Policies & Terms & conditions

Revised by Pocket Watch Assistant Ltd September 2024

CLIENT BUSINESS TERMS AND CONDITIONS

// DEFINITIONS
In these Client Business Terms and Conditions, the following words shall have the following meanings:
• “Client” means you the Client who would like to work with Pocket Watch Assistant Ltd
• “Assistant” means Tracey the Pocket Watch Assistant Ltd Owner
• “Team” means a person, individual, business or other entity acting as a an associate and or
subcontractor to Pocket Watch Assistant Ltd for the purposes of providing the Services to the Client
on behalf of Pocket Watch Assistant Ltd 

// OUR AGREEMENT
These Client Business Terms and Conditions supplement our Virtual Assistant Agreement.
The Assistant and or nominated Team will start work when the Client accepts the proposal and the agreement
is signed and returned to the Assistant. As the Client you can accept by letting the Assistant know that you
accept the proposal, or by asking the Assistant to start work following the signing of the agreement.
No-one can process Personal Data for the Client until the Client has given written data processing instructions
attached to the agreement. The Client must complete the data processing form sent with the agreement.
The Services to be provided are set out in the proposal and agreement. They can be amended by exchange of
emails or by issuing a revised agreement. 

// OPERATIONAL HOURS
The Client will generally not control the time and manner of work that the Assistant and or Team
undertakes. Specific times will be discussed and the Assistant and or Team will only be agreed when
time allows to ensure that there is no interference with Services provided to any other clients of the
Assistant and or Team.

Usual working hours:
The Assistant is usually available during Monday – Thursday between 9.00am and 5.00pm. The
Assistant does not provide Services from Friday – Sundays or on all major UK bank holidays unless
otherwise agreed in advance. Working hours with the Assistant’s Team, should be discussed with the
Team in question.
Alternative arrangements will be discussed and made for UK bank holidays and or when occasional
routine adjustment is required and otherwise unavoidable. Reviewed as required.
// LOCATION
The Assistant and or Team shall provide the Services virtually in such places and locations as the
Assistant and or Team consider appropriate to the type and nature of the requirements of the Client.
The Assistant and or Team may use their own systems to undertake these Services and or potentially
using remote access to the Client’s systems and or software, whichever fits best to fulfil the Services
required.

All works will be saved on Client’s own systems. In the event this is not possible, the Assistant and
or Team will only then save works to the Pocket Watch Assistant Ltd Microsoft 365 system –
Onedrive.

The Assistant and or Team should ensure logging out at the end of any remote access session and or of any other tasks.

We also use Kirmada for Client Workspaces. The Assistant has a main login for the system, with
individual Client Workspaces created within. The Team will be invited to access Client Workspaces
for those they are working with and for those they may need to cover from time to time. The
Assistant remains in control of the Workspace as a whole. The Workspace will be used to access
Clients systems, to view data agreements, handover documents, time track and save any Client
documentation that is not saveable on the Clients own system. Kirmada’s primary data storage is
located at Fairfax House, Chipping Norton, Oxford, Oxfordshire OX7 5SR, GB 

For mailbox management, Clients are advised to discuss systems used when the Assistant or Team is
maintaining a mailbox for them on their own systems. 

// CLIENT OBLIGATIONS
During performance of the Services the Client will:
1 Co-operate with the Assistant and or Team as the Assistant and or Team reasonably requires.
2 Provide the information and documentation that the Assistant and or Team reasonably requires.
3 Ensure that the Client’s staff and agents co-operate with and assist the Assistant and or Team.
4 To ensure to respond to the Assistant and or Team in a timely manner to allow them to carry out
their work.
5 Ensure Assistant and or Team have access to any required software, any new software required for
your business to be at Client’s own expense.
6 Proofreading and final sign off – it is the responsibility of the Client to finalise checks and give overall
approval to the Assistant and or Team.
7 Any feedback information published to the Assistant’s social media platforms will only be done so by
the Client. By publishing any feedback information, the Client gives automatic authorisation to the
Assistant to republish and reuse the information on the Assistant’s website or in any other manner
which the Assistant deems appropriate.
8 The Client may not control when the Assistant and or Team carries out the Services, unless a suitable
time is discussed that works for the Assistant and or Team, to be agreed between the Parties in
writing.
9 The Client will not act as a manager; the Assistant and or Team is contracted to provide Services only,
of which are listed within the Virtual Assistant Agreement, following the signing of the agreement,
additional tasks will be noted separately in email confirmation if required, between the Client and
Assistant Only.
10 Not discuss works hours or monies with any Team. Any discussions regarding increase or decrease
of hours must be discussed with the Assistant only. Team is not permitted to discuss the decrease or
increase of hours, along with any money discussions. 

// SUB-CONTRACTORS / ASSOCIATES
On occasion, the Assistant may instruct an associate and or sub-contractor to provide some or all of the
Services on their behalf. The Assistant agrees not to permit this unless discussed and agreed between the
Parties. They will be known as the Team. 

// BUSINESS ARRANGEMENTS
Pocket Watch Assistant Ltd Services are provided on a business to business basis. Pocket Watch Assistant Ltd
shall continue to market Services and work for other Clients and maintain an independent business of its own. 

// AUTHORITY
The person named in the agreement will be the main contact for the Assistant and or Team and has the
authority to agree payments and to agree changes to the agreement. The Assistant and or Team will not order
any goods or services on behalf of the Client unless it is authorised by that person. This person is the
authorised contact and has no managing authority over the Assistant and or Team. 

// RESPONSE TIME
1 The Assistant and or Team will use reasonable endeavours to deliver the Services according to the
timetable described in the Agreement. Where work is undertaken by retainer the Client must specify
priorities and deadlines in line with the number of hours purchased.
© Pocket Watch Assistant April 2024
2 The Assistant and or Team agrees to respond to the Client in response to communication no later
than 12 hours from the time that the Client attempted to contact the Assistant and or Team.
3 In the event of an emergency or other similar conflict, the Assistant and or Team will give the Client
as much notice as possible if there is the possibility of interruption to the Services, whether that
interruption is temporary or long-term.
4 The Client agrees to respond to the Assistant and or Team’s questions in a timely manner to allow
them to continue with their work. 

