Rookhaven Asset Management / BB-Demo – Demo
Callcompleted
Rookhaven Asset Management: documents · 2026-07-28 14:15
Eleanor Whitlock said the demo met her first criterion on sample data but she cannot accept the second until documentation and a security review are done. The Enterprise deal was stated as £155,000 in total, with a target of 18 Dec 2026.
What was said
What this says
Current to 11 Oct 26Eleanor Whitlock said the demo met her first criterion on sample data but she cannot accept the second until documentation and a security review are done. The Enterprise deal was stated as £155,000 in total, with a target of 18 Dec 2026.
What happened: Theo Gallagher demoed the brain on Rookhaven's sample client data, covering one view of a client, source lineage, conflicting values and pages. Eleanor set two criteria: one view of a client, and visible provenance for each answer.
Customer view: Eleanor said the first criterion was met on sample data and the lineage display is encouraging. She cannot say the second is satisfied until she has the documentation and security has looked at it.
Commercial: Tom Ashdown said the Enterprise deal stands at £155,000 in total with implementation inside it, and 18 Dec 2026 is a target, nothing firmer. Julian is the approver and Eleanor will not speak for him.
Watch: Henry Calloway asked about training time and exit. The exit answer rests on the Snowflake account, and the documentation promised must be specific.
Themes
Current to 9 Oct 26Theme
Enterprise demo, security review
Importance
renewal
Sentiment
mixed
Voice
champion
Who was there
BB-Demo
CRMmade from
Them
CRMmade from
Follow-up
Next steps
Current to 9 Oct 26- Theo Gallagher to send the security documentation, questionnaire pack and open items with owners.
- Tom Ashdown to send a written split of implementation and subscription for Julian.
- Tom Ashdown to arrange a short call with Julian and Eleanor once the security review is under way.
Risks
Current to 9 Oct 26- Eleanor will not accept the traceability criterion without documentation and a security review.
- Julian, the approver, was not on the call and Eleanor will not speak for him.
Opportunities
Current to 9 Oct 26- A £155,000 Enterprise deal, with implementation inside that figure, is under discussion.
- Henry Calloway is engaged and will supply a glossary of internal client terms.
Transcript
Tom Ashdown NoneAfternoon, all. Can everyone hear me? Theo, you're muted, I think. There you go.
Theo Gallagher NoneThanks, Tom. Good afternoon. Yes, I can hear you now.
Eleanor Whitlock NoneGood afternoon. Henry is with me, he has just sat down.
Henry Calloway NoneHello, everyone. Sorry, I was running behind with a client meeting. Hopefully not missed anything.- Tom Ashdown NoneNot a thing, Henry, you're bang on time. How's the week been, anyway? Proper summer yet, or is it still grey out there?
- Henry Calloway NoneWarm, finally. Which makes the office a bit unbearable, to be honest.
- Eleanor Whitlock NoneBefore we begin, let me restate what I would like us to leave with today. Can the brain give client service and distribution one view of a client, and can I see where each answer comes from? Those are the two things.
- Theo Gallagher NoneThat's clear, Eleanor, thank you. I'll structure the demo around exactly those two. Let me share my screen. Can you see it?
- Eleanor Whitlock NoneYes, we can.
- Theo Gallagher NoneGood. What you're looking at is the brain running on the sample of client data that Eleanor's team shared with us. It's not production, and I'll say where something is illustrative rather than real. First, a plain question. I'll ask it to give me a summary of one client's relationship with Rookhaven.
- Henry Calloway NoneThat's the sort of thing my team does by opening four or five screens.
- Theo Gallagher NoneRight. So here's the answer. It's pulled from the CRM records, the service tickets and the call notes, and you can see the sources listed beneath it. If I click this one, it takes me to the underlying record and shows when it was last refreshed.
- Eleanor Whitlock NoneWhat's the lineage for that refresh? If it says last refreshed, is that the source system's timestamp or the brain's?
- Theo Gallagher NoneGood distinction. It shows when the brain last loaded from the source. The record's own last modified date is a separate field, and both are visible here. We can evidence that, and I'll include it in the security and data documentation so it's written down rather than just shown.
- Eleanor Whitlock NoneThank you. Please do. I would not be able to accept it on the strength of a demonstration alone.
- Tom Ashdown NoneThat's absolutely fair, Eleanor. We'd expect that.
- Theo Gallagher NoneLet me move on to the distribution side. Henry, give me a question you'd really ask before a client meeting.
- Henry Calloway NoneOkay. Something like, what have we discussed with this client recently and is anything outstanding?
- Theo Gallagher NoneFine. I'll type that in as you've said it. Give it a moment. There. It lists the recent conversations, pulls out the open items from tickets and emails, and flags one where a reply has been waiting a while.
