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Proudly Yorkshire-based · Nationally Operating

More time. Lower costs.
Better operations.

We help Yorkshire businesses run more efficiently — by identifying and removing the manual work that is slowing you down, costing you money, and holding back your growth.

Based in Ilkley, West Yorkshire. Serving businesses across the UK.

Our clients typically recover 10–40+ hours per week within the first 90 days.

Start with a Free Discovery Call View Our Services

No cost. No obligation. Just a straight conversation about your operations and where the real opportunities are.

Not ready for a call yet? Take the free 3-minute assessment instead →

If there's a clear opportunity, the next step is our structured AI Workflow Audit — from £750.

10–40+
Hours recovered per week — time back for the work that actually grows your business
60%
Typical reduction in manual admin workload within the first quarter
14d
Average time from first conversation to first live system
£0
Cost of your discovery call — no commitment, no hard sell, ever
Retail & E-Commerce Professional Services Construction & Trades Healthcare & Wellness Hospitality & Leisure Financial Services Recruitment & HR Manufacturing Legal & Compliance Retail & E-Commerce Professional Services Construction & Trades Healthcare & Wellness Hospitality & Leisure Financial Services Recruitment & HR Manufacturing Legal & Compliance

💡 Your audit fee is fully deductible from your implementation cost — If you proceed with a build within 60 days, every penny of the audit fee comes off the project price. Book your free discovery call →

Free Assessment
Where is your business losing time?
Answer 5 quick questions. We'll calculate exactly how many hours per week your team is losing to manual processes — and show you your top 3 automation opportunities.
Take the free assessment →
Takes 3 minutes · No commitment
Why Helmstone AI

Operational efficiency — not just automation.

Most businesses don't need more technology. They need their existing operations to work better. We start with your business — your workflows, your bottlenecks, your team's time — and build systems that create real, measurable efficiency. Every project is run by experienced business operators who understand commercial outcomes, not just technical implementation.

Business operators, not just technologists
Jack has built, scaled, and sold multiple businesses. He understands the operational problems you face because he's faced them himself.
Blunt, honest advice
If AI isn't the right solution for something, we'll tell you. Yorkshire straight-talking isn't a slogan — it's how we operate.
ROI-first approach
Every project starts with a clear business case. If we can't show you a credible return, we don't take the work on.
UK GDPR compliant by default
Every system we build is designed with data privacy at its core — not bolted on as an afterthought.

"The question isn't whether your competitors are using AI. It's whether you'll let them get two years ahead of you before you do."

78%
of SMEs plan AI adoption in 2026
4.2×
average ROI on AI automation projects
£18k
average annual saving per automated workflow
What we do

Three ways we transform your business

Every engagement starts with understanding your business deeply. We don't recommend AI for its own sake — only where it will genuinely move the needle.

01
AI Audit & Roadmap

We spend a day inside your business, map every manual or inefficient process, and deliver a prioritised AI roadmap with clear ROI projections and a 90-day action plan. This is your blueprint — whether you work with us to deliver it or not.

From £750 · Delivered in 5–7 days
02
Done-For-You Build

We design, build, and deploy your custom AI systems — workflow automations, AI chatbots, lead qualification tools, reporting dashboards, and more. Fully integrated with your existing tools. Minimal disruption. Maximum impact.

From £2,500 · Live in 2–6 weeks
03
Ongoing AI Partnership

AI evolves fast. Our retained clients benefit from continuous optimisation, new automation opportunities as they emerge, monthly performance reviews, staff training, and a dedicated point of contact who knows your business inside out.

From £1,200/month · Rolling contract
Proudly Yorkshire

Built in God's Own County. Built to last.

Yorkshire has always been a place where things are made properly — with graft, integrity, and a refusal to cut corners. That's exactly how we approach every client engagement. We're not a London agency that put a northern phone number on their website. We're here, we're local, and we're building something real.

Straight-talking
No buzzwords. No padding. We tell you what you need to hear.
Graft & Reliability
We do what we say we'll do, when we say we'll do it.
Community First
We actively invest in Yorkshire businesses and the local economy.
Long-term thinking
We build relationships, not transactions. Many of our clients become long-term partners.
Client results

Real businesses. Real outcomes.

We measure every engagement in time saved, revenue generated, and headaches eliminated — not vanity metrics.

"

We were drowning in admin. Helmstone automated our client onboarding, contract chasing, and weekly reporting. The time we've got back is extraordinary.

6hrs → 25min
Weekly admin saved
Sarah M. · Founder, Marketing Consultancy, Leeds
"

Our sales team is closing 40% more deals since the AI follow-up sequences went live. It's like having a full-time salesperson who never sleeps and never forgets to follow up.

+40%
Increase in close rate
James T. · MD, B2B Technology Firm, Sheffield
"

I was sceptical about AI — thought it was all hype. The Helmstone team showed us the numbers before we signed anything. We saved £4,200 in the first month alone.

£4,200
Saved in month one
David K. · Owner, Logistics Business, Bradford
Get started

Ready to see what AI can do for your business?

Book a free 30-minute discovery call. No hard sell, no jargon, no commitment. Just an honest conversation about where AI can make the biggest difference for you.

Book Your Free Call Meet the Team

Free · 30 minutes · No commitment · UK GDPR compliant

AI Automation · Ilkley

AI Automation Consultancy in Ilkley, Yorkshire

Your local automation partner — based in Ilkley town centre.

Your local automation partner in Ilkley

Ilkley is one of Yorkshire's most vibrant business communities — home to professional services firms, independent retailers, healthcare practices, and creative businesses. As a business based here ourselves, we understand the pressures local business owners face and we are invested in helping Ilkley businesses operate more efficiently.

Our office is at 13a South Hawksworth Street — directly opposite the main town car park, a short walk from Ilkley station. We welcome in-person meetings and can be on-site at your premises across Wharfedale at short notice.

Whether you are spending hours each week on manual admin, struggling with disconnected systems, or looking to scale without adding headcount — a free 30-minute discovery call is the fastest way to understand what is possible.

Book a Free Discovery Call Or take the free 3-minute assessment →
Business Automation · Leeds

Business Automation Consultancy for Leeds SMEs

Practical business automation for Leeds — based 20 minutes away in Ilkley.

Leeds businesses run on ambition and hard work.

Leeds has one of the most diverse SME economies in the UK — spanning financial services, legal, creative, technology, construction, and hospitality. What most of these businesses share is significant operational inefficiency: manual data entry, disconnected systems, reports built by hand, and follow-up processes that depend entirely on individuals remembering to act.

Helmstone AI works with Leeds businesses to map those inefficiencies, calculate the cost, and build automation systems that eliminate them. We are based in Ilkley — 20 minutes from Leeds city centre by car, or a direct train via Ilkley to Leeds. In-person meetings are always welcome.

Our clients in the Leeds area typically recover 15–30 hours of staff time per week within the first quarter — without redundancies, without major disruption, and without adding headcount.

Book a Free Discovery Call Or take the free 3-minute assessment →
AI Automation · Bradford

AI Automation Consultancy for Bradford Businesses

Practical automation for Bradford businesses across manufacturing, professional services and beyond.

Bradford businesses deserve smarter operations.

Bradford is home to one of Yorkshire's most resilient business communities — with particular strength in manufacturing, textiles, healthcare, logistics, and professional services. Many Bradford businesses have grown quickly and successfully, but operational processes have not always kept pace with growth. The result is skilled people spending significant time on admin and manual processes that technology could handle automatically.

Helmstone AI is based in Ilkley — 15 minutes from Bradford city centre. We work with Bradford businesses to identify exactly where time and money is being lost, and to build practical automation systems that address those inefficiencies directly. Every project starts with a free discovery call and a clear business case before any build work begins.

Book a Free Discovery Call Or take the free 3-minute assessment →
AI Automation · Harrogate

AI Automation for Harrogate Businesses

Operational automation for Harrogate businesses — professional services, hospitality, healthcare and more.

Premium businesses need premium operations.

Harrogate is home to some of Yorkshire's most successful professional services firms, hospitality businesses, healthcare providers, and independent retailers. These are businesses with high standards, discerning clients, and reputations to protect. Manual processes — slow responses, inconsistent onboarding, manual reporting — are not just inefficient. They actively undermine the premium experience these businesses work hard to deliver.

Helmstone AI works with Harrogate businesses to build automation systems that match the quality of their service. From client onboarding to CRM management, from weekly reporting to invoice processing — we identify the gaps and fill them with reliable, well-documented systems. We are based in Ilkley — 20 minutes from Harrogate — and available for in-person meetings across the district.

Book a Free Discovery Call Or take the free 3-minute assessment →
AI Automation · Skipton

Business Automation for Skipton & the Dales

Practical automation for Skipton and Craven district businesses — tourism, retail, professional services.

Skipton businesses. Smarter operations.

Skipton's economy is diverse — tourism, retail, financial services (it is home to one of the UK's largest building societies), professional services, and agricultural businesses serving the Dales. What these businesses share is the same challenge: too much time spent on manual processes and not enough on the work that actually grows the business.

Helmstone AI is based in Ilkley — 20 minutes from Skipton along the A65. We work with Skipton and Craven district businesses to map their operations, identify automation opportunities, and build systems that free up time and reduce costs. Every engagement starts with a free discovery call with no commitment.

Book a Free Discovery Call Or take the free 3-minute assessment →
AI Automation · Halifax

AI Automation Consultancy in Halifax, West Yorkshire

Business automation for Halifax and Calderdale — built for ambitious, lean-running teams.

Halifax has always found smarter ways to work.

Halifax has a rich history of commercial innovation — from its wool trade roots to the modern financial services sector it helped build. Today, Halifax businesses span manufacturing, professional services, creative industries, retail, and healthcare. Many are ambitious, fast-moving, and looking for ways to do more without the cost of additional headcount.

Helmstone AI is based in Ilkley — 25 minutes from Halifax. We work with Calderdale businesses to identify operational inefficiencies, calculate their cost, and build practical automation systems that address them. Fixed pricing, senior delivery, and clear ROI before any work begins.

Book a Free Discovery Call Or take the free 3-minute assessment →
AI Automation · Otley

Business Automation for Otley & Wharfedale

Your local automation partner — just 6 miles from Ilkley.

Local businesses. Efficient operations.

Otley and the wider Wharfedale valley is home to a vibrant mix of independent businesses — professional services, tradespeople, healthcare practitioners, retailers, and creative firms. These are often owner-managed businesses where the owner is doing everything — and spending too much time on admin as a result.

Helmstone AI is based in Ilkley — just 6 miles from Otley along the A660. We understand the Wharfedale business community because we are part of it. Our free discovery call is the fastest way to understand where automation could give you your time back.

Book a Free Discovery Call Or take the free 3-minute assessment →
AI Automation · Keighley

AI Automation for Keighley & Airedale Businesses

Automation for Keighley and Airedale — manufacturing, engineering, professional services.

Keighley businesses. Built to last, built to grow.

Keighley has a proud manufacturing and engineering heritage, and today's Keighley businesses combine that operational rigour with growing ambitions in technology, professional services, and e-commerce. Many are looking to scale — and hitting the same wall: operational processes that work fine at a certain size but become bottlenecks as the business grows.

Helmstone AI is based in Ilkley — 6 miles from Keighley. We work with Airedale businesses to identify those bottlenecks, calculate their cost, and build automation systems that remove them. Our AI Workflow Audit is the starting point — a structured process that maps your operations and produces a clear, costed implementation plan.

Book a Free Discovery Call Or take the free 3-minute assessment →
AI Automation · Wetherby

Business Automation for Wetherby & Boston Spa

Practical automation for Wetherby and Boston Spa — professional services, finance, healthcare.

Wetherby businesses. Running at full efficiency.

Wetherby and the surrounding villages — Boston Spa, Collingham, Clifford — are home to a significant number of professional services businesses, financial advisers, independent healthcare practices, and owner-managed firms. These businesses typically have small, capable teams who are stretched — doing valuable work, but also spending too much time on processes that could be automated.

Helmstone AI is based in Ilkley — 20 minutes from Wetherby. We help businesses in the area identify exactly where time is being lost and build automation systems that give it back. Free discovery call, fixed pricing, and measurable results.

Book a Free Discovery Call Or take the free 3-minute assessment →
AI Automation · York

AI Automation Consultancy for York Businesses

Operational automation for York businesses — tourism, financial services, technology and beyond.

York is growing. Your operations should too.

York's economy has transformed significantly in recent decades — from its traditional strengths in tourism, chocolate manufacturing, and railways to a modern, diverse economy with significant financial services, technology, education, and professional services sectors. York businesses are ambitious, and many are growing quickly. The challenge is building operations that scale with that growth.

Helmstone AI is based in Ilkley — 30 minutes from York by car or train. We work with York businesses to identify the manual processes that are creating bottlenecks as they grow, and to build automation systems that remove them. Whether you are in tourism, hospitality, professional services, technology, or any other sector — if your team is spending significant time on manual admin, we can almost certainly help.

Book a Free Discovery Call Or take the free 3-minute assessment →
Workflow Automation · Yorkshire

Workflow Automation for Yorkshire Businesses

Yorkshire's operational automation consultancy — eliminating manual workflows across the region.

Why Yorkshire businesses choose Helmstone AI

We are not a London agency with a Yorkshire phone number. We are based in Ilkley, we work with Yorkshire businesses every day, and we are invested in this region's success. When you meet us, you meet the people building your systems — not an account manager.

Every project starts with a free discovery call. We map your operations, identify the highest-value opportunities, and give you an honest assessment of what is achievable and what it will cost. Our clients across West Yorkshire and North Yorkshire typically recover 10–40 hours per week within the first quarter.

From Ilkley and Otley to Leeds, Bradford, Harrogate, Halifax, Skipton, Keighley, Wetherby, and York — we work across the region and nationally via remote delivery.

Book a Free Discovery Call Or take the free 3-minute assessment →
Insights & Guides

Practical guides for Yorkshire business owners

No jargon. No theory. Just practical insights on how to make your business run more efficiently — from the team at Helmstone AI.

Operations 5 min read

How much is manual admin actually costing your Yorkshire business?

Most business owners know their admin is inefficient. Few have ever calculated the actual cost. The average SME loses between 15 and 25 hours of staff time per week to tasks that could be automated — that is between £19,500 and £32,500 per year at a conservative £25 per hour.

The most common culprits are lead and enquiry management (copying web enquiries into CRMs, sending manual follow-up emails), weekly reporting (pulling data from multiple systems and formatting it by hand), invoice processing (generating, sending, chasing and reconciling), and client onboarding (the email chains, document requests, and manual data entry that follow every new engagement).

The calculation is straightforward. Count the number of staff hours per week spent on these tasks. Multiply by your average staff cost per hour. That is the minimum annual saving available from automation — and that figure does not include the errors, delays, and missed opportunities that manual processes create.

If you would like to understand the specific numbers for your business, our AI Workflow Audit starts from £750 and gives you a precise ROI calculation for every automation opportunity we identify. The audit fee is fully deductible from your implementation cost if you proceed.

Book a Free Discovery Call Or take the free assessment →
Automation 6 min read

5 business processes every Yorkshire SME should automate in 2025

Automation does not have to mean complex AI systems or significant upfront investment. For most Yorkshire SMEs, the highest-value automation opportunities are straightforward process fixes — connecting systems that do not talk to each other, eliminating manual data entry, and replacing email chains with automated workflows.

1. Lead response and CRM entry. Every web enquiry should automatically create a CRM record, send a personalised acknowledgement, and notify the right team member — without anyone touching a keyboard. Businesses that automate this typically see response times drop from hours to minutes, and conversion rates improve significantly.

2. Weekly reporting. If someone on your team spends Monday morning pulling data from multiple systems and building a report, that is an automation waiting to happen. The report should arrive in inboxes automatically, built from live data, every week without fail.

3. Invoice generation and chasing. Connecting your project management or time-tracking tool to your accounting system — and automating the chase sequence for outstanding invoices — is one of the highest-ROI automations available to service businesses.

4. Client onboarding. The sequence of tasks that follow every new client — welcome emails, document requests, system setup, introductions — should run automatically from the moment a contract is signed. This alone saves most professional services firms 2–4 hours per new client.