// DELIVERABLES
Holiday, sickness and emergency cover – The Assistant may nominate one or more substitute Team for
holiday and sickness cover. These will be given the necessary access when they are about to be used and
authorised by the Client to do so.
Where a Team Member is nominated to work with a Client, the Team is expected to let the Client know of
any holiday arrangements and their plan to make up the hours during another part of the month. This is the
same for any sickness. Where there is an emergency situation, the Team is expected to provide the Assistant
at Pocket Watch Assistant Ltd access to all system login details via secure password sharing and a handover
document of Client processes to be used in case of an emergency. The Client agrees to this to enable works
to continue in the event of an emergency where possible.
Holiday, sickness and emergency cover is dependent on a case by case basis.
Expertise and focus – From time to time the Assistant may use experts to supplement their own expertise
where such expertise is needed and not provided via a 3rd party contracted directly with the Client.
Availability and deadlines – All Services are to be completed and wrapped up within 1 week of receiving
initial tasks and or ahead of any due dates, depending on scale of works requested. 

// TERMINATION
The Parties may terminate this Agreement before the specified end date if there is one, by giving 1 month’s
notice in writing on the 1st of the new month ahead. This applies to all retainer packages. This allows time on
both sides to provide a sufficient handover once any final invoices have been paid.
Please refer to our agreement for further information on termination conditions. 

// INSURANCE
Pocket Watch Assistant Ltd has an insurance policy in place. All Pocket Watch Assistant Ltd Team also have
insurance policies in place. However, if the Client wishes to take out insurance or additional insurance, the
Assistant is happy for you to do so, if you agree to pay the additional cost. Normally this is an annual cost and
it may not be possible to refund the charge if the Client does not use Pocket Watch Assistant Ltd for the exact
year that the insurance policy runs. The Assistant is happy to provide a copy of the Pocket Watch Assistant
Ltd current insurance certificates should the Client require. 

// PAYMENT TERMS
1. 30 minute FREE Consultation discovery call available
2. Proposals and quotes are FREE
3. Pocket Watch Assistant Ltd is now VAT registered, therefore hourly rates will be plus VAT.
4. A signed acceptance of our Virtual Assistant Agreement, including quote specification, completed Data
Processing Form and Client Terms and Conditions must be received by Pocket Watch Assistant Ltd
before the commencement of any services requested by the Client.
5. We reserve the right to write up an agreement amendment at any time should additional work be
requested by the Client.
6. For irregular service use – an invoice will be sent to the Client on completion of work and is payable
strictly within the stated time limit.
7. For our Bronze package – our minimum of 5 hours invoice must be paid in advance of the project
starting. Additional hours will be invoiced at the end of the project.
8. For retainer clients, using our Silver, Rose Gold or Gold packages – Pocket Watch Assistant Ltd will
issue an advanced invoice on the 2nd to last Friday of each month, with 7 day payment terms.
9. All additional hours over your agreed retainer hours will be charged at £32ph at 15 minute
increments.
10. If advanced invoices are not paid on the due date, assistant works will be put on hold until it has been
paid.
11. Should there be any holidays or sickness by the team at Pocket Watch Assistant Ltd, if these hours
are not made up during the rest of the month, which results in a reduction in the used allocated
retainer hours during the paid in advance month, these will be deducted from the next advanced
invoice.
12. All invoices will be submitted in £ sterling and subject to bank charges relating to transfers and
handling charges.
13. Pocket Watch Assistant Ltd understand and exercise the statutory right to add interest and
compensation for debt and recovery costs under the late payment legislation if we are not paid
according to the agreed credit terms. Unpaid invoices are subject to a surcharge of £25 per invoice.
Any further charges incurred from recovering the debt will be covered by the Client.
14. Certain bespoke projects require a deposit, and this will need to have been received and cleared in
the bank before work can commence.
15. Pocket Watch Assistant Ltd reserve the right to ask for full payment before work can commence for
some projects; this will be discussed with the client at the quotation stage.
16. Payments accepted by Bacs / Bank Transfer only
17. Pocket Watch Assistant Ltd cannot be held responsible for price changes to quotes given by suppliers.
Prices quoted are as at the date of the receipt of the project.
18. Where a Client causes delay, changes the specification, requires extra work, meetings or changes for
previously accepted work, Pocket Watch Assistant Ltd shall be entitled to a reasonable extension of
time and rate increase and/or advance payment.
19. Additional Expenses – incurred on behalf of the client, such as outgoing call costs, stationery including
paper/folders, postage and software will be billed separately at cost.
20. Additional Pricing – out of hours – after 5pm, weekends and bank holidays charged at £32per hour.
Unless prior arrangements have been agreed.
21. Prices are subject to change without notice, however existing clients will receive a 4-week notice of
any changes to your current pricing.
22. Any time any expenses incurred in responding to your requests to audit data for GDPR compliance or
complying with an external legal body’s legal requirements to disclose information or submit to audit
may result in charges at our normal hourly rate for the work incurred.
23. Upon termination of an agreement, further time-based charges may be incurred in handing over,
returning data or responding to enquires. This would be charged at our normal hourly rate or
equivalent.
24. Upon termination of an agreement, the final month will be invoiced in advance, payment must be
received in full for the final invoice at the end of the previous month, along with the payment paid in
full for the previous month also. Failure to pay our final advanced invoice will result in a delay in our
wrap up works. 

// POLICIES AND PROCEDURES
Resolving problems – If there is anything about a project that is not going as the Client would want, or if the
Client has any query or complaint, speak to the Assistant and or Team straight away. If there is any issue with
the nominated Team, please discuss with the Assistant straight away.
Health and Safety – When working at the Pocket Watch Assistant Ltd premises the Assistant is responsible
for their own health and safety. Any Team are responsible for their own health and safety while working on
their premises and other premises.
Working at the clients premises – The Assistant and Team may from time to time work at the Clients
premises and be covered by their health and safety policy.
Data handling – The Assistant and Team handles Personal Data in accordance with their Data Privacy Policy. 

// CONFIDENTIAL INFORMATION
Client information and confidentiality – Confidential information shared with the Assistant and Team will
only be used to perform Services set out in the agreement or if the Assistant and or Team is required to
disclose of it by law. The Assistant and or Team may keep some confidential information to keep a record of
what they did for the Client. This personal data will be kept in line with the Data Retention Policy, found
within the Data Privacy Policy. 

Documents and information – The Assistant and or Team will need to agree with the Client a safe and
secure system of the Client sending the Assistant and or Team confidential documents and information.
Pocket Watch Assistant Ltd is not liable for any data that is not securely transmitted to them.

Log in – Where the Client wishes the Assistant and or Team to access systems that contain information that
identifies living individuals, the Client should provide the Assistant and or Team with a unique log in to existing
software platforms and systems. Securely sharing passwords where multi-user logins are not available. 

