EverWellAI – Privacy Notice

Who we are.

EverWellAI Ltd (“EverWellAI”, “we”, “us”) is a UK company providing an AI-assisted supervision transcription service for social care teams.

  • Legal entity: EverWellAI Ltd (Company No. 16701230)

  • Registered office: 33 Kinghorne Road, Barnard Castle, DL12 8GZ, United Kingdom

  • Privacy contact/DPO: privacy@everwellai.co.uk

  • Role: Controller for our website, accounts, security logs and support; processor for supervision recordings/transcripts handled on behalf of client organisations.

How we handle your data.

  • For supervision recordings, transcripts and generated notes, we usually act as a data processor for our customer (your employer/organisation). They decide the purposes and legal bases; we process under contract and their instructions.

  • For our website, user accounts, security logs and support, we are the data controller.

What we collect (summary).

Account details (name, work email), authentication data, security/event logs, website analytics (if you consent), and any information you send to us for support. Supervision content (audio/transcripts) is processed on behalf of your organisation.

Why we use it.

To provide and secure our service (contract/legitimate interests), respond to enquiries (legitimate interests), meet legal obligations, and—only with consent—run non-essential analytics on the website.

Sensitive & children’s data.

Supervision content may include special category data (e.g., health) or information about children. We apply enhanced safeguards, minimise/redact where possible, and support controllers’ legal bases (e.g., employment/social care/safeguarding) and Appropriate Policy Documents.

Who we share with (processors).

UK/EU-hosted services including AssemblyAI (EU ASR), Mistral (EU LLM), Supabase (EU—Frankfurt), Railway (EU PaaS), n8n (EU automation) and Google Workspace for email/docs. Contracts and security measures are in place.

Where we process it.

Primarily in the UK/EU. If support access outside the UK/EU is ever required, we use SCCs/UK Addendum and supplementary safeguards.

How long we keep it.

Audio is kept only until transcription is verified (typically ≤14–30 days); transcripts are kept per your organisation’s policy. Account/support and logs are kept for defined, limited periods.

Your rights.

You can request access, correction, deletion, restriction, portability, and object to certain processing. For supervision content, please contact your organisation (the controller); for website/account/support data, contact privacy@everwellai.co.uk. You can complain to the ICO if you’re unhappy with our response.

More info.

Read our full Privacy Policy and Public RoPA Summary.