5. Appointment and reminder sequences. Missed appointments, late arrivals, and no-shows cost Yorkshire service businesses thousands of pounds per year. Automated confirmation and reminder sequences — sent by SMS and email at the right intervals — typically reduce no-show rates by 30–50%.

Book a Free Discovery Call Or take the free assessment →
Local Business 4 min read

Why working with a local Yorkshire automation consultant beats a national agency

When Yorkshire businesses search for automation help, they typically find one of two things: large national agencies with London offices and London day rates, or offshore freelancers with limited commercial understanding. There is a third option — and it matters more than most people realise.

A local consultant understands the Yorkshire business landscape. They understand the sectors that dominate our region — manufacturing, professional services, construction, retail, hospitality. They understand the commercial pressures that Yorkshire SMEs face. And crucially, they are accessible — available for an in-person meeting, a site visit, or a conversation over coffee when a project needs it.

At Helmstone AI, we are based in Ilkley. Our office is in the town centre. We work with businesses across West Yorkshire, North Yorkshire, and the wider region, and we are invested in their success — not as a transaction, but as a long-term partner. Every engagement is led personally by our founder, who has built and sold businesses in Yorkshire and understands what operational efficiency means in practice.

If you are a Yorkshire business owner considering automation, we would be glad to have a conversation. The discovery call is free, there is no obligation, and we will give you an honest assessment of what is achievable for your specific business.

Start with a Free Discovery Call
Careers at Helmstone AI

Build the future of operational automation.

We are building a Yorkshire-based consultancy focused on solving real operational problems for UK businesses. We care about practical thinking, curiosity, and problem-solving — not formal qualifications or job titles.

Why We Exist

We fix operations. Not hype.

Most businesses are still losing enormous amounts of time to repetitive admin, disconnected systems, and manual data entry. We started Helmstone AI to fix that — using practical automation and modern systems, without unnecessary complexity or technical jargon.

Our focus is simple: better operations, less wasted time, smarter systems. If that sounds like work you want to be part of, we would like to hear from you.

"We care far more about how you think than where you studied. If you are curious, practical, and driven to solve problems — we want to talk."

— Jack Higgins, Founder

The Helmstone Approach

What we actually value

✓
Practical problem-solvingYou see a broken process and want to fix it. You think in systems.
✓
Genuine curiosityYou learn tools because you want to understand how they work, not because you were told to.
✓
Clear communicationYou can explain complex things simply. Our clients are business owners, not developers.
✓
Commercial awarenessYou understand that the point of automation is business results, not technical elegance.
✓
ReliabilityYou do what you say you will do. On time, to a high standard, every time.
Now Hiring

Junior Automation & AI Operations Assistant

📍 Ilkley, West Yorkshire ⏰ Full-time / Flexible 📊 Junior / Entry Level
This role is ideal for someone who
→Enjoys solving problems and thinks logically
→Is naturally curious about how systems work
→Wants to learn modern automation tools from scratch
→Has strong communication skills
→Wants to grow with a business from early stage
You will work with
→Automation platforms (Make.com, n8n)
→CRM systems and business tools
→Process mapping and workflow analysis
→Client workflow documentation
→Real automation projects from day one

No computer science degree required. We are open to graduates, apprentices, career changers, and self-taught learners. Mindset and initiative matter far more than formal qualifications.

Partnership Opportunity

Business Development Partner

Self-employed · Commission-based · Flexible · Genuine £100k+ uncapped earning potential

We are expanding our Business Development Partner network and looking to work with commercially driven individuals who understand how to build relationships with SMEs and local businesses. No technical AI background required — we care about relationships, communication, and commercial drive.

£100k+
Uncapped earning potential
Recurring
Commission on retainer clients
Flexible
Self-employed, your schedule
Yorkshire-Based

Our Ilkley office

Our headquarters are in Ilkley town centre — easily accessible from Leeds, Bradford, Harrogate, and surrounding areas. We operate from a modern, dedicated office designed for client consultations, project work, and collaboration.

13a South Hawksworth Street, Ilkley, LS29 9DX

Growth Opportunities

Grow with the business

We are in the early stages of building Helmstone AI. That means genuine opportunities for ambitious people to grow into senior roles — automation specialist, operations consultant, client success, implementation management — as the business expands.

Interested in joining Helmstone AI?

Send us a short note about yourself and why you're interested. No formal CV required — just tell us how you think.

Email hello@helmstone.ai →
Frequently Asked Questions

Every question we get asked — answered.

Straight answers to the questions UK business owners ask us most. No jargon, no waffle.

How much does automation cost?↓
Our AI Workflow Audit starts from £750 — this maps your processes, calculates the ROI for every opportunity, and gives you a prioritised implementation plan. Implementation projects start from £4,000 depending on scope and complexity. Ongoing managed retainers start from £500/month. All pricing is fixed and agreed before any work begins. The audit fee is fully deductible from your implementation cost if you proceed within 60 days.
What ROI should I expect?↓
Most of our clients recover their implementation cost within 3–6 months through reduced staff time on manual processes. The most common metrics: 10–40 hours per week recovered, 40–70% reduction in manual admin workload, and 20–40% improvement in lead response times. We calculate your specific ROI as part of the AI Workflow Audit before any build work begins — so you have a clear business case before you commit to anything.
How long does implementation take?↓
The average time from first discovery call to first live automation system is 14 days. Full implementation projects typically take 2–6 weeks depending on complexity and how many systems need connecting. The AI Workflow Audit takes 5–7 working days. We set clear timelines before any project begins and stick to them.
What processes should be automated first?↓
That depends on your specific business — which is exactly what the AI Workflow Audit identifies. Generally, the highest-value starting points are: lead and enquiry management (fastest ROI), weekly reporting (biggest time saving), client onboarding (biggest consistency improvement), and invoice processing (best cash flow impact). Our free discovery call gives you an honest initial assessment of where your biggest opportunities are before you spend anything.
What if my systems are old or outdated?↓
Most of our clients have a mix of modern and legacy tools. In the majority of cases, we can connect whatever you already use — including older systems — without replacing them. Where a system genuinely cannot be integrated, we will tell you honestly and recommend the simplest, most cost-effective upgrade path. We never recommend new technology unless it clearly justifies the cost and disruption.
Is automation safe for SMEs? What about GDPR?↓
Yes. Every automation system we build is designed with UK GDPR compliance from day one. We document all data flows, review data handling before go-live, and only use tools with appropriate UK/EU data processing agreements in place. Helmstone AI Ltd is registered with the ICO. We treat data security as a non-negotiable baseline, not an afterthought.
Is automation replacing my staff?↓
Not in the way most people fear. The vast majority of our projects free up staff time — allowing your team to do higher-value work rather than manual admin. We have never built a system that resulted in a client making redundancies because of automation. In most cases, the same team simply has significantly more capacity. If you are at a stage where operational restructuring is a consideration, we can connect you with specialist HR and employment law partners — but that is a separate conversation from automation.
What happens if something breaks?↓
Every system we build includes error handling, monitoring, and alerts built in from the start — so issues are flagged immediately rather than silently failing. All systems are fully documented so any competent developer can support them. Clients on our managed retainer get priority response times and proactive monitoring. Clients who take the system and manage it themselves get 30 days of post-launch support included as standard.
Do I need HubSpot or any specific software?↓
No. We work with whatever tools you already use — and we will only recommend new tools if they clearly justify the cost. HubSpot is one of many CRM options we work with, not a requirement. Our job is to connect and automate what you already have, not to sell you a new software stack.
Can small businesses really use automation?↓
Absolutely — and small businesses often see the highest proportional ROI, because every hour saved represents a larger percentage of total capacity. A 10-person business recovering 15 hours per week has materially changed its operational model. You do not need to be a large enterprise to benefit significantly from automation. Our smallest clients have 2–3 staff. Our audit starts at £750, which most businesses recover within weeks of the first automation going live.
Why local? Why not use a national agency?↓
Two reasons. First, we understand Yorkshire businesses — the sectors, the commercial environment, the way business is done here — because we are one. Second, you deal with the person building your system, not an account manager relaying messages to an offshore team. In-person meetings, site visits, and direct access to your consultant throughout are available because we are based 20 minutes from most of our clients. National agencies offer scale. We offer depth, accountability, and genuine local knowledge.
How do I know if automation is right for my business?↓
Book a free discovery call. Thirty minutes, no commitment, no hard sell. We will ask questions about your operations, identify where the real opportunities are, and give you an honest assessment of whether automation makes commercial sense for your specific situation. If it does not, we will tell you. We would rather build a long-term reputation for honest advice than make a short-term sale that does not deliver results.

Still have a question?

Call us, email us, or book a free discovery call. We will give you a straight answer.

Book a Free Discovery Call 01943 730275
Platforms & Technology

The tools we use — and why we chose them.

Every platform we recommend has been selected for reliability, long-term maintainability, and UK GDPR compliance. We never recommend technology for its own sake.

Our Principle

Technology should serve your business — not the other way around.

We choose tools based on three criteria: they must be reliable in a production environment, maintainable by your team without depending on us, and compliant with UK GDPR. We will never recommend a more expensive or complex tool when a simpler one does the job.

Automation Platforms
Make.com
Our primary automation platform. Visual, powerful, and robust in production environments.
n8n
Open-source automation for clients who want self-hosted infrastructure.
Zapier
For simpler integrations where speed of deployment matters most.
CRM & Sales
HubSpot
Our recommended CRM for growing SMEs. Strong automation capabilities built in.
Pipedrive
Ideal for sales-led businesses. Clean interface, reliable API.
Salesforce
For larger or more complex CRM requirements.
Finance & Operations
Xero
Our preferred accounting integration. Excellent API for invoice and payment automation.
QuickBooks
For clients already using QuickBooks. Full integration support.
Google Workspace
Docs, Sheets, Gmail, Drive — all automatable and widely used.
AI & Intelligence
OpenAI / GPT-4
For content generation, classification, and intelligent processing within workflows.
Anthropic Claude
Strong document analysis and reasoning. Excellent for complex business logic.
Custom prompting
Prompt engineering tailored to your specific business context and data.
Data & Databases
Airtable
Flexible database for operational data that needs to be human-readable.
Notion
For knowledge bases, documentation, and team workflows.
Google Sheets
Often the simplest, most maintainable data layer for SME automations.
Forms, Comms & Scheduling
Typeform / Tally
For intake forms, qualification workflows, and client onboarding.
Slack
Internal notification and alert delivery from automation systems.
Calendly
Booking and scheduling automation — removes manual diary management entirely.

Don't use any of these tools? That's fine. We work with whatever you already have — and will only suggest new tools if the ROI clearly justifies the switch. Our job is to automate your operations, not to sell you a new software stack.

Honest Positioning

We're probably not right for everyone.

This page exists because we believe the right clients are worth more than the most clients. We would rather tell you upfront if we are not the right fit — and save us both the time.

We're probably NOT right for you if...
You want results overnight
Good automation takes proper scoping, careful building, and thorough testing. We will not rush a project to hit an unrealistic deadline — and we will not promise results we cannot deliver.
You want AI for the sake of AI
We are not interested in implementing technology that does not solve a real operational problem with a clear ROI. If AI is not the right solution, we will say so — even if it costs us the work.
You want fully bespoke custom software from day one
We build with proven, maintainable automation platforms — not custom code from scratch. For most SME problems, this approach is faster, cheaper, and more reliable. If you need a bespoke software development project, we can point you in the right direction.
You are not willing to change how things are done
Automation requires process change. If the goal is to automate a broken process without fixing it, the result will be a broken automated process. We need clients who are open to operational improvement, not just technical overlay.
You want a passive vendor relationship
Our best work happens when clients are engaged — sharing context, giving feedback, and treating us as operational partners rather than external contractors to be managed from a distance.
We ARE right for you if...
You want honest commercial advice
We will tell you if something is not worth doing. We will tell you if there is a simpler solution. We will give you a genuine ROI calculation before you commit to anything.
You want to actually fix your operations
You know your team is spending too much time on the wrong things, and you want a practical, permanent solution — not a temporary patch.
You value quality over speed
You want systems that work reliably, are properly documented, and will still be running well in two years — not something that breaks the first time a process changes.
You want to deal with the person doing the work
You are not interested in account managers and project coordinators relaying messages. You want direct access to the consultant building your systems.
You appreciate Yorkshire straight-talking
No jargon, no waffle, no unnecessary complexity. Just clear advice, honest pricing, and work that does what it is supposed to do.

Think we might be the right fit?

Book a free 30-minute discovery call. We'll be honest about whether we're the right choice — and if we're not, we'll tell you who is.

Book a Free Discovery Call
Free Resources

Tools and guides to help you improve your operations.

Practical, free resources for UK business owners. No email required for most — just useful content you can use immediately.

📊

Business Automation Assessment

Answer 4 questions. Get your personalised Automation Opportunity Score, estimated annual cost of manual admin, and top 3 opportunities. Takes 3 minutes.

Take the assessment →
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Practical articles on operational efficiency, automation for SMEs, and how to reduce manual admin — written for business owners, not developers.

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Automation FAQ

Every question we get asked — answered honestly. How much does it cost, how long does it take, is it safe, will it replace my staff?

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Process Mapping Template

A simple template for mapping your business processes before an automation audit. Helps you prepare and speeds up the discovery phase.

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Free Discovery Call

30 minutes with our founder. We'll map your biggest operational challenges, identify automation opportunities, and give you honest advice — completely free.

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Partnership Opportunity

Business Development Partner Programme

Genuine £100k+ uncapped earning potential for commercially driven individuals who want to build long-term recurring income in a fast-growing consultancy environment.

£100k+
Uncapped earning potential for high performers
Recurring
Commission on ongoing client retainers
Flexible
Self-employed, manage your own schedule
The Opportunity

Why this is different

This is a self-employed, commission-based partnership opportunity designed for ambitious people who want to build significant earning potential within a fast-growing consultancy environment. Rather than selling generic products or transactional services, you will be introducing businesses to operational automation solutions that genuinely improve efficiency, reduce wasted time, and modernise business operations.

Unlike traditional commission-only sales roles, Helmstone AI offers the opportunity to build long-term recurring income through ongoing client retainers and account growth. Our services are consultative, commercially focused, and designed around long-term client relationships and recurring revenue.

Why This Opportunity Is Different

Successful Business Development Partners will benefit from:

✓High-value B2B service sales
✓Recurring commission opportunities
✓Flexible working structure
✓Strong earning potential
✓Access to a rapidly growing market
✓Professional branding and operational support
✓Performance-based commission increases
✓Long-term growth opportunities within the business

What You Will Be Introducing

Helmstone AI helps businesses improve operational efficiency through practical automation solutions. We focus on helping businesses operate more efficiently — not selling unnecessary technical complexity.

→Workflow automation
→CRM automation
→Operational process improvement
→System integrations
→AI-powered business workflows
→Repetitive admin reduction
→Business systems optimisation

Who We Are Looking For

You do not need a technical AI background. We are far more interested in relationship building, professionalism, communication skills, commercial awareness, and drive and initiative. This opportunity may suit:

✓Experienced B2B sales professionals
✓SME networkers
✓Telecoms or SaaS sales backgrounds
✓Recruitment consultants
✓Business development managers
✓Entrepreneurs
✓Self-employed sales professionals
✓Commercially driven individuals

Flexible Partnership Model

This is a fully self-employed opportunity offering flexibility and autonomy. Business Development Partners manage their own schedules and operate independently while professionally representing Helmstone AI within their territories and networks. Commission structures are designed to reward both new business generation and long-term recurring client relationships.

Long-Term Growth Opportunities

As Helmstone AI grows, there may be opportunities for high-performing Business Development Partners to transition into more permanent commercial, leadership, account management, or salaried positions within the business. We are building for long-term growth and are interested in working with ambitious people who want to grow alongside the company.

Yorkshire Roots. National Ambition.

Helmstone AI is headquartered in Ilkley, West Yorkshire, with ambitions to build a strong regional and national business development network focused on helping SMEs improve efficiency through modern operational systems and automation. We believe in straight-talking communication, practical thinking, long-term relationships, commercially focused solutions, and delivering genuine operational value.

Important Information

All client relationships remain the property of Helmstone AI Ltd. Recurring commission structures apply while Business Development Partners remain actively engaged with and representing Helmstone AI under the terms of their agreement. Full commission structures and partnership terms will be discussed during the application process.