// RESTRICTION AND LIMITATION
Whilst working with Pocket Watch Assistant Ltd, the Client may be working with Pocket Watch Assistant Ltd
associates and or subcontractors known as Team and or employees who support them. They are all under
contractual terms that prohibit them from working directly with Clients other than through Pocket Watch
Assistant Ltd and the Client must not participate in them breaching their obligations to Pocket Watch Assistant
Ltd. Please contact the Assistant should any of these matters arise. 

Pocket Watch Assistant Ltd will not be liable for failure to provide services where it is not reasonably
practicable to do so due to circumstances beyond our control.

Revised by Pocket Watch Assistant Ltd May 2025

POCKET WATCH ASSISTANT LTD

DATA PROCESSING AGREEMENT

// ABOUT

The controller/processer (Pocket Watch Assistant Ltd) will process personal data, that may be linked to specific persons.  Pocket Watch Assistant Ltd is based in the UK.

This Agreement outlines the terms and conditions of the processing of Personal Data by Pocket Watch Assistant Ltd.

// PURPOSE

Pocket Watch Assistant Ltd must only process personal data for purposes that are necessary to fulfil the service obligations set out in each individual Client – Virtual Assistant Agreement.

// OBLIGATIONS OF THE DATA CONTROLLER (Pocket Watch Assistant Ltd)

1. Pocket Watch Assistant Ltd warrants that the personal data is processed for legitimate and objective purposes and to ensure that they do not process more personal data than required for fulfilling such purposes.
2. Pocket Watch Assistant Ltd is responsible for ensuring that a valid legal basis for processing exists at the time of transferring the personal data.
3. In addition, Pocket Watch Assistant Ltd warrants that the data subjects to which the personal data pertains have been provided with sufficient information on the processing of their personal data.
4. Pocket Watch Assistant Ltd must not instruct, or appoint a sub-Data Processor other than those associated with Pocket Watch Assistant Ltd. Such as associates and other sub-contractors required to assist with Client works.

// OBLIGATIONS OF THE DATA PROCESSOR (Pocket Watch Assistant Ltd)

1. All processing by Pocket Watch Assistant Ltd of the personal data provided must be in accordance with the Data Controller Obligations and should comply with any and all data protection legislation in force from time to time.
2. Pocket Watch Assistant Ltd must investigate immediately if any instruction infringes are made apparent.
3. Pocket Watch Assistant Ltd must take all necessary technical and organisational security measures, including any additional measures, required to ensure that the personal data is not accidentally or unlawfully destroyed, lost or impaired or brought to the knowledge of unauthorised third parties, abused or otherwise processed in a manner which is contrary to data protection legislation in force at any time.
4. Pocket Watch Assistant Ltd complies with personal data confidentiality at all times.
5. If Pocket Watch Assistant Ltd processes personal data for anyone outside of the UK, they must comply with legislation concerning security measures in that country.
6. If Pocket Watch Assistant Ltd raises the suspicion that data protection rules have been breached or other irregularities in connection with the processing of the personal data occur. Clarification in relation to the scope of the security breach, including the preparation of any notifications to the relevant Data Protection Agency should be undertaken as soon as possible within 24 hours.
7. Pocket Watch Assistant Ltd must have available all information necessary to allow for contributions to audits, including inspections, conducted by outsourcing if required.

// LIABILITY

1. The Parties’ liability is governed by the Client Business Terms and Conditions, Client Virtual Assistant Agreement and Associate Assistant Agreement.
2. The Parties’ liability for damages under this Agreement is governed by the Client Business Terms and Conditions, Client Virtual Assistant Agreement and Associate Assistant Agreement.

// EFFECTIVE DATE AND TERMINATION

1. This Agreement becomes effective at the same time as the Client Business Terms and Conditions, Client Virtual Assistant Agreement and Associate Assistant Agreement.
2. In the event of termination of the Client Virtual Assistant Agreement and or Associate Assistant Agreement, this Agreement will also terminate.
3. However, Pocket Watch Assistant Ltd remains subject to the obligations stipulated in this Agreement, as long as the Client’s personal data is still in possession.
4. Upon termination of the processing services, Pocket Watch Assistant Ltd is obliged to delete and or return all personal data, as well as to delete existing copies within the time frame stipulated within the Client Virtual Assistant Agreement and Associate Assistant Agreement unless retention of the personal data is prescribed by the UK law.

// GOVERNING LAW

Any claim or dispute arising from or in connection with this Agreement must be settled by a competent court of the first instance in the same jurisdiction as stated in the Client Virtual Assistant Agreement.

// CATEGORIES OF DATA SUBJECTS

1. Pocket Watch Assistant Ltd will be processing contact-information on actual, potential, or former customers and or members, employees, suppliers, business and collaboration partners, and affiliates.
2. Pocket Watch Assistant Ltd may split data into categories, such as below:
   1. Identity – including first name, last name, username, marital status, title, date of birth, and gender.
   2. Contact – including billing and delivery address, email address, and telephone number.
   3. Financial – including bank account and payment card details.
   4. Transaction – including details about payments to and from you and other details of services you have purchased from us.
   5. Technical – including internet protocol (IP) address, your login data, browser type, and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
   6. Profile – includes username and password, orders made by you, your interests, preferences, feedback, and survey responses.
   7. Usage – includes information about how you use our website, products, and services.
   8. Marketing and Communications – includes your preferences in receiving marketing from us and our third parties and your communication preferences.
   9. Documentation required as per AML Policy – ID proof, address proof, director and financial information obtained from companies house.

// TYPES OF PERSONAL DATA

1. Contact act and identification information including e-mail
2. IP-addresses
3. Domain-names
4. Usernames
5. Membership information
6. Analytics and usage data
7. Order-history and information
8. Contracts
9. Communication
10. Support
11. Pictures
12. Additional types of personal data may occur
13. Companies house director information
14. Company and personal address information
15. Date of birth
16. Passport information

// INSTRUCTIONS

Service:

Pocket Watch Assistant Ltd may process personal data concerning the data subjects with the purpose to deliver, develop, manage, administrate, and manage the services of the Client Virtual Assistant Agreement and Associate Assistant Agreement.

Security:

Pocket Watch Assistant Ltd shall ensure the confidentiality, integrity, and availability of personal data.  Implementing systematic, organisational, and technical measures to ensure an appropriate level of security, taking into consideration the state, art, and cost of implementation in relation to the nature of personal data and the risk of the processing.

