AI Assistant Privacy Policy

1. Introduction

Manchester Martial Arts LTD ("we", "our", or "us") provides an AI-powered chatbot assistant (the "AI Assistant") that helps you find and book kickboxing classes through messaging platforms including Facebook Messenger, Instagram, and WhatsApp. This privacy policy explains how we collect, use, and protect your information when you interact with our AI Assistant.

2. What is the AI Assistant?

Our AI Assistant is an automated conversational agent powered by large language models (LLMs). It can:

• Answer questions about Temple Martial Arts classes and locations
• Help you find clubs near you
• Assist with booking taster sessions
• Provide information about class schedules and instructors

While the AI Assistant uses advanced technology to understand and respond to your messages, it operates according to programmed guidelines and may occasionally make errors or misunderstand requests.

3. Information We Collect

4. How We Use Your Information

We use the information collected through the AI Assistant for the following purposes:

• To provide conversational assistance and answer your questions
• To process and confirm your taster session bookings
• To improve the AI Assistant's accuracy and helpfulness
• To identify and fix technical issues or errors in responses
• To send booking confirmations and reminders (if you opted in)
• To train and improve our AI models (with personal identifiers removed)
• To comply with legal obligations

5. Third-Party Platforms

Our AI Assistant operates on third-party messaging platforms. Your use of these platforms is also subject to their own privacy policies:

• Facebook Messenger & Instagram: Meta Platforms, Inc. (Privacy Policy)
• WhatsApp: WhatsApp LLC (owned by Meta) (Privacy Policy)

We have no control over and assume no responsibility for the privacy practices of these third-party platforms.

6. AI Model Processing

Your messages may be processed by third-party AI service providers (such as OpenAI or Anthropic) to generate responses. We take the following precautions:

• Conversations are processed securely via encrypted connections
• We use enterprise-grade AI services with strong privacy commitments
• Personal data is minimised where possible in AI model requests
• We do not permit AI providers to use your data for their own model training without your consent

7. Data Retention

We retain your conversation data and booking information as follows:

• Conversation logs: Stored for up to 90 days for quality assurance and service improvement, then automatically deleted unless required for an active booking
• Booking information: Retained for up to 12 months after your taster session, or longer if you become a member
• Anonymised conversation data: May be retained indefinitely for AI training and service improvement (with all personal identifiers removed)

8. Data Sharing

We share your information only with:

• The specific Temple Martial Arts club you've selected for your booking
• AI service providers who process conversations to generate responses
• Messaging platform providers (as necessary for message delivery)
• Communication providers for booking confirmations and reminders (if opted in)
• Legal authorities when required by law

We never sell your personal information to third parties.

9. Data Security

We implement appropriate technical and organisational measures to protect your information, including encryption in transit and at rest, access controls, and regular security audits. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

10. Your Rights

You have the right to:

• Access your conversation history and booking information
• Request correction of inaccurate information
• Request deletion of your data (subject to legal requirements)
• Object to processing of your data
• Stop using the AI Assistant at any time
• Lodge a complaint with the Information Commissioner's Office (ICO)

11. Children's Privacy

The AI Assistant is designed to be used by adults (18+) booking classes for themselves or their children. We do not knowingly collect information directly from children under 13. If you are booking children's classes, you must be the parent or legal guardian providing consent.

12. AI Limitations and Accuracy

While our AI Assistant strives for accuracy, it may occasionally provide incorrect information or misunderstand requests. Important decisions and bookings are always confirmed with human staff. Please contact us directly if you notice any errors or have concerns about information provided by the AI Assistant.

13. Changes to This Policy

We may update this AI Assistant Privacy Policy from time to time. Changes will be communicated through the AI Assistant or posted on our website with an updated "Last updated" date.

14. Contact Us

If you have questions about this AI Assistant Privacy Policy or your data, please contact us at: