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UK GDPR notice: The company using Breeze HR is the data controller for employee data processed through this platform. Breeze HR acts as a data processor. Configure your data retention period under Settings.
What data Breeze HR processes
When you use Breeze HR, the following data is processed:
- HR conversations - chat messages, questions and AI responses
- Company documents - HR policies, handbooks and templates you upload
- Employee data - names, job titles, salaries and other personal details entered when generating letters and contracts
- Meeting notes - transcripts and written notes from recorded meetings
- Email content - if you connect Gmail or Outlook, email content you view and draft responses to
- Writing samples and style preferences - text pasted into Settings to train the writing style
- Usage signals - ratings, edited drafts and conversation patterns used to improve response quality
Sub-processors
Breeze HR uses the following third-party sub-processors. Data may be transferred to servers outside the UK/EEA.
Lawful basis for processing
Processing of employee personal data through Breeze HR is carried out under the legitimate interests of the employer in managing its HR function efficiently, or under contractual necessity where applicable. Special category data (health, disciplinary matters) should only be entered where a specific lawful basis under UK GDPR Article 9 applies.
Meeting recordings
When using the meeting recorder, you are responsible for ensuring that all participants are aware the conversation will be transcribed by Google (Speech-to-Text) and then processed by Anthropic AI. Under UK GDPR and the Investigatory Powers Act 2016, recording individuals without their knowledge may be unlawful. Always obtain consent or inform participants before recording.
Data retention
Your account administrator can configure how long data is retained under Settings - Data & privacy. After the retention period, chat history, meeting notes and response data are automatically deleted. Uploaded policies and templates are kept until manually deleted. You can also delete all company data immediately from Settings.
Your rights under UK GDPR
As a data controller, your organisation is responsible for handling data subject rights requests from employees. Breeze HR provides tools to delete all stored data on request. Rights include: access, rectification, erasure, restriction of processing, data portability and the right to object.
Last updated: May 2026. This policy applies to Breeze HR (getbreeze.co.uk).
The platform
How is Breeze HR different from using ChatGPT or a general AI tool?
Most AI tools give you a generic answer based on what you typed. Breeze HR is an adaptive learning model that builds a picture of how your specific team works and gets measurably better the longer you use it.
It knows your business. Upload your HR policies and handbook and Breeze HR reads them first when answering questions - so every response reflects your actual rules, not generic guidance. If your policy says something different to ACAS, Breeze HR follows your policy.
It learns how you write. Every time you edit a draft before sending, Breeze HR's AI analyses exactly what changed - tone, word choices, phrases removed, sign-off used. These signals accumulate and shape every future response, without you having to explain your preferences.
It remembers what worked. Past responses your team approved are stored with semantic embeddings. When a similar situation comes up, Breeze HR retrieves the most relevant approved responses and writes in that style - getting closer to your team's voice with every use.
It connects to your documents. Link SharePoint and Breeze HR can search your actual files and use them as a reference when creating new ones.
It is built for UK HR. It knows ACAS codes of practice, current statutory rates, employment tribunal risk, and the correct process for grievances, disciplinaries, redundancy and more.
It knows your business. Upload your HR policies and handbook and Breeze HR reads them first when answering questions - so every response reflects your actual rules, not generic guidance. If your policy says something different to ACAS, Breeze HR follows your policy.
It learns how you write. Every time you edit a draft before sending, Breeze HR's AI analyses exactly what changed - tone, word choices, phrases removed, sign-off used. These signals accumulate and shape every future response, without you having to explain your preferences.
It remembers what worked. Past responses your team approved are stored with semantic embeddings. When a similar situation comes up, Breeze HR retrieves the most relevant approved responses and writes in that style - getting closer to your team's voice with every use.
It connects to your documents. Link SharePoint and Breeze HR can search your actual files and use them as a reference when creating new ones.
It is built for UK HR. It knows ACAS codes of practice, current statutory rates, employment tribunal risk, and the correct process for grievances, disciplinaries, redundancy and more.
How does the learning model actually work?
Breeze HR is an adaptive learning model that builds a picture of how your specific team communicates and improves with every interaction.
AI-powered style analysis. Every time you edit a draft before sending, Breeze HR uses AI to analyse exactly what changed - not just length, but tone direction, specific word substitutions, phrases you remove, and your preferred sign-off. These signals are stored and aggregated across all your edits, so recurring patterns rise above one-off changes. After a handful of edited sends, Breeze HR starts writing in your house style without being told.
