What a Moai system will do,
and where your data goes.
Two questions, in the order people actually ask them. First, what will this thing do inside my business, and what will it never do without me. Then, where does my data go, and who else touches it.
What every system is held to
These are not aspirations. They are the constraints we hold every system to. If a system cannot meet these standards, we do not ship it.
The AI (artificial intelligence) does the heavy lifting. The human stays in charge. That is the short version. Here is what it means in practice.
Human authority
Every decision a Moai system makes can be overridden by a person. Nothing irreversible happens without explicit human sign-off, and no process runs without someone able to stop it at any point. Authority sits with the person, not the algorithm.
Transparency
You should always be able to see what the system did, when, and why. A system that cannot explain itself cannot be trusted, so we do not build black boxes. Every automated action is logged and readable in plain language.
Reversibility
No automated action should be impossible to undo. Every workflow is designed so a person can step back, correct course, and carry on with no data loss and nothing left broken. Mistakes made by automation are recoverable by design, not by luck.
Auditability
Everything is logged. Not to watch people, but to give an organisation confidence that its systems are running as intended, and to meet the regulatory duties that come with automation in regulated work. In care, an audit trail is not optional. We treat it as foundational everywhere.
Simplicity
Complexity is the enemy of trust. If people cannot understand how a system works, they will not use it, and they are right not to. We build for clarity. Fewer things, done properly, earn more trust than many things done poorly. We would rather remove a capability than leave one in that confuses the person using it.
Who we are on paper
Moai Systems Ltd, registered in England and Wales, company number 16421771. Registered office: Unit 4b, The Willows Ransom Wood Business Park, Southwell Road West, Mansfield, United Kingdom, NG21 0HJ.
Moai Systems is one person, Jamie Whittle. There is no team behind the logo and we would rather you knew that before you ask. More about who that is and why this exists.
Where your data is stored
If you contact us through this website
Both forms on this site are delivered by Web3Forms, which receives the submission, holds it briefly and sends it to us by email. We read and keep that email in Microsoft 365. The site itself is hosted by Vercel. Some of these providers may process data outside the United Kingdom, and where that happens we rely on the contractual protections and recognised transfer mechanisms those services provide. The full detail is in the Privacy Policy.
This website sets no cookies. Analytics are provided by Vercel Web Analytics, which is cookie free, which is why you have not been asked to dismiss a banner.
How long anything is kept
Enquiries and the emails that follow them: up to three years after we last spoke, unless there is an active matter. Delivery, accounting and tax records: typically up to six years, because the law requires it. Older enquiry data is reviewed and deleted at least once a year.
Controller, processor, and what gets signed
Which one we are depends on the job
For our own business communications, including anything you send through this website, we are an independent controller. We decided to collect it and we decide what happens to it.
When we build or run a system that handles your data, you remain the controller and we act as your processor. You decide what the data is for. We act on your instructions. This is set out at clause 11.2 of our B2B (business to business) Service Terms.
Data processing agreement
Where we act as your processor we agree a DPA (data processing agreement) in writing, covering purpose, scope, security, sub-processors, breach notification and what happens to your data when the work ends. If your organisation has its own standard DPA, send it to us rather than the other way round. We would rather sign yours than argue about ours.
Lawful basis under UK GDPR
UK GDPR is the United Kingdom General Data Protection Regulation. We rely on legitimate interests to answer enquiries and run ordinary business communications, on contract where processing is needed to take steps you asked for or to deliver agreed work, and on legal obligation where records have to be kept for legal, regulatory or tax reasons.
Special category data
Please do not put health information or anything else sensitive into the website form or a first email. Use it to tell us the shape of the problem, not the detail of a person. If something sensitive does reach us we handle it carefully and use it only to reply.
Sub-processors
For the website and our own communications: Web3Forms for form delivery, Microsoft for email through Outlook and Microsoft 365, and Vercel for hosting and cookie free analytics. We may also share information with professional advisers, for example an accountant, insurer or solicitor, under appropriate confidentiality controls. We do not sell personal data to anyone.
If something goes wrong
Tell us first, at mo@moaisystems.com, and we will deal with it. You also have the right to complain to the ICO (Information Commissioner's Office), the United Kingdom regulator, and nothing on this page is asking you to give that up.
Still want something answered that is not here? Ask us and the answer gets added to this page.