Privacy Policy

Last updated 1 November 2026.

1. Who we are and what this covers

AI-OK Limited, a company registered in Ireland with company number 826949, is the controller of personal data collected through aiok.academy and Sound Judgement, AI:OK's AI literacy programme ("AI:OK", "we", "us"). Our registered office is 40 Pembroke Cottages, Donnybrook, Dublin 4.

Contact: privacy@ai-ok.org. We have not appointed a data protection officer. Questions about data protection go to the same address.

This policy applies to everyone, wherever they are based. Data collected on ai-ok.org is covered by the ai-ok.org Privacy Policy.

2. Personal data you give us

  • Account data. Name, email, password (stored by our platform in hashed form), and organisation and job title if you give them. We use them to create and run your account.

  • Purchase data. Billing name, email, address, the plan bought, any invitation code used, and payment status. Card details go straight to Stripe. We do not store full card numbers. We use this data to take payment and keep financial records.

  • Learning data. Lessons started and completed, your answers to checkpoint questions and the final assessment, scores, dates, and certificates of completion with their credential IDs. We use them to show your progress, mark your answers and issue certificates.

  • Organisation Plan data. If your organisation bought your place, your name, email and progress. We share your completion status with that organisation's administrator. Section 6 explains this.

  • Support data. Emails and messages you send us, and call bookings. We use them to answer you and keep a record.

  • Newsletter data. Your email address, if you sign up. We use it to send news about the Academy.

Please do not send us special category data. We do not need it.

3. Data collected automatically

When you visit the website we collect, through our website platform and cookies:

  • device and browser data;

  • IP address;

  • pages viewed and links clicked; and

  • approximate location.

We use this to run, secure and improve the website and to count visitors.

We use strictly necessary cookies without asking. We use analytics and other non-essential cookies only with your consent, and you can change that at any time.

We do not use advertising networks or cross-site tracking. We do not use this data for profiling.

4. How we use it and our legal bases

  • To provide your account and the Programme, mark assessments and issue certificates. Legal basis: contract.

  • To take payment and keep financial and tax records. Legal bases: contract and legal obligation.

  • To give support. Legal bases: contract or legitimate interests.

  • To report completion to the organisation that paid for your place. Legal basis: legitimate interests, in letting that organisation confirm the training it provided. Ask us for details.

  • To protect the integrity of assessments and certificates. Legal basis: legitimate interests. Section 5 explains the checks.

  • To send the newsletter. Legal basis: consent, which you can withdraw at any time.

  • To secure, run and improve the website. Legal basis: legitimate interests.

5. People decide, and we do not train AI on your data

Answers are marked automatically against a fixed answer key. If a certificate is to be withheld or withdrawn, a person reviews that decision, and you can ask for a review of any mark.

We do not use your answers or personal data to train any AI model, whether ours or anyone else's.

6. Who we share it with

We share your data with service providers who process it for us under written agreements and only on our instructions:

  • Squarespace: website hosting, accounts, member areas and course delivery.

  • Airtable: quiz and assessment records, and progress tracking.

  • Google Workspace: email.

  • Stripe: payments. Stripe is also an independent controller for its own legal and fraud-prevention duties.

We also share data with:

  • Your organisation: if it bought your place, we share your completion status and certificate.

  • Professional advisers: under duties of confidentiality.

  • Regulators, courts and law enforcement: where the law requires it.

  • A buyer or successor: if our business is sold or reorganised, with notice to you.

  • Anyone else: only with your consent.

We do not sell personal data.

7. International transfers

Several of our providers are in the United States, or transfer data there. Where personal data leaves the EEA or the UK, we rely on an adequacy decision, such as the EU-US Data Privacy Framework where the provider is certified. Otherwise we rely on Standard Contractual Clauses, with the UK Addendum for UK data.

Ask privacy@ai-ok.org for the safeguard used for a specific provider.

8. How long we keep it

  • Accounts and learning data: while your account is active, plus two years.

  • Certificate records: while your account is active, plus two years.

  • Purchase and financial records: six years.

  • Support records: two years after the last contact.

  • Newsletter data: until you unsubscribe.

9. Your rights

Under the GDPR and the UK GDPR you may ask us to:

  • give you a copy of your personal data;

  • correct it;

  • erase it where the law allows;

  • restrict or object to its use; or

  • give it to you in a portable format.

You may also withdraw consent.

Write to privacy@ai-ok.org. We reply within one month. For complex requests we may extend that by up to two months, and we will tell you why.

You may complain to the Irish Data Protection Commission (www.dataprotection.ie), our lead supervisory authority, or to the authority in your own country. UK residents may complain to the Information Commissioner's Office.

10. Children

The Programme is not for children under 18.

11. Changes

We will post updates here and tell account holders by email about material changes.

12. Contact

privacy@ai-ok.org · AI-OK Limited, company number 826949, 40 Pembroke Cottages, Donnybrook, Dublin 4, Ireland.