Minima Maxima is committed to the safe, ethical and transparent use of Artificial Intelligence (AI).
Our mission is to help recruitment agencies and people-based businesses adopt modern AI tools in ways that are compliant, commercially beneficial and aligned with human values.
This policy outlines how we design, deploy and govern AI-enabled solutions for our clients.
Our guiding principles are:
Human-Centred: AI must enhance human judgement, not replace it.
Transparent: Outputs, logic and limitations must be clear and explainable.
Secure & Compliant: Data used in AI systems must adhere to GDPR, privacy laws and client governance.
Fair & Ethical: AI solutions must avoid reinforcing bias.
Accountable: We take responsibility for AI implementation and ensure clients remain in control.
This policy applies to:
All AI-enabled services offered by Minima Maxima
All advisory, configuration, automation, analytics and optimisation engagements involving AI
Third-party AI tools integrated into client ecosystems (e.g., copilots, automation logic, LLM workflows, retrieval systems, semantic search)
All data accessed, used or processed as part of any AI deployment
AI tools deployed or configured by Minima Maxima must never autonomously make decisions that have direct human, financial or legal consequences.
Drafting communications
Generating shortlists
Summarising candidate information
Suggesting insights
Flagging risks, anomalies or gaps
Enhancing internal search and knowledge retrieval
Rejecting or excluding candidates
Making hiring or placement recommendations without human review
Triggering compliance or regulatory actions
Making contractual or financial decisions on behalf of clients
All AI-generated output must be reviewed and approved by a human before being used in any high-impact workflow.
Personal data is processed lawfully, fairly and transparently.
Data minimisation is enforced — only relevant information is used.
Clients retain full ownership of their data.
Data ingestion and processing follow client-specific retention rules.
All AI usage is logged and traceable.
Secure authentication and access controls are mandatory.
Client PII is never shared with consumer-grade or non-compliant AI tools.
Enterprise-grade, GDPR-compliant AI services are used wherever possible.
Client data must remain confidential and cannot be used to train public AI models.
Private model routing or environment isolation is used when available.
AI may unintentionally reinforce bias if not properly managed.
Minima Maxima ensures that:
AI-generated recommendations are assessed for fairness
Data sources used in retrieval or training are reviewed for bias patterns
Automated steps do not unfairly favour or exclude groups
Clients receive guidance on ethical risk areas, especially in recruitment and people-data workflows
Identified issues trigger immediate review and corrective action
We promote ethical handling of candidate and client data in alignment with DE&I principles.
AI systems deployed by Minima Maxima must be:
Understandable to users
Able to explain the reasoning behind outputs
Clear about limitations (including hallucination risks)
Configured to log relevant actions, prompts and outputs
Documented with usage guidelines for client teams
Users must always be aware when AI is being used and how its outputs should be interpreted.
Minima Maxima advises clients not to use AI for:
High-risk compliance or regulatory decisions
Inferring sensitive or protected characteristics
Automated candidate ranking without oversight
Automated rejection or adverse messaging
Mental health, legal, financial or safeguarding assessments
AI must always act as a decision-support tool, not an autonomous decision-maker.
We continually evaluate AI systems to ensure they remain safe, compliant and effective.
This includes:
Regular audits of AI workflows
Monitoring output quality and error rates
Identifying new risks as models evolve
Ensuring alignment with emerging AI regulations and industry standards
Updating client governance frameworks as tools mature
Clients using AI-enabled solutions are responsible for:
Maintaining internal data governance and compliance
Training staff on correct use of AI tools
Ensuring AI outputs are reviewed by appropriate team members
Reporting issues, anomalies or risks to Minima Maxima
Following agreed usage guidelines
Minima Maxima provides guidance, templates and training as needed.
Minima Maxima is accountable for the design and configuration of AI systems deployed under our guidance.
We encourage clients to raise concerns, request audits or seek clarification at any time.
For Responsible AI enquiries:
Email: tony@minimamaxima.io
Website: minimamaxima.io
OVERVIEW
A growing specialist recruitment agency (circa 35 consultants) was performing well commercially but struggling operationally. Despite investing in multiple systems over time, leadership lacked confidence in reporting, teams worked inconsistently, and growth felt increasingly fragile.
Minima Maxima was engaged to stabilise the operating model, unify systems and data, and create a platform for predictable, scalable growth.
THE CHALLENGE
Recruiters had developed their own processes over time:
This created friction, slowed onboarding and made performance uneven.
Despite “having the data”, leaders couldn’t reliably answer:
Reporting existed, but trust in the numbers didn’t.
The agency had:
The issue wasn’t effort — it was lack of alignment between systems and how the business actually operated.
OUR APPROACH
We began by mapping how the business really worked — not how it was meant to work:
This created a shared understanding of what needed fixing — and what didn’t.
We stabilised the CRM and data layer by:
The system became simpler, cleaner and more intuitive.
Automation was redesigned to:
This shifted automation from background clutter to operational leverage.
We implemented a focused analytics layer that gave leaders:
Data became a decision-making tool, not a reporting burden.