Pocket Watch Assistant Ltd shall provide a high level of security in its services.  This security is provided through technical, organisational and physical security measures which include:

1. Relevant antivirus protection in place.
2. Backup of systems that process personal data.
3. Communications over the internet between systems that handle personal data are encrypted.
4. Classification of personal data to ensure the implementation of security measures.
5. Use of systems and processes that help in involving security in the handling of personal data.

Pocket Watch Assistant Ltd is justified to make further decisions about the necessary technical and organisational security measures that must be implemented to ensure the appropriate security level regarding personal data.

// RETENTION PERIOD

Personal data stored on Pocket Watch Assistant Ltd systems and associates or sub-contractors are deleted or anonymised within a reasonable time after the termination of the Client Virtual Assistant Agreement and Associate Assistant Agreement – between 1 week and 5 years.

// LOCATION OF DATA

Personal data stored on Pocket Watch Assistant Ltd systems are currently on Microsoft 365, including Outlook and any documents on Onedrive.  Data location is in the UK.  Back up linked to MS365 Business Account.

A client management is also in place via our online systems – Click Up.  Data Importer: Mango Technologies, Inc. dba ClickUp.  Address: 350 Tenth Ave Suite 500, San Diego, CA 92101.  Click Up is hosted on Amazon Web Services.  Contact details: ClickUp Data Security Team – data@clickup.com

We also use Kirmada for Client Workspaces.  The Assistant has a main login for the system, with individual Client Workspaces created within.  The Team will be invited to access Client Workspaces for those they are working with and for those they may need to cover from time to time.  The Assistant remains in control of the Workspace as a whole.  The Workspace will be used to access Clients systems, to view data agreements, handover documents, time track and save any Client documentation that is not saveable on the Clients own system.  Kirmada’s primary data storage is located at Fairfax House, Chipping Norton, Oxford, Oxfordshire OX7 5SR, GB

Any personal data via our Web host is Jili Allen Creative based in London.  Domain name currently with 123Reg.

Passwords are protected via Last Pass and data is stored in the US.  One in Grand Rapids, Michigan and the other Las Vegas Nevada.

All associates and or sub-contractors assigned to Pocket Watch Assistant Ltd Clients are required to save Client data on the Clients own systems where possible.  Where this is not possible, they are required to save it on the Pocket Watch Assistant Ltd system Microsoft 365. 

For mailbox management, Clients are advised to discuss systems used when an associate or sub-contractor is maintaining a mailbox for them on their own systems.

Kaspersky – Virus Protection.  Data centers in Zurich, Frankfurt, Toronto, Moscow, and Beijing

In case of an emergency – all associates are required to share login’s and usernames with Pocket Watch Assistant Ltd via the Pocket Watch Assistant Ltd Last Pass account, with a Client hand over document saved to Pocket Watch Assistant Ltd’s Microsoft 365 Business Account mentioned above.

Should you have any questions regarding this agreement, please contact the Pocket Watch Assistant Ltd via email: tracey@pocket-watch-assistant.co.uk

Revised by Pocket Watch Assistant Ltd May 2025

POCKET WATCH ASSISTANT LTD LTD

TERMS AND CONDITIONS OF WEBSITE USE

// ABOUT

These Terms explain how you may use our website www.pocket-watch-assistant.co.uk, which is provided by us free of charge.

Pocket Watch Assistant Ltd has set out a legally binding arrangement for you to follow while using this website.  Therefore, please continue to read these Terms of Use carefully before continuing onto the site.  By using this site, you accept these Terms of use and agree to abide by them.  If you do not agree to accept these Terms of Use, please discontinue using the site with immediate effect.

This site is operated by Pocket Watch Assistant Ltd, via our host Jili Allen Creative.  Should you have any questions about the site, please contact us via email tracey@pocket-watch-assistant.co.uk

// TERM DEFINITIONS

1. Content – means any text, images, video, audio or other multimedia content, software or other information or material submitted to or on the site
2. Terms – means these terms and conditions of use as updated from time to time
3. Service/s – refers to the Company’s services accessed via the site, in which users can obtain information on the services we offer, such as, but not limited to: PA/Secretarial, Administration, Property Management/Development and Social Media/Website
4. Intellectual Property Rights – means rights such as copyright, trademarks, domain names, design rights, database rights, patents and all other intellectual property rights of any kind whether or not they are registered or unregistered anywhere in the world
5. Unwanted Submission – has the meaning given to it in the section entitled “submitting information to the site”
6. Site – refers to the website pocket-watch-assistant.co.uk
7. We, us, our or I – means Pocket Watch Assistant Ltd, which is based as a Virtual Assistant, Cumbria. (References to us in these Terms also includes any group companies which we may have from time to time.)
8. You or your – means the person accessing or using the site or its content

// USING OUR SITE

9. The site is for your personal and non-exclusive use only and are authorised to browse the site, contact us using the contact forms, comment on blogs (where commenting is permitted) subject to moderation.
10. You may not use any “page-scraper”, “robot”, “spider”, “deep link” or another automatic device, program, algorithm or methodology, or any similar or equivalent manual process, to access, copy, acquire, or monitor any part of the site, or in any way reproduce or circumvent the navigational structure or presentation of the site or any content, to obtain or attempt to obtain any materials, documents or information through any means not purposely made available through the site.
11. You may not attempt to gain unauthorised access to any part or feature of the site, or any other systems or networks connected to the site or any of our servers, or any of the services offered on or through the site, by password “mining”, hacking or any other illegitimate means.
12. You may not scan, probe, or test the vulnerability of the site or any network connected to the site, nor breach the security or authentication measures on the site or any network connected to the site.
13. You may not reverse look-up, trace or seek to trace any information on any other user of or visitor to the site, or any other customer of ours, to its source, or exploit the site or any service or information made available or offered by or through the site, in any way where the purpose is to reveal any information, including but not limited to personal identification or information, other than your information, as provided for by the site.
14. You agree that you will not take any action that imposes an unreasonable or disproportionately large load on the infrastructure of the site or our systems or networks, or any systems or networks connected to the site.
15. You agree not to use any device, software, or routine to interfere or attempt to interfere with the proper working of the site or any transaction being conducted on the site, or any other person’s use of the site.
16. You may not forge headers or otherwise manipulate identifiers to disguise the origin of any message or transmittal you send to use on or through the site or any service offered on or through the site. You may not pretend that you are, or that you represent, someone else, or impersonate any other individual or entity.
17. You may not publish or link malicious content of any sort, including that intended to disrupt another user’s browser or computer.
18. All the material on this site is someone’s copyright. You may NOT copy or use all or part of the design or content of this site without our written permission.  You can apply for this permission by emailing us via our contact page and let us know exactly what you want to copy and why.
19. The site is intended for use only by those who can access it from within the UK. If you choose to access the site from locations outside the UK, you are responsible for compliance with local laws where they are applicable.
20. You agree that you are solely responsible for:
21. All costs and expenses you may incur with your use of the site; and
22. Keeping your account details confidential where possible
23. We seek to make the site as accessible as possible. If you have any difficulties using the site, please contact us at tracey@pocket-watch-assistant.co.uk.
24. We may prevent or suspend your access to the site if you do not comply with any part of these Terms, any terms or policies to which they refer, or any applicable law.
25. It is your responsibility that anyone who accesses our site through your internet connection is aware of these Terms and complies with them.
26. If this website uses cookies, you can decide which ones to allow. Please see cookies policy.

