AI Usage Policy

1. Introduction

At PartsHIRE (Wartens Ltd), we believe in transparency about how we use technology. This AI Usage Policy explains how we use artificial intelligence (AI) on our website, what data is processed, how it is handled, and your rights and options. We are committed to using AI responsibly and in compliance with UK data protection law.

2. How We Use AI

We use AI-powered features to enhance your shopping experience. These include:

• AI Search Assistant: Helps you find the right parts by understanding natural language queries and providing relevant product recommendations.
• Product Recommendations: Suggests compatible parts and accessories based on your search and browsing context.
• Compatibility Checking: Assists in identifying whether parts are compatible with specific machinery models.
• Content Generation: Some product descriptions and category content may be generated or enhanced with AI assistance.

3. AI Service Provider

Our AI features are powered through OpenRouter, which acts as a data processor on our behalf. OpenRouter provides access to large language models (LLMs) that process your queries and generate responses.

4. Data Processed by AI

When you interact with our AI features, the following data may be processed:

• Search queries and questions you type into the AI assistant
• Product context (such as product names, descriptions, and specifications relevant to your query)
• Session context to maintain conversation continuity

We do not send the following data to AI services:

• Your name, email, or contact details
• Payment or billing information
• Account credentials
• Delivery addresses

5. International Data Transfers

OpenRouter and the underlying AI models may process data on servers located in the United States or other countries outside the United Kingdom. Where data is transferred internationally, we ensure that appropriate safeguards are in place in accordance with UK GDPR requirements, including Standard Contractual Clauses (SCCs) or reliance on adequacy decisions. Data transmitted to AI services is encrypted in transit using industry-standard TLS encryption.

6. AI Limitations and Accuracy

It is important to understand the limitations of our AI features:

• AI-generated responses are provided as guidance only and should not be treated as definitive technical advice.
• AI may occasionally provide inaccurate, incomplete, or outdated information. Always verify critical specifications against official product documentation.
• AI recommendations do not constitute professional engineering, mechanical, or safety advice.
• We review and improve AI responses regularly, but we cannot guarantee 100% accuracy at all times.

7. AI and Purchasing Decisions

Our AI does not make purchasing decisions on your behalf. AI features are designed to assist you in finding products and information, but all purchasing decisions are made by you. The AI cannot add items to your cart, process payments, or place orders. You always have full control over your purchasing choices.

8. Automated Decision-Making

We do not use AI for automated decision-making that produces legal effects or similarly significant effects concerning you. AI is used solely as an assistive tool to enhance your browsing and search experience. In accordance with UK GDPR Article 22, you have the right not to be subject to decisions based solely on automated processing.

9. AI Data Retention

AI interaction data (search queries and conversation context) is retained for up to 12 months for the purposes of service improvement and quality assurance. After this period, data is either anonymised or deleted. OpenRouter does not retain your query data beyond what is necessary to process and return a response, in accordance with our data processing agreement.

10. Opting Out of AI Features

You can choose not to use our AI-powered features. Our AI assistant is entirely optional, and you can:

• Use our standard search and navigation to find products without AI assistance.
• Contact our customer support team directly for help finding the right parts.
• Request that any AI interaction data associated with your account be deleted by contacting us at privacy@partshire.co.uk.

Opting out of AI features will not affect your ability to browse, search, or purchase products on our website.

11. Your Rights

In relation to AI-processed data, you have the same rights as outlined in our Privacy Policy, including the rights to access, rectify, erase, restrict processing, and object to processing of your personal data. To exercise any of these rights, please contact us at privacy@partshire.co.uk.

12. Changes to This Policy

As AI technology evolves, we may update this policy to reflect changes in how we use AI or to comply with new regulations. We will notify you of significant changes by posting a notice on our website. We encourage you to review this page periodically.

13. Contact Us

If you have any questions about our use of AI, please contact us: