Last updated: 8 October 2026
Who is responsible for your information?
Effective Hospitality Management Ltd is the controller of personal information collected through Shortlist. Questions, requests and concerns can be sent to contact@effectivehospitality.co.uk.
Information used by the finder
The finder records the business context and technology requirements you provide, such as the type and scale of the operation, existing systems, operational challenges, priorities and your answers in the guided conversation. It also stores the resulting brief, product assessment and report so the recommendation can be generated, reviewed and supported.
The business or property name entered on the starting page is stored in your browser for convenience. It is not included in the AI prompt. Please do not enter personal or sensitive information in the finder conversation.
Local AI processing
Shortlist currently uses an AI model hosted locally on the Shortlist server to help interpret requirements and write the recommendation report. Conversation content used for this process is not sent to OpenAI, OpenRouter, Gemini or another hosted AI provider. Privacy checks redact or block personal information that is not needed for the assessment before text reaches the model.
The model works with the operational brief and relevant information from the Shortlist catalogue. Product matching and compatibility safeguards are also applied by the Shortlist application rather than leaving the decision entirely to the AI model.
Information collected when you contact us
If you request further advice, human review or a supplier introduction, we collect the contact name, email address, property or business name and any message you submit. We connect the enquiry to the relevant conversation and report so our team can understand the context and respond properly.
You do not need to submit these contact details merely to generate a Shortlist report.
How we use information
- To provide the guided finder, assessment and report you requested.
- To retain enough context to explain a recommendation and help if you request further advice.
- To respond to enquiries and provide human consultancy support where requested.
- To pass on a specific expression of interest where you ask to be introduced to a supplier.
- To protect, monitor and improve the reliability and security of Shortlist.
- To investigate errors, complaints or misuse and meet legal obligations.
We do not sell personal information. Details submitted for an enquiry are not added to unrelated marketing or mailing lists unless you separately choose to receive them.
Our lawful reasons for using information
We use information where it is necessary to provide the service you requested or take steps at your request before providing consultancy or arranging an introduction. We also rely on our legitimate interests in operating, securing and improving Shortlist, maintaining an understandable record of recommendations, responding to users and managing genuine business enquiries. Where the law requires consent for a separate activity, such as optional direct marketing, we will ask for it separately.
When information is shared
Access within EHM is limited to people who need the information to operate Shortlist, investigate an issue or respond to your request. Hosting, security and email providers may process limited information on our behalf under appropriate contractual controls.
If you expressly request an introduction, EHM may share your submitted contact details, property or business name, the product concerned and relevant report context with that supplier so it can respond. We do not send a supplier your details merely because its product appears in a report.
If information must be processed outside the UK, we will use an appropriate lawful safeguard where required.
How long information is kept
Anonymous finder conversations are normally retained for up to 90 days. This allows the report to remain available and gives time to diagnose an error or assist with a follow-up question.
Where you submit an enquiry, the relevant contact details, conversation and report are retained for as long as reasonably needed to deal with and follow up the request, maintain necessary business records, resolve a complaint or meet a legal obligation. Records are deleted or anonymised when they are no longer required for those purposes.
Security
Shortlist uses access controls, encrypted storage for contact fields, privacy filtering and restricted administration tools to protect information. No online service can promise absolute security, but we limit the information collected and avoid sending finder conversations to external AI providers.
Your data protection rights
Depending on the circumstances, you may have the right to ask for access to your personal information, correction, deletion, restriction, portability or to object to its use. Where processing relies on consent, you may withdraw that consent. These rights are not absolute and we may need to retain limited information where the law permits or requires it.
To make a request, including a request to delete information relating to you, email contact@effectivehospitality.co.uk. Please provide enough information for us to locate the relevant record. We may ask for reasonable proof of identity.
You can also complain to the Information Commissioner’s Office. We would appreciate the opportunity to address your concern first.
Automated recommendations
Shortlist uses automated processing to narrow a large catalogue to products that appear relevant to the operational brief. The report is decision support: it does not make a legal, employment, credit or similarly significant decision about a person. Automated recommendations can be wrong, so important capabilities, integrations, costs and contract terms should be checked before a purchasing decision.
Changes to this policy
We may update this policy when Shortlist, its suppliers or applicable law changes. The date at the top shows the latest version.