// INFORMATION ABOUT YOU AND YOUR VISITS TO THIS SITE

If you enter any information about yourself on our website, including in any contact form, we will hold and use that information in accordance with our privacy policy.

If you choose to contact us and/or to sign up for any of our free downloads, and/or sign up for our mailing list, we will continue to contact you via our newsletters unless you later choose to unsubscribe from this.

// INTELLECTUAL PROPERTY RIGHTS, OWNERSHIP AND USE

25. This site and all intellectual property rights in it, including, but not limited to any content, are owned by us, our licensors, or both as applicable. We and our licensors reserve all our and their rights in any intellectual property in connection with these Terms. This means, for example, that we and they remain owners of them and free to use them as we and they see fit.
26. Nothing in these Terms grants you any legal rights in the site other than as necessary to enable you to lawfully access the site as intended and authorised by us. You agree not to adjust or try to circumvent or delete any notices contained on the site including any intellectual property notices and in any digital rights or other security technology embedded or contained within the site.

// SUBMISSION AND UPLOADING OF MATERIAL TO THIS SITE

27. While we try to make sure that the site is secure, we cannot guarantee the security of any information that you submit to us. We, therefore, cannot guarantee that it will be kept confidential. For that reason, you should not submit any patentable ideas or patent applications, advertising or marketing suggestions, prototypes, or any other information that you regard as confidential, commercially sensitive, or valuable to the site.  While we value your feedback, you agree not to submit any Unwanted Submissions.
28. Material uploaded to our site will be considered non-confidential and non-proprietary. Therefore, we have the right to use, copy, distribute, and disclose to third parties. If any third-party claims that any material posted or uploaded by you to our site violates their intellectual property rights or their right to privacy, we have the right to disclose your identity to them.  We will not be responsible, or liable to any third party, for the content or accuracy of any materials posted by you or any other user of this site.
29. When you contact us and or upload material to our site, you must comply with our acceptable use policy. If breached, you must reimburse us for any loss as a result of the error.
30. We reserve the right to remove any uploading or material if we believe it does not comply with our acceptable use policy.

// ACCURACY OF INFORMATION, AVAILABILITY OF THE SITE AND LINKS

31. While we try to make sure that the site is accurate, up to date and free from bugs, we cannot guarantee that it will be. Furthermore, we cannot guarantee that the site will be fit or suitable for any purpose. Any reliance that you may place on the information on this site is at your own risk.
32. We may suspend or terminate the operation of the site at any time as we see fit.
33. Content and information provided on our website is designed as a general guide, for your information purposes only and to inform you about us and our services that may be of interest. It does not constitute technical, financial, or legal advice or any other type of advice. This includes links to other sites and resources provided by third parties, which is for information only and we are not liable for any use of such materials.  You should take specific advice about your situation before acting on any general advice given.
34. Please check service/product descriptions before purchasing and make sure they suit your requirements. Our Client Business Terms and Conditions for the supply of goods and services are available separately.
35. While we try to make sure that the site is available for your use, we do not promise that the site is available all the time nor do we promise the uninterrupted use by you of the site.
36. This website may also include links to other websites. They do not automatically signify that we endorse those websites.  If you follow those links, our privacy and cookie policies (if any) cease to apply.

// LINKING TO OUR SITE

When sharing a link to our site you must not suggest we promote or endorse any other business, product, or service, unless we have published that we do or you have obtained permission in writing from us to do this.  Any requests must be legal and not damage our reputation or take any advantage of it.  Any breach of this may result in us withdrawing linking permissions without any notice.  Any requests to link to our site or use of any material from this site must be requested via our email: tracey@pocket-watch-assistant.co.uk

// OUR LIABILITY

We do not provide any guarantees, conditions, or warranties to the accuracy of material uploaded to this site.  To the extent permitted by law, we hereby exclude:

37. All conditions, warranties, and other terms which might otherwise be implied by statute, common law, or the law of equity.
38. Any liability for any direct, indirect, or consequential loss or damage incurred by any user in connection with our site or in connection with the use, inability to use, or results of the use of our site, any websites linked to it, and any materials posted on it (whether by us or a third party), including, without limitation any liability for:
39. Loss of income or revenue
40. Loss of business
41. Loss of profits or contracts
42. Loss of anticipated savings
43. Loss of data
44. Loss of goodwill
45. Wasted management or office time and for any other loss or damage of any kind, however arising and whether caused by tort (including negligence), breach of contract or otherwise, even if foreseeable.

This does not affect any liability which cannot be excluded or limited under applicable law.

// APPLICABLE LAW AND DISPUTES

The English Courts will have exclusive jurisdiction over any claim arising from or related to, a visit to our site.

These Terms of Use and any dispute or claim arising out of or in connection with them or their subject matter or formation (including non-contractual disputes or claims) shall be governed by and construed in accordance with the law of the United Kingdom.

Disputes:

39. We will try to resolve any disputes with you quickly and efficiently.
40. If you are unhappy with us please contact us as soon as possible.
41. If you and we cannot resolve a dispute using our complaint handling procedure, we will:
    1. Let you know that we cannot settle the dispute with you; and
    2. Consider the need for alternative dispute resolution and, if considered necessary, provide you with information about any alternative dispute resolution provider we deem appropriate to deal with your complaint.
42. If you want to take court proceedings, the relevant courts of the United Kingdom will have exclusive jurisdiction concerning these terms.
43. Relevant United Kingdom Law will apply to these Terms.

// EVENTS BEYOND OUR CONTROL

We shall have no liability to you for any breach of these Terms caused by any event or circumstance beyond our reasonable control including, but not limited to, strikes, lock-outs, or other industrial disputes; the breakdown of systems or network access; or flood, fire, explosion or accident.