Register Your Interest

Commercially driven and interested in building long-term recurring income with a growing consultancy? We would love to hear from you.

Email Us →
hello@helmstone.ai
Or book a conversation
Book a Discovery Call
Now Hiring · Ilkley, West Yorkshire

Junior Automation & AI Operations Assistant

Build a career in modern business automation and AI at our Ilkley headquarters. A hands-on role in a fast-growing consultancy where no two projects are the same.

About Helmstone AI

We fix operations. Not hype.

Helmstone AI is a Yorkshire-based automation and AI consultancy helping UK businesses reduce repetitive admin, improve operational efficiency, and modernise business systems through practical automation solutions and AI-powered workflows.

Most businesses still waste huge amounts of time through repetitive admin, disconnected systems, manual processes, duplicated work, and poor operational visibility. We help businesses fix that — practically, without unnecessary complexity.

The Role

You will support a variety of operational automation and business improvement projects across multiple industries. No two projects are the same, which makes this role ideal for someone who enjoys learning, problem solving, and working in a modern business environment. You will work directly alongside experienced business operators and gain real-world exposure from day one.

You will gain hands-on exposure to:

Automation systems and platforms
AI tools and workflows
CRM platforms
Workflow optimisation
Operational consulting
Business process mapping
Operational reporting systems
Modern cloud productivity platforms

What We Are Looking For

We are far more interested in mindset and attitude than formal qualifications. You do not need to be a software developer or computer scientist. You may be a school or college leaver, a graduate, self-taught, or changing careers. What matters is how you think.

The ideal candidate is:

✓Naturally curious and eager to learn
✓Organised and reliable
✓Commercially aware
✓Confident communicating with people
✓Interested in modern technology and AI
✓Good at problem solving
✓Enjoys improving how things work
✓Wants to grow with a business from early stage

Why Join Helmstone AI?

✓Modern office in Ilkley town centre
✓Work directly alongside experienced operators
✓Real-world operational projects from day one
✓Fast learning environment
✓Clear career progression path
✓Supportive, commercially focused culture

As Helmstone AI grows, there will be opportunities to progress into automation consultancy, workflow analysis, operations management, implementation support, client success roles, and technical operations positions.

Yorkshire-Based. National Ambition.

Our headquarters are based in Ilkley town centre, directly opposite the main public car park and within walking distance of Ilkley train station. We are proud of our Yorkshire roots and believe in straight-talking communication, practical thinking, long-term relationships, operational excellence, and delivering genuine value.

Salary & Package

✓Competitive starting salary
✓Training and development opportunities
✓Modern working environment in Ilkley
✓Career progression opportunities
✓Exposure to cutting-edge automation and AI systems
Apply Now

Send us a short note about yourself and why you are interested. No formal CV required — tell us how you think.

Apply via Email →
hello@helmstone.ai
Role Details
LocationIlkley, West Yorkshire
TypeFull-time / Flexible
LevelJunior / Entry Level
QualificationsNot required
Our Services

Practical AI that delivers measurable results

We offer three core service tiers, each designed to meet your business at the right stage of its AI journey — whether you're exploring, building, or scaling.

01

AI Audit & Roadmap

This is where we identify exactly where your time is being lost and how automation can fix it. Before investing in any AI system, it's essential to know precisely where it will — and won't — make a difference in your business. Our AI Audit is a structured deep-dive into your operations — we map your workflows, identify inefficiencies, and quantify every opportunity where automation can save time, reduce cost, or generate revenue.

You receive a clear, jargon-free report with a prioritised list of automation opportunities, ROI estimates for each, and a 90-day action plan showing exactly where to start. Whether you proceed with us or another provider, this gives you a genuine competitive edge.

What's included
  • Full-day operational discovery session with your team
  • Workflow mapping and inefficiency analysis
  • AI opportunity identification across all business functions
  • ROI projections for each recommended initiative
  • Prioritised 90-day implementation roadmap
  • Technology recommendations and tool comparisons
  • Presentation of findings to leadership team
  • 30-day email support post-delivery
Book an Audit See the Process
Investment
£750 – £4,500
Fixed fee. No hidden costs. Invoiced in advance.
⏱ Delivered within 5–7 working days of the discovery session
Ideal for
Businesses that are new to AI and want a clear, evidence-based picture of the opportunity before committing to a larger project. Also popular as a standalone purchase for business owners who want to understand AI before engaging any provider.
💡 The Audit fee is deducted from your Build project if you proceed within 60 days.
Investment
£3,000 – £25,000+
Project-based pricing. Scope agreed before work begins.
⏱ Typically live within 2–6 weeks of project kick-off
Example projects
AI-powered lead qualification system · Customer service chatbot · Automated proposal generation · CRM enrichment pipeline · Weekly AI-generated reporting · Staff onboarding automation
🔒 All systems built to UK GDPR standards with full documentation.
02

Done-For-You Build

We build automation systems that replace repetitive tasks and connect your business systems together — so your team stops doing manually what technology should handle automatically. Once you know where automation can help, the challenge is building it properly. This is where most businesses either stall (trying to DIY it) or get burned (by agencies that over-promise and under-deliver). We take a different approach: fixed scope, fixed price, and a relentless focus on outcomes.

We design and build your systems from the ground up — integrating with the tools you already use (CRM, email, documents, accounting) — and we don't consider a project complete until your team is using it confidently and the manual work is genuinely gone.

What's included
  • Full system design and architecture planning
  • Custom AI and automation build
  • Integration with your existing tech stack
  • UK GDPR compliance documentation
  • Comprehensive staff training sessions
  • Testing, QA, and staged rollout
  • Full handover documentation
  • 30-day post-launch support included
Discuss Your Project
03

Ongoing AI Partnership

Automation is not a one-off project — we continuously improve and expand your systems over time, ensuring they keep delivering value as your business evolves. Our retained clients benefit from a dedicated partner who knows their business inside out, monitors systems continuously, and proactively identifies new opportunities as technology develops.

This is for businesses that understand automation is a long-term competitive advantage, not a quick fix. Retainer clients typically see their efficiency gains compound significantly over the first six months as we gather data, optimise processes, and expand automation scope — doing more with the same team.

What's included monthly
  • Dedicated account lead (same person, every month)
  • Monthly performance review and reporting
  • Continuous optimisation of existing AI systems
  • New opportunity identification and prototyping
  • Staff training as your team grows or changes
  • Priority response time (same working day)
  • Quarterly strategic AI review with leadership
  • Access to beta tools and early AI developments
Talk About a Retainer
Monthly investment
£500 – £3,000+/mo
Rolling monthly contract. Cancel with 30 days' notice.
⏱ Onboarding within 5 working days of contract signing
Typical retainer clients
Growing SMEs (10–100 staff) who have completed an initial build project and want to continue expanding their AI capabilities. Also suits businesses with ongoing, evolving AI needs across multiple departments.
📊 Average retainer client saves an additional £3,200/month in year one versus businesses who don't retain ongoing AI support.
About Us

A Yorkshire-born AI consultancy with something to prove.

Jack Higgins founded Helmstone AI after watching great Yorkshire businesses fall behind through a combination of over-hyped technology, under-delivering consultants, and too much jargon. He knew there was a better way.

Our Story

Started in Yorkshire. Staying in Yorkshire.

Helmstone AI was founded by people who have spent careers building, growing, and selling businesses. We've sat in the seats our clients are in. We know what it feels like to be overwhelmed by admin, to watch a deal fall through because nobody followed up in time, to spend hours on reporting that should take minutes.

When AI became genuinely useful for business — not just for tech giants, but for an eight-person recruitment agency in Harrogate or a thirty-person logistics firm in Bradford — we knew it was time to act. We built Helmstone to be the consultancy we wish had existed when we were running our own businesses.

We're based in Yorkshire, and we're proud of it. We believe the North has always punched above its weight, and with AI levelling the playing field, there has never been a better time for Yorkshire businesses to compete — and win — on a national and global stage.

Our Numbers
2025
Founded in Yorkshire
100%
UK GDPR compliant
£0
Cost of first discovery call
14d
Avg. time to first live system
Our Values

The principles we refuse to compromise on

🎯
Outcomes over outputs

We don't celebrate delivering a chatbot. We celebrate the three hours a week your team gets back as a result. Every engagement is judged on real-world impact.

