Privacy policy
Updated 26 September 2026
This notice covers theaiconsultant.co.uk and our Instagram messaging integration, AI Consultant ChatbotX (also displayed as AI Consultant ChatbotX-IG), operated at chatbot.theaiconsultant.co.uk.
For privacy questions or a deletion request, email [email protected]. Jump to deletion instructions.
Who is responsible
Cowen Edutainment Ltd, company number 09735571, trades as The AI Consultant. Paul Cowen is your contact for this service and for requests about your personal information. We are the controller for the website enquiries and business-account conversations described here. Work performed for a client under their instructions may be covered by a separate agreement and privacy notice.
Information we receive
- Enquiries: your name, email address, business details and anything you choose to include in an email or enquiry. The website contact form opens your email application; sending the resulting email sends those details to us.
- Instagram interactions: when you contact or interact with our connected professional account, Meta can provide your Instagram identifier, username, profile information, message or comment content, attachments, timestamps and delivery or interaction events permitted by its API.
- Connected account details: the account owner authorises access to professional-account profile and media information, comments and messages. The integration stores account identifiers and access credentials needed to maintain that connection.
- Website use: hosting and security services receive technical request information such as IP address, browser details and requested pages. Optional analytics can also record pages viewed, device information and interactions with the site.
Please do not send passwords, payment-card details or sensitive personal information in an Instagram message or enquiry.
Why we use it
We use enquiries and conversations to answer questions, provide requested information, deliver our services and keep relevant correspondence. The ChatbotX integration brings Instagram conversations into our business inbox and supports comment and message replies, including configured automatic replies.
We rely on steps towards a contract or performance of a contract where applicable, and legitimate interests in responding to enquiries, maintaining business correspondence and protecting the service. Optional website analytics rely on your consent. Records needed to meet a legal obligation are handled on that basis.
The current Instagram pilot uses configured messaging functions; an AI model is not enabled in that pilot. Its replies do not make decisions with legal or similarly significant effects on you. You can contact Paul by email if you want a person to handle your enquiry.
Who handles the information
Paul and authorised people helping operate the business may handle relevant correspondence. The website uses Hostinger hosting and Cloudflare delivery and security services. Our ChatbotX instance runs on our VPS; its database and file storage hold integration and conversation data. Email providers process correspondence sent to our enquiry address.
Meta processes Instagram activity under its own privacy policy. When you permit optional website analytics, Google Analytics and PostHog receive analytics information. PostHog is configured with its EU endpoint and input masking. We may disclose information where required by law or necessary to deal with a legal claim.
Some suppliers operate internationally. Their privacy information describes processing locations and applicable transfer arrangements. Contact us for details of the suppliers and safeguards relevant to your information; this notice does not mean that all processing is confined to the UK.
How long information is kept
We keep correspondence while an enquiry or service relationship is active and for any further period needed to handle follow-up, disputes or applicable record-keeping duties. The criteria are the purpose of the record, whether the matter is resolved and any legal need to retain it. Pilot account and conversation data are reviewed when the pilot ends or the account is disconnected. Disconnecting an account stops future authorised access; it does not by itself erase records already stored.
You can request deletion at any time. If some information must be retained, we will explain why and restrict its use to that purpose. Backup copies may remain until replaced in the normal backup cycle and should not be used to restore data already marked for deletion into routine use.
Request deletion of Instagram or other data
- Email [email protected]. A subject such as “Data deletion request” is helpful but not required.
- Include your Instagram username or the email address used to contact us, and describe the information you want removed. Do not send your password.
- We may ask for proportionate information to confirm that the request relates to you. We will normally respond within one calendar month and explain any permitted extension or reason information must be retained.
The connected-account owner can also revoke the integration in Instagram’s Apps and Websites settings. Revocation and deletion are separate: email us to remove stored information as well. Deleting our copy does not delete information held independently by Meta or by another recipient of a message.
Your choices and rights
Depending on the circumstances, you can request access, correction, deletion, restriction or a portable copy of your personal information. You can withdraw consent without affecting earlier processing. Providing enquiry details is voluntary, but we may be unable to respond without contact information or the details needed to answer your question.
You can object to processing based on legitimate interests and to direct marketing. Contact us at the email above.
If you are unhappy with our response, you can raise a concern with the Information Commissioner’s Office, the UK regulator.
Changes to this notice
We will update this page when the service or its data use changes. The date at the top identifies the current version.