// RIGHTS OF THIRD PARTIES

No one other than a party to these Terms has any right to enforce any of these Terms.

// TERMS AND CONDITIONS OF USE VARIATIONS

We reserve the right, at our sole discretion, to change, modify, add or remove portions of these Terms of Use, at any time.  It is your responsibility to check these Terms of Use periodically for changes.  Your continued use of the Site following the posting of changes will mean that you accept and agree to the changes.

We hope you find our website useful and helpful.  We welcome comments as to how we may improve it, to do so, please contact us via the details on our contact page.

Revised by Pocket Watch Assistant Ltd June 2025

POCKET WATCH ASSISTANT LTD

DATA PROTECTION, PRIVACY AND COOKIES POLICIES

// OUR DATA PROTECTION AND PRIVACY POLICY

Handling of personal data obtained via our Website, Social Media, Email, Telephone and or any other forms of contact.

Client privacy and trust in us is extremely important to Pocket Watch Assistant Ltd, therefore, we have the responsibility for controlling and processing this information and ensuring it is kept confidential.  Therefore, we want you to know how we use your information and why.  Please also see our separate Data Processing Agreement.

We promise respectful treatment of the personal information of everyone we have contact with.  We want it to be simple and clear.

The rest of this policy explains how we do that – when and why we collect information, how we use it, the situations when other people can see or use it and how we keep it secure.

We don’t sell, rent or trade email lists with anyone else.

DEFINITIONS AND INTERPRETATION

Data – collectively all information that you submit to Pocket Watch Assistant Ltd via our website, social media, email, telephone and or any other forms of contact.

Cookies – a small text file placed on your computer by our website when you visit certain parts of the website and or when you use certain features of the website.  Details of the cookies used by this website are set out in the Cookies clause below.

Data Protect Laws – any applicable law relating to the processing of personal data, including but not limited to GDPR and any national implementing and supplementary laws, regulations and secondary legislation.

GDPR – the UK General Data Protection Regulation

Pocket Watch Assistant Ltd – Pocket Watch Assistant Ltd, a company incorporated in England and Wales with registered number 14634967

UK and EU Cookie Law – the Privacy and Electronic Communications Regulations 2003.

User, you, your – a user of our website, a tenant, client and or contractor who is not employed by Pocket Watch Assistant Ltd.

Website – website www.pocket-watch-assistant.co.uk and any sub-domains of this site, including links to our social media pages.

// GDPR PRIVACY NOTICE

This Privacy Notice explains how information about you is collected, used, and disclosed by Pocket Watch Assistant Ltd when you use our website, services, and or communicate via social media, email, telephone, and or any other forms of contact.

This website is not intended for children and we do not knowingly collect data relating to children.

Controller – Pocket Watch Assistant Ltd is the controller and responsible for your personal data and ensuring associates and any other subcontractors abide by these procedures.  If you have any questions, please do contact us as below:

Full name of the legal entity – Pocket Watch Assistant Ltd

Name and address – Tracey Robinson, Ulverston, Cumbria, LA12 9SY

Email – tracey@pocket-watch-assistant.co.uk

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.  We would, however, appreciate the chance to deal with your concerns before you approach the ICO, therefore, please contact us in the first instance.

// CHANGES TO THE PRIVACY NOTICE AND YOUR DUTY TO INFORM US OF ANY CHANGES

It is important that the personal data we hold about you is accurate and current, therefore, please keep us informed if your personal data changes during your working relationship with us.

// THIRD-PARTY LINKS

Our website may include links to third-party websites, plug-ins, and applications.  Clicking on those links or enabling those connections may allow third parties to collect or share data about you.  We do not control these third-party websites and are not responsible for their privacy statements.  When you leave our website, we encourage you to read the privacy notice of every website you visit.

// WHOSE INFORMATION DO WE COLLECT

1. Prospects – Contacts working at or connected with potential Clients
2. Clients – Who have bought goods or services from us and ‘’Client Contacts’’ who are individuals employed by or contracted to Clients
3. Suppliers/Associates/Subcontractors – Suppliers/Associates/Subcontractors or potential suppliers/associates/subcontractors of goods or services to or on behalf of us
4. Affiliates/Referrers – Who have signed up to our affiliate scheme or who have referred Prospects to us
5. Employees – Our employees if we have any. Employees should refer to data privacy information relating to their own data to their contract of employment

// COLLECTION OF DATA ON CONTACT

We are committed to protecting your privacy and honouring your legal rights to control how we use your personal data.

Your data is only collected when we really need too, usually including:

1. Direct interactions
2. Applying for our services or wishing to work with us as an associate or subcontractor
3. Sending us a message via our Contact Us sections either via our Website or Social Media
4. Entering a competition, promotion or survey
5. Giving us feedback

We may collect, use, process and store different kinds of personal data, which could be as follows:

1. Identity – including first name, last name, username, marital status, title, date of birth and gender.
2. Contact – including billing and delivery address, email address, and telephone number.
3. Financial – including bank account and payment card details.
4. Transaction – including details about payments to and from you and other details of services you have purchased from us.
5. Technical – including internet protocol (IP) address, your login data, browser type, and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
6. Profile – includes username and password, orders made by you, your interests, preferences, feedback, and survey responses.
7. Usage – includes information about how you use our website, products, and services.
8. Marketing and Communications – includes your preferences in receiving marketing from us and our third parties and your communication preferences.
9. Companies House – includes director and financial information as per AML Policy requirements.

Such information is voluntarily sent to Pocket Watch Assistant Ltd by the potential and or Client, Associate, Subcontractor or Supplier.

// WHY WE MAY USE YOUR PERSONAL DATA

We may use information about you for various purposes, including:

1. Creating contracts for a service we will provide you.
2. Responding to your comments, questions, and requests to provide an efficient and fulfilled service and support.
3. When it is required for outside assistance from Associates and or Subcontractors.
4. Send you updates, support, and administrative messages and or Pocket Watch Assistant Ltd updates, newsletters and offers.
5. Creating associate agreements for you to work with us.
6. For Associates and Subcontractors, data may be shared within the Pocket Watch Assistant Ltd business to enable support to be carried out as required.
7. For any SAR Required reporting as per AML Policy requirements.

