PiK Management Services · Last updated: 13 September 2026
This policy explains how PiK Management Services ("PiK", "we", "us") collects, uses, stores and protects personal data. It covers people who visit our website, enquire about our services, and clients who engage us. It also explains how we handle data belonging to our clients' own customers when we act on our clients' behalf.
We are committed to processing personal data lawfully and transparently in line with the UK GDPR and the Data Protection Act 2018.
1. Who we are
PiK Management Services is a UK-based provider of AI-assisted operations and personal-assistant services. For any privacy matter, contact us at pikmanagementservices@outlook.com.
2. What data we collect
From website visitors and enquiries
Contact details you provide (name, email, phone, business name)
The content of your enquiry or messages to us
Basic technical data (e.g. browser type) if analytics are enabled
From clients (during service delivery)
Account and access credentials you authorise us to connect (e.g. email, messaging, booking tools)
Business information needed to configure and run your service
Messages, bookings, and admin data flowing through the connected accounts
Your customers' data (processed on your behalf)
When we run communications or admin for a client, we may process personal data belonging to that client's customers (e.g. names, contact details, message content). In this capacity we act as a data processor and the client is the data controller. This is governed by a separate Data Processing Agreement.
3. How we use data and our lawful basis
To respond to enquiries — lawful basis: legitimate interests / steps prior to a contract.
To provide our services — lawful basis: performance of a contract.
To operate connected accounts on a client's instruction — lawful basis: the client's instruction under our processor agreement.
To meet legal and accounting obligations — lawful basis: legal obligation.
To improve and secure our service — lawful basis: legitimate interests.
4. AI processing and sub-processors
Our service uses third-party AI and infrastructure providers to function. Data necessary to perform a task may be sent to these providers for processing. Our current key sub-processors include:
Anthropic — AI language model processing
Google — AI language model / embedding processing
DigitalOcean — server hosting/infrastructure
Microsoft — email and calendar services, where connected
We select providers that do not use your data to train their models on inputs sent through their business APIs, and we keep this list current. A full up-to-date sub-processor list is available on request.
5. Data storage, security and location
Access to connected accounts is limited to what is needed to deliver the agreed service.
Credentials and data are stored on secured, access-controlled infrastructure.
Some processing may occur outside the UK/EEA via our sub-processors; where it does, we rely on appropriate safeguards (such as UK/EU-approved transfer mechanisms).
You can revoke our access to any connected account at any time.
6. Data retention
We keep personal data only as long as necessary for the purpose it was collected, to run the service, or to meet legal obligations. On termination of a client engagement, we delete or return client and end-customer data within a reasonable period unless we are legally required to retain it.
7. Your rights
Under UK data protection law you have the right to access, correct, delete, restrict, or object to the processing of your personal data, and the right to data portability. To exercise any right, email pikmanagementservices@outlook.com. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.
8. Changes to this policy
We may update this policy from time to time. The "last updated" date above reflects the current version.