors find the right page, and can guide you to book a call or contact us. Messages you send in the chat may be processed to generate a response. Sophia is identified as AI in the chat interface.
• Sophia — telephone line — our 24/7 number (+44 1923 961 641) may be answered by an AI voice assistant for general enquiries, call routing, and out-of-hours support. Callers are informed they are speaking with an AI assistant. Office hours enquiries can be directed to our human team on +44 1923 981 249 (Mon–Fri 09:00–17:30).
• Website diagnostics and SEO tooling — internal and client-facing tools (including WebMOT) use automated analysis and, in some features, large-language-model assistance to summarise findings or suggest fixes. Outputs are advisory; a human should review recommendations before implementation on production systems.

GeekyBee software products

We develop and operate products that may use AI as a core or optional feature, including but not limited to:

• ClinikoVAI — AI phone reception for practices using Cliniko (delivered with our partner CFone Communications).
• Velvet Rope — AI-assisted comment moderation before content is published.
• WebMOT — automated site audits with AI-readiness checks and optional AI-generated briefs for developers.
• PropScope — property screening tools that may include AI-generated summaries or verdicts.
• PriorityFlow and other platforms — workflow tools that may offer AI-assisted triage, drafting, or prioritisation where enabled.

Each product’s sign-up flow, settings, or partner agreement should explain which AI features are active, what data they process, and how to contact support.

Professional services

When we deliver web development, automation, growth, or compliance work for clients, we may use AI tools internally — for example to draft code snippets, summarise documentation, analyse logs, or accelerate research. Deliverables remain the responsibility of GeekyBee and are reviewed by qualified staff before client delivery unless otherwise agreed in writing.

Data and privacy

Personal data processed by AI systems is handled in line with our Privacy Policy and UK GDPR. In summary:

• Chat, call, and form content you submit may be stored temporarily or logged for quality, training oversight, and support — depending on the channel and product.
• We do not sell personal data. We use processors (for example hosting, telephony, or model providers) under appropriate contracts where required.
• Where we use third-party AI APIs, we configure services to minimise unnecessary data retention and to avoid sending sensitive categories of data unless a signed agreement explicitly requires it.
• Product-specific privacy notices apply when you use a GeekyBee app on its own domain.

Human oversight and your choices

• You can always request a human by emailing info@geekybee.net, calling the office during business hours, or using the contact form to book a call.
• AI assistants are intended for general information and routing, not binding quotes, legal advice, medical advice, or emergency services.
• We do not use fully automated decision-making that produces legal or similarly significant effects about individuals without human review, except where a separate product agreement clearly describes such processing and lawful basis.
• Clients can ask us how AI was used in a specific deliverable or support interaction.

Limitations and accuracy

AI systems can be wrong, incomplete, or out of date. They may “hallucinate” plausible-sounding but incorrect facts. You should not rely on AI-generated responses alone for decisions about security, compliance, finance, health, or safety-critical systems.

Automated audit scores (including WebMOT) are indicators based on rules and heuristics at the time of the scan — not guarantees of search ranking, legal compliance, or business outcomes.

How we identify AI-generated content

• Sophia is labelled as an AI assistant in the website widget and on telephone channels where AI answers.
• Marketing copy on geekybee.net is written and reviewed by our team; where we publish AI-assisted drafts, we edit for accuracy before publication.
• Product interfaces that surface AI output should indicate when content is machine-generated or machine-suggested (wording may vary by product version).

Third-party AI providers

Depending on the feature, GeekyBee may use third-party infrastructure or model providers (for example cloud hosting, speech, or language-model APIs). We select providers with appropriate security and data-processing terms. Provider identities and regions may change as we improve services; material changes to how client data is processed will be reflected in product notices or client agreements.

Children

geekybee.net and our business services are directed at organisations and adults. We do not knowingly deploy AI features to profile children. If you believe a child has provided personal data through our AI channels, contact us and we will take appropriate steps.

Policy updates

We will update this policy when we introduce new AI features, change providers, or when law or guidance requires it. The “Last updated” date at the top will change accordingly.

Related policies

See also our Privacy Policy, Cookies Policy, and Terms & Conditions.

Contact details

Questions about this AI Transparency Policy or how we use AI?

• Email: info@geekybee.net
• Phone: 01923 981 249 (Mon–Fri 09:00–17:30)
• Sophia AI (24/7): 01923 961 641
• Post: GeekyBee Limited, Anglo-Dal House, 5 Spring Villa Park, Edgware, Middlesex, HA8 7EB, United Kingdom
• ICO registration: ZC199057