We may share information about you as follows:

1. In response to a request for information if we believe disclosure is in accordance with any applicable negotiation or legal requirement.
2. If we believe your actions are inconsistent with our terms or policies, or to protect the rights, property, and safety of the Pocket Watch Assistant Ltd.
3. To report abuse or illegal activity.
4. Our services may offer social sharing features and other integrated tools, which let you share actions you take on our services with other media, and vice versa. The use of such features enables the sharing of information with your friends or the public, depending on the settings you establish with the entity that provides the social sharing feature. For more information about the purpose and scope of the data collection and processing relating to social sharing features, please visit the privacy policies of the entities that provide these features.
5. Any feedback information published to our Social Media Facebook and Google page will only be done so by yourself, of which you automatically approve of it being there for the public to see. As such, this feedback information may automatically be placed onto our Website and other Social Media platforms.
6. Any testimonials or reviews sent to Pocket Watch Assistant Ltd will be done so by you, of which you agree for this information to be used on our Website and Social Media platforms.
7. For any SAR Required reporting as per AML Policy requirements.

// IF YOU FAIL TO PROVIDE PERSONAL DATA

We may have to terminate our services and or working relationship if you have been unable to provide us with the requested data, we require to fulfil our service.

// RECIPIENTS OF YOUR PERSONAL DATA

Data we collect about you via collection at contact or use of personal data.  We may disclose your personal data to recipients whom we are in communications with on behalf of your business, such as client contacts, associates, subcontractors, suppliers and legal entities such as HMRC.

Associates and Subcontractors assigned to you the Client by Pocket Watch Assistant Ltd are required to provide Pocket Watch Assistant Ltd with system and software logins securely via Last Past and are also required to provide Pocket Watch Assistant Ltd a handbook for Client Works – to be used in case of an emergency by Pocket Watch Assistant Ltd in the event there is an issue with the Associate or Subcontractor fulfilling their works when assigned to you the Client.

// HOW LONG WE WILL KEEP AND THE DELETION OF PERSONAL DATA

1. We will remove your personal data when we no longer need to process them in relation to one or more of the purposes above.
2. Generally, we will store your personal for as long as there is still an active working partnership. Otherwise, we will store your personal data for a minimum of 1 week and a maximum period of 5 years following your last enquiry and or termination of works, unless otherwise agreed by yourselves.
3. In some circumstances, we may anonymise your personal data for research purposes only.
4. If you subscribe to a newsletter or updates list, you will remain on the list/s you joined until you unsubscribe from that list.

//DOWNLOADS, NEWSLETTERS AND SERVICES

We monitor who opens what in our newsletter lists and pre-set sequences of information we sent you.  We do this, so we can see if content is popular and generate more of it, or if it is not read.

There may be sub-routines that trigger if you click on links or articles.  These are designed to offer you more information about things you are interested in.

Existing Clients may receive emails about specific offers relating to things you have already purchased.  You can unsubscribe from these at any time.

We may use automations (little sequences of emails that start when you ask for something in particular) to send you the information you asked for, to send you products you have bought and to administer services you have subscribed to.  A lot of our onboarding for new products is by emails that send you hints and tips and little videos on ‘how to’.  You can unsubscribe from these at any time, but they do not go on for that long and you might want to wait for all the information as most people find it useful.

We monitor who reads our mailing and automations, how many times and which links you choose to use and read.  We use this information to increase the content’s level of interest and help us improve what we send.  You can remove your information from this monitoring by disabling cookies on your website browser before opening emails from us.  From time to time, we contact individual email newsletter subscribers, but it is rare.

We use anonymised data about you from time to time to target advertising campaigns based on profiling the sort of person who wants to receive information from us.

We ask our own team of associates and or subcontractors to contact Prospects from time to time.  This is normally because you have requested a call, or because we are actively trying to let you know about something you may benefit from.

We are not a hard sell or cold calling based organisation but prefer to build long term relationships with satisfied and relaxed clients.

// SOCIAL MEDIA

We have an active presence on social media.  If you are using social media they are holding and using your information in accordance with their data privacy policy.

If you like any of our posts or follow us or contact us on social media we keep a record of that.  Your replies to us, messages you send us and other activity linked to our posts may be seen by members of or team and or our associates if we have any.  Our contracts with them hold them to high standards of protecting your information.

// NO SALE OR EXCHANGE OF YOUR DATA

We do not sell or exchange your personal data with organisations who may want to sell you something or use your data for research or other purposes.

// SECURITY

We have implemented security measures to ensure the confidentiality of your data via physical and logical access controls, backups and logs.  This is to avoid them being accidentally lost, used, or accessed in an unauthorised way, altered or disclosed.  Limited access is given to contractors and other third parties who have a business need to know. 

Pocket Watch Assistant Ltd, associates and or subcontractors of, should ensure logging out securely at the end of any Pocket Watch Assistant Ltd Client works and at the end of any remote access session and or of any other tasks. 

Work undertaken by Pocket Watch Assistant Ltd is securely saved and stored via Microsoft 365 and or otherwise agreed – usually other being the Client’s own systems.  Pocket Watch Assistant Ltd also uses Click Up as the main Client, associate and subcontractor management system and Toggl for time management.  We do not have any tailor-made software and we use mainstream packages for everything from our Client records, to email, to accounting.

We also use Kirmada for Client Workspaces.  The Assistant has a main login for the system, with individual Client Workspaces created within.  The Team will be invited to access Client Workspaces for those they are working with and for those they may need to cover from time to time.  The Assistant remains in control of the Workspace as a whole.  The Workspace will be used to access Clients systems, to view data agreements, handover documents, time track and save any Client documentation that is not saveable on the Clients own system.  Kirmada’s primary data storage is located at Fairfax House, Chipping Norton, Oxford, Oxfordshire OX7 5SR, GB

For mailbox management, Clients are advised to discuss systems used when an associate or sub-contractor is maintaining a mailbox for them on their own systems.

Kaspersky – Virus Protection. Data centers in Zurich, Frankfurt, Toronto, Moscow, and Beijing

// WE MAY SHARE SOME OF YOUR DATA WITH THESE PEOPLE

If we decide to have an outsourced support team for our own business, which may include Virtual Assistants, Web Designers, IT support, Sales and Marketing, Accounting and more – known as associates and subcontractors.  They have limited access to your data and only obtain it where the service they provide to us means they need it.

For example, if our IT support wants to check the functionality of a laptop or back up, they may require temporary access to information that may include something about you.

For example, if we invoice you, our Accountant needs to process the information in your invoice or for year-end accounts purposes.

