Last updated: 9 September 2026
This notice explains how AI Awards CLG, trading as AI Ireland, uses personal information when you visit aiireland.ie, contact us, register for workshops and events, subscribe to updates, or provide submissions and feedback.
1. Who is responsible for your information?
AI Awards CLG (trading as AI Ireland), CRO 626063, is the controller for the activities described here. Contact us at mark@aiireland.ie or 9 Farmleigh Park, Castleknock, Dublin 15, D15 V0F2, Ireland.
2. Information we collect
Depending on your interaction, we collect your name, email address, telephone number, job title, organisation, enquiry and correspondence; event or workshop selections, participant numbers, billing address, order details and payment status; and information you submit in applications, surveys or feedback.
For bank-transfer bookings, we use payment references and information appearing on our bank records to match payments to orders. Do not send us online-banking passwords or card security details. Where a payment provider is used, it handles the payment information required for that transaction.
Website services may process IP addresses, browser and device information, page usage, cookies and similar identifiers. Please avoid including unnecessary sensitive information about yourself or other people in forms or workshop materials.
3. Why we use information and our legal bases
- Enquiries, registrations and delivery: to respond to requests, arrange bookings and provide services, where necessary to take steps at your request before a contract or perform our contract with you.
- Booking administration: to send payment instructions, reconcile bank transfers, confirm places and communicate event arrangements. These are service messages, separate from newsletter marketing.
- Financial records: to meet applicable accounting and other legal obligations.
- Newsletters: with your consent. You can unsubscribe through the email link or contact us. Booking a workshop does not itself subscribe you to a newsletter.
- Administration and security: our legitimate interests in managing enquiries, protecting our services and resolving disputes, balanced against your rights.
- Surveys and feedback: to administer the activity explained at collection and develop anonymised insights. Where consent is the basis for participation or an optional use, you may withdraw it.
Required booking fields are needed to process your order and contact you about it. Without those details, we may be unable to complete the booking. Optional fields are labelled.
4. Who receives information?
Information is shared as needed with service providers supporting website hosting, booking administration, email, payments, accounting and analytics, and with people authorised to administer the relevant event or programme. Our website uses WordPress/WooCommerce for workshop orders; bank transfers are reconciled using our bank records. We may disclose information where required by law or necessary to establish or defend legal claims.
We do not sell your personal information. An event partner or survey partner is not automatically entitled to your contact details. Any additional sharing for a particular programme should be explained in its registration or participation information.
5. Retention
Retention depends on the purpose and type of record. Booking and payment records are retained for the applicable accounting and legal record-keeping period, and longer where needed for an unresolved dispute or legal requirement. Enquiry and event-administration records are retained for as long as needed to deal with the request, deliver the activity and resolve related follow-up. Newsletter details are retained until you unsubscribe or the subscription is otherwise ended; a limited suppression record may be retained to respect your opt-out.
Survey and application records are retained according to the relevant programme purpose and any notice given at collection. Anonymised information that no longer identifies individuals may be retained for research and reporting. Contact us for information about the retention criteria applying to your particular record.
6. Security and international processing
We use technical and organisational measures appropriate to the information and the risks, including restricting access to authorised users. No online service can guarantee absolute security.
Some service providers may process information outside the European Economic Area. Where this occurs, applicable data-protection transfer requirements must be met, for example through an adequacy decision or appropriate contractual safeguards. Contact us for details of the providers and safeguards relevant to your information, and how to obtain a copy where applicable.
7. Cookies and embedded content
The website uses cookies and similar technologies for functions such as keeping items in your cart and maintaining sessions. Analytics and embedded services, including video and podcast platforms, may also use these technologies. Non-essential cookies require consent where applicable; consent is distinct from accepting a booking or reading this notice.
You can manage stored cookies through your browser and use consent controls where provided. Browser settings alone do not replace a website consent mechanism. Blocking some cookies can affect site functionality. Third-party sites and players have their own privacy notices.
8. Your rights
Subject to applicable conditions, you can request access, correction, erasure, restriction or portability of your personal information. You can object to processing based on legitimate interests and to direct marketing. Where processing relies on consent, you can withdraw consent at any time without affecting the lawfulness of earlier processing.
Send requests to mark@aiireland.ie. We may need proportionate information to verify your identity. We normally respond within one month; where a permitted extension is necessary, we will explain this within that month. These rights are subject to legal limitations, including obligations to retain financial records.
You can complain to Ireland’s Data Protection Commission, or to the relevant supervisory authority in the EU/EEA.
9. Programme information and updates
Additional information may be provided for individual surveys, awards programmes, recordings or events. This notice does not give permission to publish confidential submissions or add participants to marketing lists. We will update this page when our practices change and show the revised date above.