Privacy Notice – BriefBase

This Privacy Notice explains how BriefBase Ltd (“BriefBase”, “we”, “our”, “us”) collects, uses, and protects your personal data when you use our platform or services. It replaces the download-only version and is suitable for public release in compliance with UK GDPR and ICO guidance.

BriefBase platform is currently operating in a testing/closed beta phase. Features and process may evolve; this Privacy Notice reflects our current practices and will be updated as required.

By using the platform, you acknowledge and consent to BriefBase processing your personal data as described in this Privacy Notice.

1. Who We Are

Business name: BriefBase Ltd
Registered office: 5 Colway Rise, Colway Lane, Lyme Regis, Dorset DT7 3HJ
Contact email: support@briefbase.ai
Role: We are the data controller of information you provide through the BriefBase platform.

2. What Data We Collect

During internal testing or early-access use, we may temporarily collect identifiable information (such as names or case details) solely for system testing and product improvement. This data is accessible only to authorised developers involved in improving conversation accuracy and functionality. It is not anonymised during testing but is securely stored, used only for internal evaluation, and deleted once testing concludes. In any event the data will be deleted after 30 days. We will never reuse, publish, or train external AI systems with any personal data, and no personal details are used in the live production version of BriefBase.
We collect and process the following personal data when you use BriefBase:

• Information you provide on the platform (your description of your legal situation).
• Personal identifiers (name, email, contact details)
• Device and technical data (IP address, browser type, cookies)
• Special category data: Because you may describe legal issues, your data may include sensitive details such as health, ethnicity, religion, union membership, sexual orientation, or criminal allegations. Please avoid entering sensitive information unless it is strictly necessary for your query.

You should avoid including unnecessary personal or third-party information unless relevant to your legal issue. By using our chat or submitting information, you confirm that you have read and understood this Privacy Notice and that you consent with Us collecting and processing the data. You can withdraw consent at any time by emailing Our contact for support at support@briefbase.ai. Withdrawal does not affect prior lawful processing.

Test data helps improve conversation logic, system performance, and the quality of solicitor-ready briefs. It is never used for marketing, commercial AI training, or shared with third parties.

3. Why We Use Your Data

We use your data for the purposes below and rely on the listed lawful bases:

• To provide the service - generate a structured legal brief for your personal use and provide customer support for your queries.
• Improve and secure our platform.
• Analytics and non-essential cookies
• To meet legal and regulatory requirements

BriefBase uses secure AI systems to help structure and summarise your input. These systems operate under strict data processing agreements and do not store your information for model training. We never use your information to make automated decisions about you or to market other services. BriefBase does NOT currently transmit briefs or client data to solicitors or other third parties except for those mentioned in Clause 5.

4. Lawful Basis for Processing

We only process personal data where we have a valid lawful basis under UK GDPR, we do not currently transmit briefs or client data to other third parties except for those mentioned in Clause 5.

• Contract - providing the service you request – We process data that is necessary to generate and deliver your legal brief, operate your account (where applicable), and provide support you request.
• Consent – When you voluntarily enter information into the platform.
• Explicit Consent – If you wish to include special category information (e.g., health information, ethnicity etc). We will use such data only to generate your brief and provide support you ask for.
• Legitimate Interests – We process limited data to monitor performance, maintain security, and fix bugs. We have balanced these interests against your rights and freedom.
• Legal Obligation – We may process data where necessary to comply with our legal obligations (for example, responding to lawful requests from public authorities).
• Your Choices and Withdrawals – Where we rely on consent, you can withdraw it any time by emailing our support at support@briefbase.ai.

5. Sharing Your Data

We only share your data in limited circumstances:- We may share your personal data only with service providers (e.g., Supabase, Vercel, Google Cloud) who host or process data under GDPR-compliant contracts. - Where required by law (e.g., to courts or regulators). Brief Base does NOT sell your data. We do NOT currently share user data or briefs with solicitors. Users may choose to share downloaded briefs independently.

6. International Transfers

Some data processing may occur in the United States under the UK–US Data Bridge (adequacy decision). If data is transferred outside the UK/EEA, we use safeguards such as:

• The UK International Data Transfer Agreement, or
• The EU–US Data Privacy Framework.

7. How Long We Keep Your Data

• User case input and briefs: 30 days, unless deleted sooner.
• Contact or account data: until you request deletion.

8. Your Rights

You have the following rights over your personal data:

• Access – to obtain a copy of your personal data we hold.
• Rectification – to correct inaccurate data.
• Erasure – this is your right to be forgotten; you can request deletion by contacting our support email.
• Restriction – to have processing restricted.
• Objection – to object processing based on our legitimate interests.
• Portability – To receive the personal data you provided to us in a structured format.
• Withdraw Consent – we rely on your consent; you may withdraw it any time by communicating such withdrawal. Withdrawal would not affect processing carried out lawfully before withdrawal.
• Complaint - You also have the right to lodge a complaint directly with the Information Commissioner’s Office (ICO) at any time. We would appreciate the chance to address your concerns first. Requests can be made to: support@briefbase.ai

9. Security Measures

We take appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing and accidental loss, destruction or damage.

10. Children’s Data

BriefBase is intended for users aged 18 and above and is not designed for children. We do not knowingly collect, use, or store personal data about individuals under 18, and we do not target our service to them.

• Access restrictions – You must be at least 18 to use the services.
• Upload and content – Please do not upload or otherwise share children’s personal data. If your case genuinely requires processing a child’s data, you are responsible for ensuring you have a lawful basis for providing such information (for example., parental/guardian consent).
• Parental / Guardian requests – If you believe a child has provided us with personal data, you may request deletion of such data by contacting our support email.

11. Data Protection Contact

Email: support@briefbase.ai

12. Complaints

If you are unhappy with how we process your data, please contact us first so we can try to resolve the issue. You can also complain directly to the Information Commissioner’s Office (ICO): ico.org.uk · Tel: 0303 123 1113

Version 1.3 – Updated November 2025. © BriefBase Ltd. All rights reserved.