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WEBAIE UK SaaS Compliance Stack

  1. Terms & Conditions (T&Cs)

Purpose: Govern the contractual relationship between WEBAIE and users.
Key Sections:

  • Acceptance of Terms
  • Service description (AI CX Engine, Web LLM)
  • Account obligations & security
  • Intellectual property
  • Communication services & user submissions
  • Liability disclaimers
  • Termination & access restriction
  • Governing law & dispute resolution
  • Payments & Subscription Terms (UK SaaS-specific) ✅
  • Changes to terms
  • Contact information

Implementation Notes:

  • Link from footer and sign-up pages
  • Ensure clear language for consumers
  1. Privacy Policy

Purpose: Explain personal data collection, use, and rights under UK GDPR.
Key Sections:

  • Data collected (identity, contact, usage, technical, marketing)
  • Lawful bases for processing (contract, consent, legitimate interests, legal obligation)
  • AI transparency (processing of inputs, logging, DPIA reference)
  • User rights under UK GDPR (access, erasure, objection, portability)
  • International data transfers (SCCs, adequacy)
  • Data retention & security
  • Marketing & DMA compliance
  • Cookies & tracking summary (links to Cookie Policy)
  • Complaints & ICO contact

Implementation Notes:

  • Link prominently from footer, cookie banner, and checkout pages
  1. Cookie Policy

Purpose: Comply with PECR & ICO cookie guidance.
Key Sections:

  • Types of cookies: Strictly Necessary, Performance/Analytics, Functionality, Marketing
  • Third-party cookies
  • How cookies are used
  • Consent management and withdrawal
  • Retention periods

Implementation Notes:

  • Integrate with cookie consent banner (prior consent required)
  • Provide “Manage Preferences” link in footer
  1. Cookie Consent Banner + Preferences

Purpose: Collect user consent in compliance with PECR & UK GDPR.
Key Elements:

  • Banner: Accept All / Reject All / Manage Preferences
  • Preferences panel: toggles for each cookie type
  • Non-essential cookies blocked until consent
  • Consent stored auditable (date, time, categories)

Implementation Notes:

  • Visible on first visit
  • Footer link to manage preferences anytime
  1. AI Transparency Notice

Purpose: Comply with ICO AI guidance (transparency, explainability, human oversight).
Key Elements:

  • Clearly state AI interaction
  • Limitations: machine-generated, may be inaccurate
  • Advise against sharing sensitive info
  • Human support contact info
  • Reference Privacy Policy

Implementation Notes:

  • Display above chatbot or in header/footer link
  1. Data Protection Impact Assessment (DPIA)

Purpose: Identify and mitigate risks of high-risk AI processing.
Key Sections:

  • System description, data flows, users, purpose
  • Lawful basis for processing
  • Risks to individuals (bias, automated decisions, breaches)
  • Mitigations (security, human oversight, DPIA review)
  • Residual risks and decision
  • Review schedule

Implementation Notes:

  • Keep on file as evidence for ICO
  • Review annually or after major AI updates
  1. Payments & Subscription Terms (SaaS)

Purpose: Define pricing, billing, renewals, refunds, and cancellation rights.
Key Elements:

  • Subscription plans and pricing
  • Free trial (if offered)
  • Payment methods & currency
  • Automatic renewal
  • Cancellations & refunds (align with UK 14-day consumer cooling-off)
  • Failed payments, upgrades, downgrades, fair usage

Implementation Notes:

  • Link in T&Cs, checkout pages, subscription management
  1. Refunds & Cancellations Policy

Purpose: Provide clear consumer rights in plain English.
Key Elements:

  • 14-day cooling-off period for UK consumers
  • Refund eligibility rules
  • Cancellation process & effectivity
  • Upgrades/downgrades handling
  • Contact info for billing inquiries

Implementation Notes:

  • Link from checkout, footer, and subscription pages
  • Checkbox at checkout confirming users have read and accept policy
  1. Implementation Checklist

Task

Status

Add T&Cs link in footer & sign-up pages

✅

Add Privacy Policy link in footer, chatbot, cookie banner

✅

Add Cookie Policy + Consent Banner

✅

AI Transparency Notice above chatbot

✅

DPIA completed and stored

✅

Payments & Subscription Terms added to T&Cs

✅

Refunds & Cancellations Policy linked on checkout

✅

Cookie consent storage & audit logging

✅

Marketing opt-in & unsubscribe mechanisms

✅

Human oversight of automated AI decisions

✅

This stack fully integrates all UK compliance requirements for a SaaS AI platform: GDPR, PECR, ICO AI guidance, DMA Code, and UK consumer law.