Regulyn

Employee handbook and HR policy chatbot

Your handbook, answering questions instead of your HR inbox.

Employees ask in plain English. The chatbot answers from your published handbook and HR policies, cites the exact section, and never gives advice. Data protection controls are designed to support UK GDPR obligations.

Seven-day free trial. No credit card. Includes 5 chatbot sessions.

Every week

The questions your team asks HR

Every one of these already has an answer written down. The chatbot finds it, quotes it, and cites the section.

  • “What is the policy on working from home?”
  • “How do I book annual leave?”
  • “Can I claim expenses for travel to meetings?”
  • “What is TOIL?”

How it answers

Grounded in your handbook

The chatbot answers from your published handbook and HR policies, with citations back to the relevant section. If the handbook does not contain enough information to answer safely, it says so and refers the employee to HR.

  • Answers are grounded in your published handbook.
  • Section citations on every answer, for example Annual Leave (5.2).
  • Where the handbook is silent or the question needs human judgement, the chatbot refers the employee to HR.

The chatbot comes with the Professional plan (200 sessions a month) and the Enterprise plan (500 a month). See plans and pricing.

Regulyn Handbook Chatbot answering an employee question with citations to specific handbook sections

The chatbot answering an employee question, with the handbook section it drew on.

Why employers use it

Why UK employers put a chatbot on the handbook

01

Cuts the HR inbox

Most policy questions have a clear answer already written in your handbook. The chatbot handles the routine ones instantly, so HR time goes on the situations that need a person.
See everything Regulyn does

02

Every answer cited

Answers quote your published handbook and cite the exact section, so employees can read the full policy and you can see where each answer came from.

03

Guardrails built in

It gives information, never advice. No invented policies, no "you should...", no answers about other employees. Sensitive topics are referred to HR or a manager.

04

Always the current version

The chatbot reads your latest published handbook automatically. Update a policy, publish, and every answer reflects the change with no manual sync.
How publishing works

05

Understands conversation

Employees ask in plain English and follow up naturally. If a question is ambiguous, the chatbot asks which policy they mean rather than guessing.

06

A handbook worth asking

The chatbot sits on top of Regulyn’s compliance engine: the same platform audits your handbook against UK employment law, so the answers rest on policies that have been checked against relevant UK employment-law requirements.
Run a free handbook compliance check

Data protection

Your policies stay your policies

An HR chatbot reads some of the most sensitive documents in the business, so the data handling matters as much as the answers. Regulyn is designed to support UK GDPR obligations from the ground up.

The detail is in the GDPR statement and the privacy policy.

  • ICO-registered, with data encrypted in transit and at rest.
  • Uses carefully selected specialist technology providers subject to appropriate contractual and data-protection safeguards.
  • Your handbook content and employee questions are not used to train general-purpose AI models.
  • The chatbot never answers questions about other employees or individual cases.
  • Built for UK law
  • Legal citations on every gap
  • ICO registered
  • Encrypted in transit and at rest
  • Microsoft Word and PDF export
  • Cancel anytime

Questions

Questions employers ask about the chatbot

What is an employee handbook chatbot?
It is an AI assistant that answers employee questions about company policy directly from your handbook. Instead of emailing HR or digging through a PDF, an employee asks in plain English ("how do I book annual leave?") and gets an answer in seconds, with a citation to the handbook section it came from.
How does the Regulyn chatbot avoid making things up?
The chatbot is grounded in your published handbook and cites the section used for each answer. It is designed not to invent policies or fill in gaps with guesses. If the handbook does not cover the question, or if the issue requires individual judgement, it says so and directs the employee to HR.
Will it give employees legal or HR advice?
No. The guardrails are strict: it provides information from your policies, never recommendations or advice. For sensitive topics like disciplinary, grievance or health matters, and for anything needing judgement about an individual situation, it directs the employee to their manager or HR.
What happens when we update a policy?
Publish the new handbook version in Regulyn and the chatbot uses it immediately. There is no separate knowledge base to maintain and no manual sync, so answers never lag behind the policies.
Do we need to already have a good handbook?
No, that is what the rest of Regulyn is for. Paste in whatever you have and the platform checks it against 59 UK legislation and guidance sources, flags every gap ranked by severity, and drafts compliant fixes. Publish the result and the chatbot sits on top of it.
Does it work for individual HR policies, not just a handbook?
Yes. The published handbook in Regulyn is your set of HR policies, so anything in it is answerable: sickness absence, flexible working, disciplinary procedure, expenses, parental leave and the rest. If you only have a few standalone policies today, paste those in, publish, and the chatbot covers exactly what you published.
How does the chatbot support UK GDPR obligations?
Regulyn is ICO-registered and uses technical and organisational controls designed to support UK GDPR obligations. Data is encrypted in transit and at rest, and specialist service providers are subject to appropriate contractual and data-protection safeguards. Your handbook content and employee questions are not used to train general-purpose AI models. Full details are available in our Privacy Policy.
Could we just build our own handbook chatbot?
You can wire a language model to a folder of policy documents in an afternoon. The hard parts are everything after that: guardrails that stop it giving advice, citations back to the exact section, keeping answers in sync every time a policy changes, and having policies worth answering from in the first place. Regulyn ships all of that, sitting on a compliance engine that checks the underlying policies against UK employment law.
Can employees use it in Microsoft Teams or Slack?
Today, the standard product gives employees the chatbot through your published Regulyn handbook. Enterprise customers can discuss a scoped private API, Teams, Slack, or intranet implementation configured through onboarding; productised public API and self-service integrations remain roadmap milestones.
How much does it cost to try?
Nothing. The seven-day trial needs no credit card and includes 5 chatbot sessions on your own published policies. After those sessions, upgrade to Professional or Enterprise for a monthly chatbot allowance.

Related reading

Learn more before you try it

Why Regulyn

How a compliance-first tool differs from the HR platform you may already use.

Ask it something your team asked HR this week.

Bring your handbook in, publish it, and try 5 chatbot sessions free for seven days. Upgrade for a monthly allowance.