- Henry Calloway NoneHm. That's useful, actually. I'd want to know how it decides what counts as outstanding, mind. I wouldn't want my team to trust it blindly.
- Theo Gallagher NoneQuite right, and you shouldn't. It's inferring from the records, so it's only as good as what was written down. The point is that it shows its working, so your people can check. I'd describe it as a faster starting point rather than a final authority.
- Eleanor Whitlock NoneThat is a sensible way to put it.
- Theo Gallagher NoneLet me show you pages next. These are saved views your teams could build, so a client page is always the same structure whoever opens it. There's also a dashboards builder, which on Enterprise you'd have, and which Eleanor's team might use for data quality.
- Eleanor Whitlock NoneCan I see what happens when two systems disagree? For example, an address differs between the CRM and the service system.
- Theo Gallagher NoneYes. I've set one up. Here the same client has two different values. The brain doesn't silently pick one. It shows both with their sources and dates, and a person decides which is right.
- Eleanor Whitlock NoneThat is precisely the behaviour from a governance standpoint that I would want. Thank you.
- Henry Calloway NoneHow long would it take before my team could use this day to day? I'm conscious we're busy, and I can't release people for weeks of training.
- Tom Ashdown NoneI'll jump in, Henry, if that's okay, Theo. There's an implementation period, and for Enterprise it's a longer one because it includes security review support. I'll confirm the exact plan in writing rather than say a number from memory. What I can say is the training is light, because people just ask questions.
- Henry Calloway NoneThat's reassuring. Thank you.
- Theo Gallagher NoneBefore I forget, security. Eleanor, you said earlier that your security team would review before any commitment. I can walk through how we'd handle that. I'll list what I'd propose. One, we send our security documentation and the questionnaire responses. Two, you share your own requirements and any open points. Three, we agree owners and dates for each finding. Four, we hold a call with your security reviewers to go through the evidence.
- Eleanor Whitlock NoneThat sequence is acceptable. I should say I would want each answer to have a control reference and a source.
- Theo Gallagher NoneThat's how we write them. Every answer carries a control reference and the evidence attached. If something is a plan rather than a control already in place, we'll label it that way and give the dated commitment. I won't describe a draft as final.
- Eleanor Whitlock NoneThank you, Theo. That is very helpful.
- Henry Calloway NoneCan I ask something slightly different? Does it get confused with the way we name things? We have a few internal terms for client types that aren't in any system's standard fields.
- Theo Gallagher NoneIt can, to begin with. We'd map your terms during implementation, so the brain answers in your language. If you could give us a short glossary beforehand, that would help a great deal.
- Henry Calloway NoneI can do that. It's mostly in people's heads, but I'll get it written down.
- Tom Ashdown NoneWhich is half the value, honestly. Getting it out of people's heads.
- Eleanor Whitlock NoneTom, may I ask where we stand on the commercial side? Julian will want to understand what he is being asked to approve.
- Tom Ashdown NoneCourse. So we've been talking about Enterprise, and the deal as it stands is £155,000 in total, with the one-off implementation inside that figure. I'll put the split between implementation and subscription in writing so Julian has something clean. And we're still working towards 18 Dec 2026 as a target, nothing firmer.
- Eleanor Whitlock NoneThank you. I will brief Julian. I should be clear that I will not speak for him on the decision.
- Tom Ashdown NoneWouldn't expect you to. Perhaps once the security review is under way we get a short call with him and you, so he hears it directly.
- Eleanor Whitlock NoneThat would be sensible.
- Henry Calloway NoneLast thing from me. What if we stop using it? Can we get our data out? I'm thinking of what happens if it doesn't work for us.
- Theo Gallagher NoneGood question, and it's an easy one because it runs in your own Snowflake account. The data remains yours, in your environment. The exit plan is part of the documentation I'll send, and I'll make sure it's specific rather than general.
- Henry Calloway NoneBrilliant. That answers it.
- Eleanor Whitlock NoneTo summarise from my side. The demonstration met the first criterion on the sample data, and the source and lineage display is encouraging. I cannot say the second is satisfied until I have the documentation and security has looked at it.
- Theo Gallagher NoneUnderstood, and that's the right position. I'll send the documentation and the questionnaire pack, and list the open items with owners on each side.
- Tom Ashdown NoneAnd I'll send the commercial note. Henry, glossary from you when you can. Eleanor, anything else you need from us?
- Eleanor Whitlock NoneNot at present. Thank you both, this was a considered session.
- Henry Calloway NoneThanks, everyone. Really useful.
- Tom Ashdown NoneCheers, all. Let's get something in the diary for the security call. Speak soon.
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