THE IMPACT
Teams worked in a shared framework while retaining autonomy.
Onboarding improved and performance variation reduced.
Leaders finally trusted what they were seeing:
By removing friction and unnecessary admin, recruiters reclaimed time for high-value work — without increasing pressure.
The agency emerged with:
Growth became intentional, not reactive.
What This Enabled
The business now operates with:
Technology became an enabler — not a constraint.
CLIENT QUOTE
“We didn’t need more tools — we needed clarity. Minima Maxima helped us align our systems to how we actually work, and the difference has been transformational.”
OVERVIEW
A global technology recruitment company operating across the UK, EMEA and the US approached Minima Maxima with a familiar challenge:
tons of data, thousands of candidates, but no meaningful deal flow being generated from it.
Despite having years of candidate CVs, notes, outreach history and job records inside the CRM, the business struggled to leverage its data for sourcing, re-engagement or market insights.
Minima Maxima partnered with the leadership team to convert their legacy data into a high-performing revenue engine, powered by automation, analytics and an AI-ready data foundation.
THE CHALLENGE
The agency had grown fast — but without a consistent data strategy. As a result:
Automations were built on assumptions that didn’t match real data usage:
Great candidates existed in the system — but couldn’t be found, reactivated or matched effectively.
The company didn’t have a technology director internally, and regional operations lacked alignment.
OUR APPROACH
We began with a full ecosystem analysis, identifying:
We produced a red/amber/green assessment covering all core objects.
We rebuilt the data structure to make the CRM a usable search engine again:
This created a clean, trustworthy foundation for sourcing, automation and AI.
We redesigned workflow stages so consultants could:
Recruiters immediately felt the difference.
Once the foundation was fixed, we deployed a full automation framework:
These automations were personalised, brand-consistent, and written to reduce emotional variance across messaging.
We built a repeatable cycle for turning dormant data into live revenue:
This created a direct link between data quality → sourcing efficiency → job delivery → revenue.
With a clean dataset, we prepared the CRM for AI-driven tools:
The company is now in a position to adopt:
THE IMPACT
The CRM became the primary sourcing tool again.
Search accuracy increased dramatically.
Consultants stopped relying exclusively on LinkedIn.
Automation resurfaced thousands of previously dormant candidates.
Several placements were generated within weeks from reactivation workflows alone.
Better shortlisting + better job coverage = faster delivery.
Teams hit SLA milestones consistently for the first time.
Market maps generated directly from Bullhorn enabled:
Clean data unlocked:
Decision-making became data-led rather than intuition-led.
With structured, reliable data, the agency is now rolling out:
All powered by the clean, unified ecosystem we created.
What This Enabled
The transformation didn’t just improve data quality — it changed the trajectory of the business:
The company now treats the CRM as a strategic asset, not an administrative burden.
CLIENT QUOTE
“We always assumed our data was ‘too messy’ to fix. Minima Maxima proved otherwise — within months we were generating real revenue from segments of the database we didn’t even know we had.”
OVERVIEW
A fast-growing, sector-focused recruitment agency with 40 staff was struggling to scale due to fragmented systems, inconsistent workflows and poor data foundations.
Despite strong market demand, the business found it increasingly difficult to maintain delivery quality, forecast accurately, and onboard new consultants effectively.
Minima Maxima partnered with the agency to modernise its entire ecosystem — aligning people, process, data and technology into one unified, scalable operating model.
THE CHALLENGE
The agency faced several common but serious obstacles to growth:
The business knew there CRM could and should do more — but lacked the internal bandwidth and expertise to fix, redesign, and embed it properly.
OUR APPROACH
We conducted a structured assessment of:
This gave a 360° view of how the agency actually operated across front, middle and back office.
We rebuilt the CRM to match the agency’s real-world operations:
This gave consultants clarity, consistency and a more intuitive system.
We created a “data-ready-for-AI” environment by:
This tackled the root causes of poor reporting and workflow friction.
We designed and implemented a full-service automation layer, including:
Automations were written to reinforce brand tone and reduce emotional variance across communications.
We built out there Analytics capability that gave leaders real visibility:
This enabled data-led decision-making for the first time.
We delivered:
The result: the system stuck.
THE IMPACT
Recruiters had clearer workflows and automations prompting key actions.
This led to:
Leaders finally had:
This improved planning, hiring and resource allocation.
By removing manual admin and smoothing the workflow, consultants gained approx:
+5–7 hours per week of productive time
which they redirected into sourcing delivery and further training.
Compliance steps were automated, documentation was standardised, and data governance improved — significantly reducing risk.
Every consultant now used the CRM the same way, enabling the business to scale consistently across teams and new hires.
With clearer visibility and fewer bottlenecks, the agency saw:
What This Enabled
The agency emerged with a scalable, modern CRM ecosystem — not just a tidied-up system, but a platform capable of supporting their next stage of growth:
CLIENT QUOTE
“Minima Maxima helped us transform from a system we used into a system that drives the business.
Our workflows are cleaner, reporting is accurate, and our consultants are noticeably more productive.”