Semantic memory. Every query and approved response is stored with a semantic embedding. When a similar situation comes up, Breeze HR retrieves the most relevant past responses your team approved and uses them as style references - so it handles recurring queries in exactly the way your team has already validated.
Ratings. Use the thumbs up / thumbs down buttons on any response. Highly-rated responses are shown to Breeze HR as examples to match. Thumbs-down responses are shown as styles to avoid. These take effect immediately.
Your writing sample. Go to Settings and paste an example of how you write. Breeze HR matches your tone, vocabulary and phrasing across all drafts.
Explicit preferences. Say "make it shorter", "less formal" or "no bullet points" in any conversation and Breeze HR picks that up and applies it going forward.
The model is quiet for the first few sessions while data builds. After 10-15 edited sends, the responses will start to feel measurably more like your team wrote them.
AI-powered style analysis. Every time you edit a draft before sending, Breeze HR uses AI to analyse exactly what changed - not just length, but tone direction, specific word substitutions, phrases you remove, and your preferred sign-off. These signals are stored and aggregated across all your edits, so recurring patterns rise above one-off changes. After a handful of edited sends, Breeze HR starts writing in your house style without being told.
Semantic memory. Every query and approved response is stored with a semantic embedding. When a similar situation comes up, Breeze HR retrieves the most relevant past responses your team approved and uses them as style references - so it handles recurring queries in exactly the way your team has already validated.
Ratings. Use the thumbs up / thumbs down buttons on any response. Highly-rated responses are shown to Breeze HR as examples to match. Thumbs-down responses are shown as styles to avoid. These take effect immediately.
Your writing sample. Go to Settings and paste an example of how you write. Breeze HR matches your tone, vocabulary and phrasing across all drafts.
Explicit preferences. Say "make it shorter", "less formal" or "no bullet points" in any conversation and Breeze HR picks that up and applies it going forward.
The model is quiet for the first few sessions while data builds. After 10-15 edited sends, the responses will start to feel measurably more like your team wrote them.
Does Breeze HR stay up to date with UK employment law?
Breeze HR's statutory rates and employment law guidance are reviewed and updated by our team each April and when significant legislative changes occur. Current rates are built into the platform and flagged for verification where figures may have changed.
We recommend HR professionals verify any statutory figure before relying on it, particularly in the weeks following the April uprating. Last reviewed: April 2026.
We recommend HR professionals verify any statutory figure before relying on it, particularly in the weeks following the April uprating. Last reviewed: April 2026.
Your data and documents
Can I upload my own HR policies and company handbook?
Yes - and this is one of the most important things to do when you set up. Go to Policies and upload your documents as PDF, Word or text files. You can upload individual policies (annual leave, disciplinary, grievance etc.) as well as your full company handbook.
Once uploaded, Breeze HR reads everything and uses your documents first when answering questions. If an employee asks about your flexible working policy, it answers based on your specific policy - not a generic description of the law. If your policy is more generous than the statutory minimum, Breeze HR will say so.
If no policy exists for a topic, Breeze HR falls back to ACAS guidance and UK employment law and flags that you may want to create a policy for it.
Once uploaded, Breeze HR reads everything and uses your documents first when answering questions. If an employee asks about your flexible working policy, it answers based on your specific policy - not a generic description of the law. If your policy is more generous than the statutory minimum, Breeze HR will say so.
If no policy exists for a topic, Breeze HR falls back to ACAS guidance and UK employment law and flags that you may want to create a policy for it.
Can I connect SharePoint and use my existing documents?
Yes. Connect SharePoint under Settings using your Microsoft account. Once connected, Breeze HR can search your SharePoint files directly from the chat.
The most powerful use case is document creation. If you ask Breeze HR to create a job description for a new role, it automatically searches your SharePoint for existing job descriptions, tells you what it found, and offers to use the same format and structure. The result is a new document that matches your company's existing style - not a generic template.
You can also search SharePoint manually at any time using the SharePoint panel (the icon in the sidebar), and add documents directly to a chat conversation.
The most powerful use case is document creation. If you ask Breeze HR to create a job description for a new role, it automatically searches your SharePoint for existing job descriptions, tells you what it found, and offers to use the same format and structure. The result is a new document that matches your company's existing style - not a generic template.
You can also search SharePoint manually at any time using the SharePoint panel (the icon in the sidebar), and add documents directly to a chat conversation.
Is each company's data kept completely separate?
