Culturistics AI Privacy Notice
Last updated: 17 August 2026
1. About this notice
Culturistics uses artificial intelligence tools, including ChatGPT Business and custom GPTs, as part of our consultancy, research, knowledge-management, training and client work.
This notice explains the additional privacy considerations that arise when we use AI. It supplements our Privacy Notice, which explains how Culturistics handles personal information more generally.
If a client agreement, project-specific privacy notice or other written arrangement contains more specific requirements, those requirements will also apply.
2. How we use AI
We use AI as a professional working tool to help us:
- research, analyse and retrieve information;
- work with our accumulated professional knowledge and methodologies;
- develop ideas and materials;
- support consultancy, workshops and training;
- prepare reports, presentations and other professional content; and
- create interactive tools and custom GPTs.
For our professional use of ChatGPT, Culturistics uses a ChatGPT Business account rather than a personal account. OpenAI states that data submitted through its business products is not used to train its models by default.
Culturistics has also entered into OpenAI’s Data Processing Addendum (DPA). This sets out contractual data-protection obligations for OpenAI when it processes personal data on our behalf and includes provisions supporting compliance with UK and EU data-protection requirements, including arrangements for international transfers.
We chose these business and contractual arrangements as part of our approach to protecting client, confidential and personal information when using AI.
These arrangements support, but do not replace, Culturistics’ own responsibilities for deciding when and how it is appropriate to use personal or confidential information with AI.
3. Client, confidential and personal information
Some of our work involves client information, professional records or personal information.
We aim to use only the information reasonably necessary for the task and take particular care with information that is confidential, personally identifiable, commercially sensitive or otherwise sensitive.
Where appropriate, we may anonymise, pseudonymise, summarise or minimise information before using it with an AI system.
Client confidentiality requirements and agreed contractual restrictions take precedence over this general notice.
Our private internal GPTs and knowledge resources are not intended to make one client’s confidential material available to another client or to the public.
4. Culturistics GPTs used by other people
We may create custom GPTs for clients, workshop participants, training delegates or other users.
Unless we tell you otherwise, you use these GPTs through your own ChatGPT account. Culturistics does not ordinarily receive or retain the content of your individual conversation simply because we created the GPT.
How your conversation is stored and processed within ChatGPT may depend on your own OpenAI account, plan and settings.
Please avoid entering information that is unnecessarily sensitive or confidential, particularly information about other people, health information, passwords or security credentials, legally privileged material, confidential client information or information you are not authorised to disclose.
5. Actions, APIs and external services
Some GPTs may connect to another service using an Action, API, App or other integration.
When this happens, information needed to perform the requested task may be sent from ChatGPT to that external service.
Where a Culturistics GPT uses such an integration and personal information may be involved, we will provide appropriate information about what the integration does and any significant additional privacy implications.
Where necessary, a particular GPT may therefore have additional privacy information of its own.
6. Human judgement and responsible use
AI systems can produce incomplete, inaccurate or inappropriate results. We do not assume that an AI-generated answer is correct simply because it appears confident or convincing.
AI may support our research, analysis and professional judgement, but responsibility for Culturistics’ professional work remains with Culturistics.
We do not currently use our custom GPTs to make solely automated decisions about individuals that produce legal or similarly significant effects.
We do not normally ask users of general-purpose GPTs to provide special-category or highly sensitive personal information. Where a particular professional engagement genuinely requires such information, we will consider separately whether its use is necessary and what additional safeguards are appropriate.
7. Further information
Our Privacy Notice explains more generally:
- why we process personal information;
- the lawful bases we rely upon;
- how long we retain information;
- how we protect it;
- international processing where relevant; and
- your data-protection rights.
Questions about Culturistics’ use of AI or personal information can be sent to:
Culturistics Ltd