🤝
Honesty above all

If AI isn't right for something, we'll tell you — even if it costs us the work. Our reputation is worth more than any single project.

🔒
Privacy by design

We build UK GDPR compliance into every system from day one. Your data — and your clients' data — is treated with the highest standards of care.

⚡
Speed with substance

We move fast because we respect that time is your most valuable resource. But never at the expense of quality, security, or longevity.

🌱
Long-term thinking

We build for the long run. Systems that scale with you. Relationships that grow stronger over time. No short-term fixes that create long-term problems.

🏴󠁧󠁢󠁥󠁮󠁧󠁿
Proud to be Northern

Yorkshire made us. We actively choose to work with, refer to, and champion Northern businesses. The Northern Powerhouse is real, and we're part of it.

The Team

Senior people. Every engagement.

Every client engagement at Helmstone AI is led personally by Jack Higgins, our founder. You will never be handed to a junior consultant or account manager.

JH
Jack Higgins
Founder & Managing Director · Helmstone AI

Helmstone AI was founded to solve a problem most businesses face — too much manual work, not enough time.

Jack Higgins has built and operated multiple businesses and understands first-hand how inefficient processes slow growth, drain time, and limit scale. He has sat where his clients sit — watching deals fall through because nobody followed up in time, spending evenings on reporting that should take minutes, and hiring people to do work that technology could handle.

Rather than adding more staff, Helmstone AI focuses on helping businesses work smarter by automating repetitive tasks, connecting systems, and implementing practical AI solutions that deliver real, measurable results. The focus is simple: reduce manual work, improve efficiency, and create the capacity for your business to grow.

Every client engagement at Helmstone AI is led personally by Jack. You will never be handed to a junior consultant or account manager.

Helmstone AI is built on practical experience, not theory — every solution is designed to work in real business environments.

Experience building, operating, and successfully exiting multiple businesses
Deep understanding of business systems, workflows, and operational efficiency
Focus on practical, ROI-driven automation — not technology for its own sake
Yorkshire-based, straight-talking approach with national reach
UK GDPR compliant systems built into every engagement from day one
How It Works

From first conversation to live AI system — here's exactly what happens.

We believe in radical transparency. You should know exactly what to expect at every stage before you sign anything. No surprises, no scope creep, no unexplained invoices.

The Process

Clear steps. Predictable outcomes.

1
Discovery Call

A free 30-minute call where we get to know your business and you get to know us. We'll ask about your biggest pain points, your existing technology, your team size, and your ambitions. By the end, we'll have a clear sense of whether and how we can help — and we'll tell you honestly either way.

  • 30 minutes via video call or phone
  • No preparation required on your part
  • Completely free, no commitment
  • You'll receive a summary and initial thoughts within 24 hours
2
Proposal & Scoping

If we both agree there's a strong opportunity, we'll send you a detailed proposal within 48 hours. This sets out exactly what we'll do, the timeline, the investment, and the expected outcomes. Everything is fixed-price — you'll never receive an invoice you weren't expecting.

  • Detailed written proposal within 48 hours
  • Fixed-price engagement — no hourly billing
  • Clear success criteria defined upfront
  • Data Processing Agreement sent alongside proposal
3
AI Audit (if applicable)

For larger projects, we conduct a structured discovery day with your team. We observe real workflows, interview key staff, and map every process that could benefit from AI. This ensures we build the right thing, not just something impressive.

  • On-site or remote discovery session
  • Workflow mapping and analysis
  • ROI modelling for each opportunity
  • Detailed roadmap document delivered within 5 days
4
Build & Test

We build your AI systems in stages, showing you progress throughout. You're never waiting weeks in silence to see what we've created. Regular check-ins, working demos, and your feedback at every stage ensures the final product is exactly what your business needs.

  • Staged delivery with working demos
  • Weekly progress updates
  • Your team involved in testing throughout
  • GDPR compliance checks built into every stage
5
Launch & Training

Going live is only the beginning. We train every member of your team who will use the system, create clear documentation, and stay closely involved through the initial live period to catch any issues immediately. Most systems are running smoothly within a week of launch.

  • Full team training sessions (recorded for future use)
  • Plain-English documentation
  • Dedicated support during first 30 days
  • Performance baseline established
6
Review & Optimise

At 30 and 90 days post-launch, we conduct formal performance reviews. We measure the actual impact against our original projections, identify any optimisation opportunities, and plan the next phase of your AI journey. This is where the real compounding value begins.

  • 30-day and 90-day performance reviews
  • Impact measured against agreed KPIs
  • Optimisation recommendations
  • Roadmap for next phase presented
Our Guarantee

We don't win unless you win.

We don't build theoretical systems. Every automation we design is focused on delivering measurable business value — time saved, costs reduced, processes improved. That is agreed before work begins, not after.

If something isn't working as expected, we fix it — quickly, transparently, and without unnecessary complexity or additional cost. Our goal is simple: systems that work reliably, deliver measurable results, and continue to create value long after implementation.

Start Your Journey
✓
Fixed prices, always. No surprise invoices.
✓
Measurable success criteria agreed before start.
✓
Senior consultant on every project, start to finish.
✓
UK GDPR compliant by default, documented.
Case Studies

Real businesses. Real results.

Every case study below is a real operational problem, solved with practical automation. Details changed to protect confidentiality — the results are real.

Marketing Consultancy · Leeds · 12 staff

32 hours a week recovered from manual admin

Before Helmstone AI
✕Client onboarding took 3 days of email back-and-forth
✕Weekly reports built manually from scratch every Monday
✕Proposals took 2–3 hours to write per prospect
✕Contracts chased manually — some slipped through entirely
✕Senior staff buried in admin — no capacity left for growth
After Helmstone AI
✓Client onboarding completes automatically in 4 hours
✓Reports generated and sent automatically — zero manual work
✓Proposals auto-generated in 10 minutes from CRM data
✓Contract sequences run automatically — nothing missed
✓Senior team focused on clients — 28% revenue growth in Q1
Results — 90 days post-launch
32hrs
Per week recovered from manual admin
£6,400
Monthly saving in senior staff time
3 days → 4hrs
Client onboarding time
+28%
Revenue growth following quarter
Results — 60 days post-launch
+40%
Increase in sales close rate
68%
Reduction in leads lost to no follow-up
£22k
Additional revenue in first two months
4 mins
Average lead response time (was 4+ hours)
B2B Technology Firm · Sheffield · 22 staff

Leads going cold every day — fixed in 6 weeks

Before Helmstone AI
✕Inbound leads sat uncontacted for 4+ hours
✕Follow-up dependent on reps remembering to chase
✕No lead scoring — reps wasted time on poor prospects
✕No visibility of pipeline health or daily priorities
After Helmstone AI
✓Every lead scored, enriched and followed up within 4 minutes
✓Automated sequences run 24/7 — no rep intervention needed
✓AI scoring focuses reps on the highest-probability deals
✓Daily AI briefing shows each rep exactly where to focus
Logistics & Distribution · Bradford · 35 staff

18 hours of weekly reporting — eliminated entirely

Before Helmstone AI
✕2 admin staff spent 18hrs/week pulling data manually
✕Reports formatted by hand — error-prone and slow
✕Data 3–5 days old by the time it reached managers
✕Billing mistakes from inaccurate data costing thousands
After Helmstone AI
✓Reports auto-generated and delivered every Monday — zero manual work
✓Real-time exception alerts fire the moment anomalies are detected
✓Live data — managers always working from current information
✓Both admin staff redeployed to revenue-generating work
Results — First 30 days
£4,200
Monthly saving in admin staff time
18hrs → 0
Weekly manual reporting eliminated
Real-time
Data replacing weekly lag
2 staff
Redeployed to higher-value work
Your Story Next

Every one of these started with a free 30-minute call.

There's no pressure, no pitch, and no commitment. Just an honest conversation about your business and where AI might help.

Book Your Free Discovery Call
Get In Touch

Visit us in Ilkley — or get in touch remotely.

Helmstone AI operates from a dedicated office in Ilkley town centre, West Yorkshire. We work with local businesses and clients across the UK. In-person meetings are welcome at our Ilkley office.