Yes, completely. Every company has its own isolated workspace. Your policies, chat history, templates, responses and documents are never visible to other users or other companies on the platform.
Data separation is enforced at the database level using row-level security - every record is scoped to your company ID, so even at the infrastructure level your data cannot be accessed by anyone outside your organisation. User logins are managed through a secure authentication layer and each team member only sees their own chats and the shared company policies.
Data separation is enforced at the database level using row-level security - every record is scoped to your company ID, so even at the infrastructure level your data cannot be accessed by anyone outside your organisation. User logins are managed through a secure authentication layer and each team member only sees their own chats and the shared company policies.
Documents and templates
What types of letters and documents can Breeze HR draft?
Over 25 built-in templates across contracts, letters and disciplinary documents:
Contracts: Standard employment contract, fixed term contract, internship agreement, contract variation, TUPE transfer letter.
Letters: Offer letter, promotion letter, salary increase, probation passed, flexible working approval and refusal, maternity and paternity confirmation, return to work, resignation acceptance, sickness absence review, settlement agreement, home working agreement.
Disciplinary and grievance: First written warning, final written warning, grievance acknowledgement, disciplinary hearing invite, dismissal letter, redundancy at-risk and confirmation letters, redundancy appeal outcome, performance improvement plan (PIP).
References: Standard employment reference, regulated reference (FCA/SYSC 22).
You can also upload your own Word or PDF templates. Mark variable fields with {curly brackets} or [square brackets] and Breeze HR detects them automatically, asks the right questions and fills the document in.
Contracts: Standard employment contract, fixed term contract, internship agreement, contract variation, TUPE transfer letter.
Letters: Offer letter, promotion letter, salary increase, probation passed, flexible working approval and refusal, maternity and paternity confirmation, return to work, resignation acceptance, sickness absence review, settlement agreement, home working agreement.
Disciplinary and grievance: First written warning, final written warning, grievance acknowledgement, disciplinary hearing invite, dismissal letter, redundancy at-risk and confirmation letters, redundancy appeal outcome, performance improvement plan (PIP).
References: Standard employment reference, regulated reference (FCA/SYSC 22).
You can also upload your own Word or PDF templates. Mark variable fields with {curly brackets} or [square brackets] and Breeze HR detects them automatically, asks the right questions and fills the document in.
Can I upload my own contract or letter templates?
Yes. Go to Documents and click Upload template. Before uploading, mark any fields you want to fill in later using {curly brackets}, [square brackets] or <<angle brackets>> - for example {employee_name}, [Job Title] or <<start_date>>.
Breeze HR detects these automatically, creates a list of questions to fill each field, and builds the completed document live as you answer them. The final download is a Word file with your original formatting preserved.
This works with .docx, .pdf and .txt files. If your template uses a format like [PROBATION PERIOD, e.g. 3 months], Breeze HR strips the description and treats it as a fillable field.
Breeze HR detects these automatically, creates a list of questions to fill each field, and builds the completed document live as you answer them. The final download is a Word file with your original formatting preserved.
This works with .docx, .pdf and .txt files. If your template uses a format like [PROBATION PERIOD, e.g. 3 months], Breeze HR strips the description and treats it as a fillable field.
Integrations and team access
Can I connect my email and manage HR correspondence in one place?
Yes. Connect Gmail or Outlook under Settings. Once connected, your inbox loads inside Breeze HR so you can read incoming emails, draft AI-assisted replies and send completed letters - all without leaving the platform.
Each team member connects their own personal email account, so emails remain private to them. Breeze HR can read the email you are responding to and use that context when drafting - so it knows who the employee is, what they asked and what the situation is before it writes a single word.
Each team member connects their own personal email account, so emails remain private to them. Breeze HR can read the email you are responding to and use that context when drafting - so it knows who the employee is, what they asked and what the situation is before it writes a single word.
How do I get my whole HR team using Breeze HR?
Each team member creates their own account. Once you approve them (under Settings - you control who gets access), they log in and immediately have access to your company's uploaded policies, templates and handbook.
Their individual chat history, email connection and writing preferences are private to them. But the shared knowledge base - policies, templates, learning signals from edited drafts - builds up collectively. The more your team uses Breeze HR, the more it learns about how your specific company operates, and the better it gets for everyone on the team.
Their individual chat history, email connection and writing preferences are private to them. But the shared knowledge base - policies, templates, learning signals from edited drafts - builds up collectively. The more your team uses Breeze HR, the more it learns about how your specific company operates, and the better it gets for everyone on the team.
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