Should Pocket Watch Assistant Ltd grow our team.  The then team of associates and subcontractors may use the Pocket Watch Assistant Ltd software to access any data they need.  We do not permit copying or sharing by the team of associates and subcontractors and will actively monitor for any potential breaches.

Your information/advice is held in the strictest confidence, therefore anyone associated with Pocket Watch Assistant Ltd Clients, associates and subcontractors are all contracted to strict confidentiality clauses.

Export and downloading of data is restricted and held to a limited number of individuals who are authorised to back up data.

HMRC should we be required to do so as part of the AML Registration policy.

// YOUR RIGHTS

Right to access – You have the right to know what information we are collecting on you, and to amend it if it is inaccurate.

Right to correct – If you feel for some reason, we have information we should not be keeping, or it is out of date or otherwise wrong, please let us know and we will take appropriate action.

Most of the information we hold is not based on your individual consent but is based on our needing the information to run our business and provide our products and services.

Right to erase – You have a “right to be forgotten” – but that does have some legal limits to it. If you want us to remove information about you, let us know. If you have been a Client, associate and or subcontractor, we may not be able to remove all data as we will have to ensure that we can continue to comply with legal, accounting, taxation and our insurer’s requirements.

// OUR LEGAL BASIS FOR PROCESSING YOUR DATA

Signing up to our newsletter list is by your consent – and when you withdraw your consent, we will stop that processing of your data if you decide to unsubscribe.

Apart from that, the information we hold is based on our needing the information to run our business and provide our products and services – either so we can perform our contract with you, or because we have a legitimate business interest in processing your data.

In a few situations we are processing personal data because we are under a legal obligation to do so.  This principally relates to our business, accounting and tax records

// COOKIES

We currently use cookies on our website www.pocket-watch-assistant.co.uk, by using this site, you consent to the use of cookies. We use Jili Allen Creative based in London conduct information, which is also our domain host.  They also carry out anonymous Website analytics, which track visits to the site, the geographical location of the user and browser type/versions used, the pattern of the users use of the service with regards to timing and frequency only and unfortunately, we do not have any control over that.

A cookie is stored within your web browser and allows recognition of the site the next time you visit.  If you require the deletion off cookies within your web browser, please take a look at the help pages on your own web browser.

Note:  If you decide to “Decline Cookies” on entry to this site you may experience issues accessing areas of the site.

Should you have any questions regarding Data, Privacy and or Cookies, please contact Pocket Watch Assistant Ltd at tracey@pocket-watch-assistant.co.uk

Revised by Pocket Watch Assistant Ltd May 2025

POCKET WATCH ASSISTANT LTD

AML Policy

// POLICY STATEMENT

Pocket Watch Assistant Ltd is a legal, ethical and transparent company, and it takes the responsibility to ensure and maintain that it’s assets and resources are not being used for corruption.  Irregularities, or money laundering.  The company has taken it upon itself to detect frauds, irregularities, abuse of position, and institutional gains.

// PURPOSE

The purpose of this policy is to make sure that the company’s financial processes and procedures are according to the anti-money laundering laws.

// WHO DOES IT APPLY TO

This policy applies to every entity related to Pocket Watch Assistant Ltd and its clients, employees, directors, contractors, associates, or any third party working on behalf of the company.

// MONEY LAUNDERING

Money laundering refers to those assets that are money that is acquired in exchange for money or assets gained unlawfully, it also includes money spent for terror purposes, regardless of the means it was obtained.

Under this policy, money earned by using the following means is considered money laundering, and is prohibited:

• Money or assets received in exchange for criminal or unlawful acts. Money whose origin is not explicit or earned by assisting any activity in evading lawful means
• Property gained after any criminal activity and it’s origin, location and disposition are not transparent
• Property which is promoting any unlawful activity
• Terrorism financing

// IDENTIFICATION

To enable Pocket Watch Assistant Ltd and its employees, directors, contractors, associates, or any third party working on behalf of the company to carry out any Finance Admin or basic Bookkeeping Services, the client must cooperate with providing ID.

Any employees, directors, contractors, associates, or any third party working on behalf of Pocket Watch Assistant Ltd with the companies clients to carry out any Finance Admin or Basic Bookkeeping Services, must cooperate with providing ID.

// COLLECTED INFORMATION

Pocket Watch Assistant Ltd will obtain ID as required above, which may contribute to:

• Passport
• Address proof
• Director information from companies house if a Ltd company

This information will be securely stored on Pocket Watch Assistant Ltd’s Onedrive, under the correct person’s folder.

// AUTHORISATION

Pocket Watch Assistant will request written authorisation off clients regarding access to financial systems and bank accounts used by Pocket Watch Assistant employees and or Subcontractors.  Written authorisation will be kept on record for 5 years after the business relationship ends.

// COMPLIANCE

Pocket Watch Assistant Ltd continues to monitor any irregularities when working with clients, any suspicious activities will be documented on the PWA AML log and reported to the National Crime Agency.

Any contractors, associates, employees or directors working with Pocket Watch Assistant Ltd clients who suspect any suspicious activity must repot it directly to Tracey.

Reports can be registered: Suspicious Activity Reports – National Crime Agency

POCKET WATCH ASSISTANT LTD

AI Useage Statement

Pocket Watch Assistant are very excited about the potential of AI tools. They have the ability to automate tasks, improve decision making and provide valuable insights. We believe that by integrating AI in our processes, we can enhance our ability to provide value to our clients and support their growth and success in their business.

However, the use of AI tools also presents new challenges in terms of information security and data protection, therefore we want to ensure that our use of gen-AI is transparent, ethical, safe, and effective.

Here’s some more information about how we use it:

Ethical AI Use

• We are always open and honest with our clients about how and when we use AI
• We always use AI to complement our human expertise, not replace it. All work product that is AI-generated is checked by a human
• Our AI processes are designed to uphold our brand reputation and the trust our clients place in us.
• All of our clients have the opportunity to request we do not use gen-AI tools in our work if they prefer

Safe AI Use

• We always use AI tools in accordance with our data protection and acceptable use policies.
• We never use personal, identifiable data in AI tools
• All AI generated work is checked by a human to ensure accuracy and quality

Effective AI Use

• Our use of AI puts our clients at the centre of all we do. We will always be transparent, will always ask for permission before using AI on behalf of a client, and endeavour to ensure that our use of this new technology upholds our professional standards and ethical practices

How We Use AI

Here is a non-exhaustive list of how we currently use AI here at Pocket Watch Assistant

• Initial research and drafting content creation
• Automations

AI Systems currently in use by PWA Team Members

• ChatGPT
• M365 CoPilot