Not ready for a call yet? Take our free 3-minute business assessment → — we'll show you exactly where your business is losing time before we speak.

Our Office

Helmstone AI — Ilkley HQ

We operate from a dedicated office in the heart of Ilkley town centre. It's a professional, focused environment — set up for client consultations, AI demos, workflow reviews, and strategic conversations. Clean, modern, and built around clarity and practical outcomes.

Whether you're a local Yorkshire business or travelling in from Leeds, Bradford, or further afield, we'd be glad to meet in person.

How to Find Us
📍
Address
13a South Hawksworth Street, Ilkley
West Yorkshire, LS29 9DX
🚗
By Car
Easy access from Leeds, Bradford, and surrounding areas. The office is positioned on South Hawksworth Street, directly opposite the main Ilkley town centre car park.
🚆
By Train
Ilkley railway station is a short walk from the office. Direct services from Leeds and Bradford Forster Square.
✈️
By Air
Leeds Bradford International Airport is approximately 15 minutes by car.
🅿️
Parking — directly opposite
There is a large public car park directly opposite the office entrance — suitable for both short visits and longer meetings. No need to search for parking.
Contact Details

We respond within one working day.

Website
helmstone.ai
Head & Registered Office
13a South Hawksworth Street
Ilkley, West Yorkshire
LS29 9DX
Company
Helmstone AI Ltd
Company No. 16639487
Registered in England & Wales
Discovery Call
Free · 30 minutes · No commitment
🔒 Your data is safe with us. We process enquiry data under UK GDPR Legitimate Interests and never share it with third parties for marketing. See our Privacy Policy.
🤝
In-person meetings are welcome at our Ilkley office.
Find Us

13a South Hawksworth Street, Ilkley

📍 Get Directions → | 13a South Hawksworth Street, Ilkley, West Yorkshire, LS29 9DX
📍
Ilkley HQ
Dedicated office & meeting space
🏙️
Leeds & Bradford
Short drive or direct train
🗺️
Across Yorkshire
We travel for the right project
🇬🇧
Nationwide
Remote delivery across the UK
Start a Conversation

Ready to talk? Let's get started.

Fill in the form and we'll be in touch within one working day to arrange your free discovery call. No hard sell, no jargon, no commitment — just a straight conversation about your business.

Start with a Free Discovery Call
Arrange a Meeting at Our Ilkley Office
Not ready yet? Take the free 3-minute assessment →
💡 Your audit fee is fully deductible from your implementation cost if you proceed within 60 days.
Enquiry Form

We respond within one working day. Data processed under UK GDPR. ICO registration pending. Helmstone AI Ltd · Company No. 16639487 · 13a South Hawksworth Street, Ilkley, LS29 9DX.

Legal

Privacy Policy

Last updated: January 2026 · Helmstone AI Ltd

Privacy Policy Cookie Policy Terms of Service Data Processing Agreement Sub-processor List

This Privacy Policy explains how Helmstone AI Ltd ("Helmstone AI", "we", "us", or "our") collects, uses, stores, and protects your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We take your privacy seriously. If you have any questions about this policy or how we handle your data, please contact us at hello@helmstone.ai.

1. Who We Are

Helmstone AI Ltd is registered in England and Wales (Company No. 16639487). Our registered office is at 13a South Hawksworth Street, Ilkley, LS29 9DX, West Yorkshire. We provide AI consultancy, automation, and technology services to businesses across the United Kingdom.

We are registered with the Information Commissioner's Office (ICO) as a data controller. Our ICO registration number will be displayed here upon completion of registration.

2. What Personal Data We Collect

We collect and process the following categories of personal data:

2.1 Data you provide directly

  • Name, email address, phone number, and job title
  • Business name, size, and industry
  • Information you provide in enquiry forms or communications
  • Contract and billing information

2.2 Data collected automatically

  • IP address and approximate location
  • Browser type, device type, and operating system
  • Pages visited, time on site, and referral source
  • Cookie data (see our Cookie Policy for full details)

3. Legal Basis for Processing

PurposeLegal Basis
Responding to enquiriesLegitimate Interests (Article 6(1)(f) UK GDPR)
Delivering contracted servicesContract Performance (Article 6(1)(b) UK GDPR)
Sending marketing emails (where consented)Consent (Article 6(1)(a) UK GDPR)
Legal and financial obligationsLegal Obligation (Article 6(1)(c) UK GDPR)
Website analyticsLegitimate Interests (with cookie consent)

4. How We Use Your Data

  • To respond to your enquiries and provide our services
  • To manage our client relationships and contracts
  • To send service-related communications
  • To send marketing communications where you have consented
  • To improve our website and services
  • To comply with legal and regulatory obligations

5. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected:

  • Enquiry data (no contract formed): 12 months from last contact
  • Client data: Duration of contract plus 7 years (legal/tax requirements)
  • Marketing consent: Until withdrawn or 3 years of inactivity
  • Website analytics: 26 months (anonymised after 14 months)

6. Who We Share Your Data With

We do not sell your personal data. We may share your data with carefully selected third-party processors who support our services. All processors are bound by data processing agreements and operate to UK GDPR standards. See our Sub-processor List for full details.

We may disclose data where required by law, court order, or regulatory authority.

7. International Transfers

Some of our sub-processors operate outside the UK. Where data is transferred internationally, we ensure appropriate safeguards are in place, including Standard Contractual Clauses (SCCs) or adequacy decisions as applicable.

8. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

  • Right of access: Request a copy of the data we hold about you
  • Right to rectification: Request correction of inaccurate data
  • Right to erasure: Request deletion of your data (subject to legal obligations)
  • Right to restrict processing: Request we limit how we use your data
  • Right to data portability: Request your data in a portable format
  • Right to object: Object to processing based on legitimate interests
  • Right to withdraw consent: Withdraw consent at any time where applicable

To exercise any of these rights, email hello@helmstone.ai. We will respond within 30 days. You also have the right to lodge a complaint with the ICO at ico.org.uk.

9. Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These include encryption in transit and at rest, access controls, and regular security reviews.

10. Changes to This Policy

We may update this policy from time to time. We will notify you of significant changes by email where we hold your contact details, or by posting a notice on our website. The date at the top of this policy indicates when it was last updated.

11. Contact Us

For any privacy-related questions or to exercise your rights:
Email: hello@helmstone.ai
Post: Helmstone AI Ltd, Yorkshire, England

Legal

Cookie Policy

Last updated: January 2026 · Helmstone AI Ltd

Privacy Policy Cookie Policy Terms of Service Data Processing Agreement Sub-processor List

This Cookie Policy explains what cookies are, how Helmstone AI Ltd uses them on this website, and how you can manage your cookie preferences. We comply with the UK Privacy and Electronic Communications Regulations (PECR) and UK GDPR.

1. What Are Cookies?

Cookies are small text files placed on your device when you visit a website. They are widely used to make websites work efficiently, to remember your preferences, and to provide information to website owners.

2. How We Use Cookies

We use cookies for the following purposes:

Cookie TypePurposeConsent Required
Strictly NecessaryEssential for the website to function — session management, security, cookie consent preferencesNo — always active
AnalyticsHelp us understand how visitors use our site (page views, time on site, referral sources). Data is anonymised.Yes
FunctionalRemember your preferences to improve your experienceYes
MarketingTrack visits to show relevant advertising (we do not currently run retargeting campaigns)Yes

3. Specific Cookies We Use

Cookie NameProviderPurposeDuration
hs_cookie_consentHelmstone AIStores your cookie consent preferences12 months
_ga, _ga_*Google AnalyticsAnalytics — visitor counting and behaviour (if consented)13 months
_sessionHelmstone AISession management — strictly necessarySession

4. Managing Your Cookie Preferences

When you first visit our website, you are presented with a cookie consent banner. You can choose to accept all cookies, or accept essential cookies only.

You can change your preferences at any time by clearing your browser cookies and revisiting the site, or by contacting us at hello@helmstone.ai.

You can also control cookies through your browser settings. Note that disabling certain cookies may affect the functionality of this website.

5. Third-Party Cookies

Where we use third-party analytics services, those providers may set their own cookies. We only use providers who comply with UK GDPR and PECR. See our Sub-processor List for details.

6. Contact

For any questions about our use of cookies: hello@helmstone.ai

Legal

Terms of Service

Last updated: January 2026 · Helmstone AI Ltd

Privacy Policy Cookie Policy Terms of Service Data Processing Agreement Sub-processor List

These Terms of Service govern your use of the Helmstone AI website and the services provided by Helmstone AI Ltd ("Helmstone AI", "we", "us"). By engaging our services, you agree to these terms.

1. Services

Helmstone AI provides AI consultancy, automation implementation, and related technology services to business clients. The specific scope, deliverables, timeline, and price for each engagement are set out in a written Statement of Work (SOW) or Proposal, which forms part of the contract between us.

2. Payment Terms

Unless otherwise agreed in writing:

  • AI Audit & Roadmap: 100% invoiced upon project commencement
  • Build projects: 50% upon commencement, 50% upon completion
  • Retainer services: Monthly in advance by direct debit or bank transfer
  • Payment terms: 14 days from invoice date
  • Late payment interest: 8% above Bank of England base rate (Late Payment of Commercial Debts Act 1998)

3. Intellectual Property

Upon receipt of full payment, all custom work product created specifically for you becomes your property. Helmstone AI retains ownership of any pre-existing methodologies, tools, frameworks, and general know-how used in delivery.

4. Confidentiality

Both parties agree to maintain the confidentiality of the other party's confidential information. We will never disclose your business information to third parties without your written consent, except as required by law or to deliver the contracted services.

5. Liability

Our liability to you in connection with any engagement shall not exceed the total fees paid by you in the 12 months preceding the event giving rise to the claim. We are not liable for indirect, consequential, or incidental losses. Nothing in these terms limits liability for death, personal injury, or fraud.

6. Cancellation

  • Project work: Work completed to date is billable upon cancellation. We will provide a statement of work completed.
  • Retainer services: Either party may terminate with 30 days' written notice. No refund of the current month's retainer fee.
  • AI Audit: Non-refundable once the discovery session has taken place.

7. Data Protection

We process personal data in accordance with our Privacy Policy and, where applicable, a Data Processing Agreement. We comply with UK GDPR and the Data Protection Act 2018.

8. Governing Law

These terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

9. Changes to These Terms

We may update these terms from time to time. Continued use of our services after notice of changes constitutes acceptance of the updated terms.

10. Contact

For any questions about these terms: hello@helmstone.ai

Legal

Data Processing Agreement

Last updated: January 2026 · Helmstone AI Ltd · Template DPA v1.0

Privacy Policy Cookie Policy Terms of Service Data Processing Agreement Sub-processor List

This Data Processing Agreement ("DPA") forms part of the contract between the Client ("Controller") and Helmstone AI Ltd ("Processor") and governs the processing of personal data by Helmstone AI on behalf of the Client in accordance with UK GDPR and the Data Protection Act 2018.

This DPA is incorporated into and subject to the Terms of Service. In the event of a conflict, this DPA prevails in relation to data protection matters.

1. Definitions

  • "Controller" means the Client who determines the purposes and means of processing personal data
  • "Processor" means Helmstone AI Ltd, acting on the Controller's instructions
  • "Personal Data" has the meaning given in UK GDPR Article 4
  • "Processing" has the meaning given in UK GDPR Article 4
  • "Sub-processor" means any third party engaged by Helmstone AI to process personal data

2. Processing Details

ElementDetail
Subject matterAI systems, automation workflows, and related technology services as specified in the Statement of Work
DurationFor the duration of the service agreement plus any agreed retention period
Nature of processingCollection, storage, analysis, transmission, and deletion as required to deliver contracted services
Categories of dataAs specified per engagement — typically business contact data, customer data, operational data
Categories of data subjectsClient employees, client customers, and other individuals as relevant to the engagement

3. Obligations of the Processor (Helmstone AI)

Helmstone AI shall:

  • Process personal data only on documented instructions from the Controller
  • Ensure persons authorised to process the data are bound by confidentiality obligations
  • Implement appropriate technical and organisational security measures (Article 32 UK GDPR)
  • Not engage sub-processors without prior written authorisation from the Controller
  • Assist the Controller in fulfilling data subject rights requests
  • Assist the Controller with security obligations, breach notification, DPIAs, and consultation
  • Delete or return all personal data upon termination of services
  • Provide all information necessary to demonstrate compliance with this DPA

4. Sub-processors

The Controller provides general written authorisation for Helmstone AI to engage the sub-processors listed in our Sub-processor List. Helmstone AI will notify the Controller of any intended changes to sub-processors with 30 days' notice, providing the Controller the opportunity to object.

Helmstone AI ensures all sub-processors are bound by data processing agreements that impose equivalent obligations to those in this DPA.

5. Security

Helmstone AI implements and maintains appropriate technical and organisational measures to protect personal data, including but not limited to: encryption in transit and at rest, access controls and authentication, regular security assessments, and staff training.

6. Personal Data Breaches

Helmstone AI will notify the Controller without undue delay (and within 24 hours where feasible) upon becoming aware of a personal data breach affecting the Controller's data. The notification will include all information required under Article 33(3) UK GDPR to the extent available.

7. Data Subject Rights

Helmstone AI will promptly notify the Controller of any data subject rights request received and will provide reasonable assistance to help the Controller fulfil its obligations under Chapter III of UK GDPR within the required timeframes.

8. International Transfers

Helmstone AI will not transfer personal data outside the UK or EEA without the Controller's prior written authorisation and without appropriate safeguards in place (Standard Contractual Clauses, adequacy decision, or other lawful mechanism).

9. Termination

Upon termination of the service agreement, Helmstone AI will, at the Controller's choice, delete or return all personal data processed under this DPA within 30 days, and certify in writing that it has done so.

10. Governing Law

This DPA is governed by the laws of England and Wales.

Note for clients: This template DPA is sent alongside every client proposal. A signed copy is required before any work involving the processing of personal data commences. To request a signed copy or to discuss specific requirements, please contact hello@helmstone.ai.

Legal

Sub-processor List

Last updated: January 2026 · Helmstone AI Ltd · We notify clients 30 days before adding new sub-processors.

Privacy Policy Cookie Policy Terms of Service Data Processing Agreement Sub-processor List

As part of our commitment to UK GDPR transparency, we maintain this list of third-party sub-processors that may process personal data on our behalf or on behalf of our clients when delivering our services. We conduct due diligence on all sub-processors and ensure appropriate Data Processing Agreements are in place.

We will notify all affected clients at least 30 days before adding a new sub-processor. Clients may object to new sub-processors in accordance with our Data Processing Agreement.

Infrastructure & Cloud Services

ProviderPurposeLocationSafeguards
Microsoft Azure / AWSCloud infrastructure and data hostingUK / EEAStandard Contractual Clauses; UK GDPR compliant
CloudflareCDN, security, DDoS protectionUK / EEAStandard Contractual Clauses

AI & Automation Platforms

ProviderPurposeLocationSafeguards
Anthropic (Claude API)AI language model processingUSStandard Contractual Clauses; Data Processing Agreement; Zero Data Retention API option available
OpenAIAI language model processing (where applicable)USStandard Contractual Clauses; Data Processing Agreement
Make.com (Integromat)Workflow automationEUStandard Contractual Clauses; EU-based processing available
ZapierWorkflow automation (where applicable)USStandard Contractual Clauses; Data Processing Agreement

Business Operations

ProviderPurposeLocationSafeguards
Google WorkspaceEmail, documents, internal communicationsEEA / UKStandard Contractual Clauses; UK GDPR Data Processing Amendment
NotionProject management and client documentationUSStandard Contractual Clauses
XeroAccounting and invoicing (UK-based)UK / NZICO-registered; UK GDPR compliant

Website Analytics

ProviderPurposeLocationSafeguards
Google Analytics 4Website analytics (anonymised; consent required)US / EEAStandard Contractual Clauses; IP anonymisation enabled; only active with cookie consent

Contact & Communication

ProviderPurposeLocationSafeguards
CalendlyMeeting schedulingUSStandard Contractual Clauses; minimal data shared

For client-specific engagements, additional sub-processors may be required (e.g., integration with specific CRM or telephony platforms). These will be disclosed in the project Statement of Work and DPA addendum before work commences. Contact hello@helmstone.ai with any questions.