AI Policy
Version 2.0 · Last updated: 21 October 2026
MadyHR uses artificial intelligence in several places. This page sets out exactly where, what data is involved, and the limits we place on it. It forms part of our Terms & Conditions.
Where we use AI
| Feature | What it does |
|---|---|
| Ask Mady | Answers questions from employer users about their own company's records and about UK HR topics |
| Document and letter drafting | Produces draft letters and documents from a template and the details you give |
| Compliance reminders | Writes the wording of reminders about expiring documents |
| Chat on madyhr.ai | Answers visitors' questions about MadyHR from our own public pages |
Deciding which documents need attention is done by a rule engine, not an AI model. It applies fixed rules to dates and record states. It does not predict, score or profile anyone. The only AI step is writing the reminder's wording, and the AI is told only the type of document and how long until it expires, never who it belongs to. The name and date are added afterwards, inside MadyHR.
The chat on madyhr.ai works only from the text of our own public pages and legal documents. It has no access to any account or customer data.
What Ask Mady will not do
Ask Mady is a tool for employers. It is available only to signed-in users of an employer account, and it answers about that account's own records and about general UK HR matters.
Ask Mady does not give immigration advice. It will not tell any individual whether they qualify for a visa, settlement or citizenship, whether their leave is valid, or what they should do about their own immigration position. Giving immigration advice in the UK is regulated by the Immigration and Asylum Act 1999 and is restricted to registered advisers and qualifying lawyers. MadyHR is HR software and is not registered to give it. Where a question touches on an individual's immigration status, Ask Mady points to the official GOV.UK guidance and recommends a regulated adviser.
Ask Mady does not give legal advice. It can explain what a record says and what published guidance requires in general. It cannot tell you whether a particular change is reportable, whether a particular check was valid, or what the law requires in your particular case. Those are decisions for you, with professional advice where the consequences are serious.
Which AI provider we use
We use the Anthropic Claude API and no other AI provider. Anthropic is listed on our Subprocessors page.
Our commitments
Your data is not used to train AI models. We use the Anthropic API under Anthropic's Commercial Terms, which provide that Anthropic does not train its models on customer content submitted through the API.
We do not submit feedback containing your data. Anthropic's terms allow content to be used for model improvement where a customer voluntarily submits feedback or bug reports. MadyHR does not submit conversation feedback to Anthropic, so this route does not apply to your data.
Retention is short. Anthropic deletes API inputs and outputs from its systems within 30 days by default.
We send the minimum. Only the information a feature actually needs is sent. National Insurance numbers and bank account details are never sent to the AI service. When Ask Mady answers a question about one employee, the employee's name is replaced with a label before the question leaves MadyHR and put back into the answer when it returns, so the name is not sent either.
No automated decisions. MadyHR does not make decisions about your employees by automated means. Every AI output is a draft, a suggestion or an alert for a person to review, edit and act on. Nothing an AI feature produces takes effect on its own.
No scoring of individuals. MadyHR does not produce risk scores, flight-risk predictions, performance rankings or similar assessments of individual employees. If we ever build a feature that does, we will assess it under Article 22 UK GDPR and tell you before it ships.
Where AI processing happens
Anthropic processes data in the United States. This is an international transfer, and we rely on the UK International Data Transfer Addendum to the EU Standard Contractual Clauses.
Everything else in MadyHR, including your database and your uploaded documents, stays in the European Union.
Accuracy
AI output can be wrong. A drafted letter may contain a mistake. An answer from Ask Mady may be out of date or may not fit your situation.
Treat every AI output as a first draft. Read it before you send it, and take proper advice on anything with legal consequences. MadyHR is HR software, not a law firm, and nothing an AI feature produces is legal advice.
Turning AI features off
If you would prefer not to use the AI features at all, email support@madyhr.ai and we will disable them for your account. The rest of MadyHR works without them.
Changes
We will update this page when our use of AI changes, including if we add or change AI provider. Material changes are notified to customers by email.
Contact
MAKZEE LTD
383 High Street, Cowdenbeath, KY4 9QW, United Kingdom
support@madyhr.ai
Previous version: 1.0, 22 September 2026. Changes in 2.0: assistant renamed Ask Mady; new section on what Ask Mady will not do (immigration and legal advice); transfer wording simplified; document storage location added.