Max OS

How Max OS handles client systems, information and data. A summary of the working architecture, written for circulation, describing what is built, not aspirations.

Issued by Russell Bennett Ltd, trading as Max OS. Company number 07006979, registered at Wellington House, 273 to 275 High Street, London Colney, Hertfordshire, AL2 1HA.

Version 2, August 2026.

The principle

Max OS is a simple operating system for a business. It works for you, on your information, inside limits you control. Your data exists to serve your business and nothing else. It is never shared, pooled, sold, or used to improve anyone else's system, and it never enters public AI tools.

Roles under UK data protection law

You are the data controller. Russell Bennett Ltd, trading as Max OS, is the data processor, acting only on your documented instructions.

Where the engagement involves personal data, a data processing agreement is put in place before any processing begins, setting out the subject matter, duration, nature and purpose of processing, the categories of data and data subjects, and your rights as controller.

Your company brain is yours

Every client's knowledge lives in a private company brain, held in the client's own account and owned by the client outright. It is not a shared database. No other client, and no other client's agent, can see it or reach it. If you leave, it goes with you in full.

Max is built fresh for you

Every client gets their own agent, built new for that business. It reads only your company brain, holds only your credentials, and knows nothing about any other business.

The way it works is shared across clients. Nothing else is. There is no shared memory, no pooled knowledge and no common instance. Isolation is structural, not a setting.

How AI models are used, precisely

Max uses commercial AI models to do its work, under commercial terms. In practice:

• Your data is never used to train any model, public or private.
• Your data never enters consumer or public AI tools such as free chat products.
• Max retrieves only the minimum information needed for the task in front of it, from your company brain alone.
• Model providers are infrastructure, held to contract. They are not given browsing rights to your systems, your credentials, or your company brain.

A person approves everything that leaves

Nothing publishes, sends, or reaches anyone outside your business without a named person approving it first. The system prepares, a human signs off. This is architecture, not a preference, and it applies to every client without exception.

Access is controlled, and auditable

Access within the portal is role based and set by you: who sees what, who can approve, who can only prepare. Every approval decision and every access change is logged. Roles can be changed at any time, and access removed instantly.

Records are retained for the duration of the engagement and for twelve months afterwards, unless you ask for earlier deletion.

Connections to your systems are minimal and yours

Where Max OS connects to a client system, the connection is scoped to the minimum required, uses credentials you grant and can revoke at any time, and reads or writes only what the engagement defines. We do not take broad access because it is convenient.

Hosting and jurisdiction

Client environments are hosted in the United Kingdom, on infrastructure operated under a UK company.

Where a question requires a commercial AI model to interpret it, that processing takes place on the model provider's infrastructure, which may sit outside the UK. Only the minimum text needed to answer is sent. Your company brain, your credentials and access to your systems never leave the UK.

Third parties

A current list of the third parties involved in delivering the service, what each is used for and where it operates, is available on request and is provided as part of any data processing agreement. You are notified before any change to that list.

If something goes wrong

Any incident affecting your data is reported to you without undue delay and in any case within 24 hours of us becoming aware of it, together with what happened, what is affected and what is being done. Where the incident is notifiable, we support you in meeting your own obligations as controller.

If you leave

The company brain, the workflows and the Max configuration are yours and portable. On termination, a full export is provided within 30 days and everything held on our infrastructure is deleted, with written confirmation of deletion.

What we never do

• Never train models on client data.
• Never place client data in public or consumer AI tools.
• Never share, pool or cross reference one client's data with another's.
• Never send anything outbound without human approval.
• Never retain a client's assets if they leave.

Questions on any of the above, or a deeper review with your technical or compliance team, are welcome. This statement is a summary of the working architecture and we are happy to walk through any part of it in detail.

Russell Bennett Ltd trading as Max OS · max-os.co.uk