Projects ran across several regions, workstreams and delivery stages. The plan lived in a manually maintained spreadsheet, so every holiday, absence or late booking meant re-planning by hand, and clashes were found late.

A scheduling engine that places every project against the capacity the team actually has. It weighs:

• the volume and complexity of each project
• estimated effort per delivery stage
• staff availability, holidays and absences
• daily capacity per team

It flags projects at risk, recommends resourcing changes, re-plans within capacity, supports approvals for exceptions and records every change in an audit trail.

More than 200 incoming projects were scheduled with no unresolved clashes. The team now works on the exceptions the system flags, instead of rebuilding the plan.

• Google Apps Script
• Scheduling logic
• Audit trail
• Approvals

The launch covered more than 30 markets and over 100 retailer lines, with a team working to daily deadlines. Every record had to be right before release, and manual checking couldn't keep pace.

A tracking and quality-control system that:

• logged every record the team produced each day
• ran automated checks against the launch rules
• held back anything that failed, with the reason attached
• sent daily progress reports without anyone compiling them

It was built alongside running delivery for the launch, so every check was shaped by the deadline it had to meet.

More than 180 errors were caught automatically before release, and daily progress reports went out without anyone compiling them.

• Google Apps Script
• Automated QA
• Scheduled reporting

Categorising products by hand was slow and inconsistent, and the data involved needed proper access control.

A classification service hosted on AWS. Before a model was chosen, OpenAI, Anthropic and self-hosted open-weight models were benchmarked on accuracy against real categories and on cost per classification.

• model chosen on measured accuracy and cost
• sign-in with multi-factor authentication and audit logging
• a database designed for the results
• connected to the team's ticketing and reporting tools
• a dashboard tracking the model's accuracy over time

A manual workflow replaced by a service with known accuracy and a known cost per item, connected to the team's existing tools and protected by multi-factor sign-in and audit logging.

• AWS
• Python
• SQL
• LLM APIs
• REST APIs
• Dashboards

Clarke Systems Group is the trading name of Alex Clarke, a sole trader in the United Kingdom, of [Business address: add before launch]. Alex Clarke is the controller of the personal information described in this notice.

For any privacy question or request, email enquiries@clarkesystemsgroup.com.

• Information you send us: your name, email address and anything you include in your message, such as your company and the details of the process you describe. The request form on this site does not send anything itself. It opens a draft email in your own email app, and nothing reaches us until you press send.
• If you become a client: billing details, contract records, invoices, payment records and our correspondence.
• When you visit this site: our hosting provider processes technical data, such as your IP address, browser type and the pages requested, to deliver the site and keep it secure.

Please don't send us health information or other sensitive personal information, or personal information about other people, unless we have agreed that it is needed.

If a project involves personal information that a client holds, such as customer or staff records, we process it only on the client's documented instructions, as its processor, under the data protection terms of our services agreement. That processing is governed by the agreement, not this notice, and the client remains the controller.

We may contact people whose business contact details are published for business purposes, for example on a company website or LinkedIn, to introduce our services. We use your name, role, company and business email address, on the basis of our legitimate interest in promoting our services to businesses.

Every such email includes a simple way to opt out. If you don't reply, we delete your details within 12 months. If you object, we stop straight away and keep only a minimal record so that we don't contact you again. To object at any time, email enquiries@clarkesystemsgroup.com.

• To reply to your enquiry and prepare an outline and estimate: taking steps at your request before entering into a contract or, where you contact us on behalf of an organisation, our legitimate interest in responding to business enquiries.
• To deliver a project, invoice for it and manage the relationship: performing our contract with you or, where the contract is with your organisation, our legitimate interest in delivering it.
• To keep accounting and tax records: complying with our legal obligations.
• To establish, exercise or defend legal claims, and to deal with our insurers and professional advisers: our legitimate interests.
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Where we rely on legitimate interests, we have balanced them against your rights, and you can ask us for details. We never sell personal information. We only send marketing emails where the law allows, and every one includes a simple way to opt out. We don't make decisions about you by automated means that have legal or similarly significant effects.

You are not legally required to give us any information, but without your contact details we can't reply to you.

Only where necessary, with:

• service providers acting on our instructions: Google (business email and file storage) and our website hosting provider
• our accountant, insurers, bank and professional advisers, who are bound by confidentiality
• HMRC, regulators, courts or law enforcement, where the law requires it
• a buyer or successor if the business is transferred, who must handle it in line with this notice

We don't use subcontractors on client work without the client's prior written agreement.

Google and our other providers may process personal information outside the UK. Where they do, the transfer is covered by UK adequacy regulations or by safeguards approved under UK law, such as the International Data Transfer Agreement or the UK Addendum to the EU standard contractual clauses. You can ask us for details of the safeguards used.

• Enquiries that don't lead to a project: deleted within 24 months of our last contact.
• Business contacts we approached first: deleted within 12 months if there is no reply. If you ask us not to contact you again, we keep only the record needed to respect that.
• Client records: kept for 6 years after the project ends, so that we can deal with any legal claims, and in any case for at least 5 years after the 31 January Self Assessment deadline for the tax year they relate to, as HMRC requires. The longer period applies.
• Website technical data: kept by our hosting provider only for as long as it needs for security and operation.

After that, it is securely deleted.

Our accounts use two-step verification, information is encrypted in transit, and access is limited to the people who need it. If a personal data breach occurs, we will report it to the Information Commissioner's Office and tell you where the law requires it.

You have the right to:

• ask for a copy of your personal information
• have it corrected or completed
• have it deleted
• restrict how we use it
• object to our use of it where we rely on legitimate interests, and to direct marketing at any time
• receive it in a portable format, where the law provides for this
• withdraw your consent at any time, where we rely on consent

To use any of these rights, email enquiries@clarkesystemsgroup.com. We may need to confirm your identity first. There is usually no charge. We will respond within one month, or tell you within that month if a complex request needs up to two more months. Some rights have legal limits, and we will explain if any apply.

If you're unhappy with how we have handled your personal information, please tell us first at enquiries@clarkesystemsgroup.com. We will acknowledge your complaint within 30 days, look into it without undue delay, keep you updated and tell you the outcome.

You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

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