Halo Support Ltd – Our Use of Artificial Intelligence
At Halo Support Ltd, we value transparency and take data privacy seriously. This policy explains how and when we may use Artificial Intelligence (AI) tools in relation to customer data. It applies to Halo Support Ltd and its directors, Tom Lewis and Mark Haycock, as well as any future employees or contractors.
1. Purpose of Using AI
From time to time, we may use AI platforms such as (but not limited to) Google Gemini, ChatGPT, Apple Intelligence, or other similar technologies to assist with routine tasks like drafting responses, checking spelling and grammar, or improving the clarity of images supplied to us (for example, photos of Safeguarding Staff for use on school display boards or ID badges).
AI is only used to enhance the quality or presentation of materials—not to make decisions about customers, analyse personal data, or share information with third parties.
2. What This Policy Covers
This policy applies only to customer data that Halo Support may handle as part of our services or communications.
It does not apply to:
Any marketing or internal company materials.
Any data stored or processed on Halo Sign-in Systems.
Visitor records and other information held within Halo Sign-in systems are strictly governed by our GDPR Policy and are never accessed, transferred, or uploaded to AI tools for any reason. Should we ever need to view such data for troubleshooting or updates, this will only be done with prior customer approval and strictly in line with our GDPR commitments.
3. Image Enhancements
In some cases, a school or organisation may ask us to improve the quality of staff photos prior to them being used on the Halo Sign-in System (for example, to increase clarity or resolution).
In these situations:
We will only use AI tools after receiving written permission from the organisation.
The purpose will be enhancement only, not alteration.
Any edited or improved images will be shared with the customer for review and approval before they are used.
4. Responsible Use and Data Minimisation
When using AI platforms, we take steps to protect privacy and confidentiality at all times:
Only the minimum amount of information needed to complete a task is ever entered into an AI tool.
Wherever possible, data is anonymised or redacted before being used.
No confidential or identifiable customer data is uploaded to public or third-party AI systems without clear justification and appropriate safeguards.
5. Oversight and Accountability
All AI use within Halo Support is authorised and monitored by Tom Lewis, in his role as Data Protection Officer (DPO).
We ensure that any use of AI aligns fully with our GDPR Policy and our wider commitment to data security, integrity, and customer trust.
6. Ongoing Review
AI technologies continue to evolve, and this policy may be updated periodically to reflect best practices or operational changes. Any updates will be published on this page, and we encourage customers to check back for the latest version.
7. Questions or Concerns
If you have any questions about how Halo Support uses AI, please contact: