Privacy Notice

The AI Social is a trading name of Walker Ventures Limited. Walker Ventures Limited is the data controller responsible for the personal information collected through this website.

Walker Ventures Limited, trading as The AI Social, is the data controller.

Company number: 139319C

Walker Ventures Limited is registered with the Isle of Man Information Commissioner as a data controller, registration number R680744.

Enquiries: theaisocial.org/contact

• Full name, email address and town or city.
• Your chosen path (Member, Ambassador, Local Chapter lead or AI Social Plus member).
• Newsletter consent record: whether you opted in, the exact wording shown, the date and time, the page you signed up from, your browser user-agent and a salted hash of your IP address (used only to evidence consent, not to identify you).
• If you join The AI Social Plus, Paddle collects and processes your payment details (such as card or billing information) on our behalf. We do not store full payment card details ourselves; Paddle provides us with your name, email address, billing country and subscription status so we can manage your membership.
• If you contact us, the content of your message.
• Only newsletter opt-ins are shared with HubSpot, including your name, email address and newsletter consent. Enquiries, registrations without newsletter opt-in and event photo/video permission records are not sent to HubSpot.
• Event photo/video permission records: event and chapter, full name, separate photo and video choices, submission timestamp, the exact wording and version shown, and a history of changes. Paper responses can be entered by authorised staff and are recorded with their entry timestamp and collection method.

• Managing your registration — legitimate interests: operating and administering the community you asked to join.
• Processing AI Social Plus membership payments — contract: taking payment, preventing fraud and maintaining your subscription through our payment provider, Paddle.
• Sending the newsletter — consent, given by ticking the separate opt-in box.
• Responding to enquiries — legitimate interests: replying to messages you send us.
• Keeping consent records — legal obligation and legitimate interests, so we can demonstrate compliance with Isle of Man data-protection and unsolicited- communications legislation.
• Using identifiable event photos and videos — consent, given separately for photos and videos for each event. Managing preferences and verified withdrawals is based on our legitimate interests in respecting your choices; we retain evidence of those choices to demonstrate compliance.

We only add you to the newsletter list when you tick the separate newsletter opt-in box on our website. We keep a record of the wording you agreed to and when you ticked it.

Registering for the community does not add you to the newsletter — the two are separate.

You can withdraw consent at any time using the unsubscribe link included in every newsletter, or by contacting us through theaisocial.org/contact.

We use the following service providers to help us run the site and communicate with you. Each processes personal information only on our instructions.

• Website, forms and database hosting: Lovable Cloud (powered by Supabase).
• Newsletter contact management and marketing automation: HubSpot. We send only the details of people who tick the separate newsletter opt-in box, to manage their subscription.
• Event management and ticketing: Eventbrite.
• Payment and subscription billing: Paddle. Paddle processes your payment information as a separate data processor on our behalf.

Some of our service providers may process personal information outside the Isle of Man, including in the United Kingdom, European Economic Area and United States. Where this happens we rely on appropriate safeguards such as UK/EU adequacy decisions or standard contractual clauses. HubSpot and Eventbrite operate primarily under UK, EU and US data-protection frameworks, and Paddle provides standard contractual clauses to protect subscriber payment data.

We keep registration information for as long as you remain part of the community, and consent records for as long as we are required to evidence them under applicable law. Specific retention periods depend on the type of record and applicable Isle of Man legal requirements, including tax, accounting and data-protection obligations.

If you unsubscribe from the newsletter we retain a minimal record (your email address and the fact that you unsubscribed) so that we do not contact you again. We also update or remove your information in HubSpot where appropriate when you exercise your data-protection rights.

AI Social Plus membership records, including payment and subscription history, are kept for as long as required by tax, accounting and legal obligations.

Event photo/video permission records and their change history are kept while relevant media remains in use, and afterwards only for as long as reasonably necessary to evidence your choices, honour withdrawals or meet legal obligations. We review these records and delete or anonymise them when no longer needed.

Under Isle of Man data-protection law you have the right to:

• Request access to your personal information.
• Ask us to correct information that is wrong.
• Ask us to delete your information.
• Ask us to restrict how we use your information.
• Ask us to transfer your information (data portability).
• Object to processing based on our legitimate interests.
• Withdraw consent at any time, including for newsletters and event photos or videos.

To exercise any of these rights, contact us through theaisocial.org/contact.

Every newsletter we send includes an unsubscribe link. You can also contact us through theaisocial.org/contact at any time to withdraw consent or ask us to stop contacting you.

With your consent, we use the Meta (Facebook) pixel to measure visits and the results of our Facebook and Instagram ads. It sets cookies (such as _fbp) and sends Meta Platforms Ireland Limited and Meta Platforms, Inc. information such as the pages you view, your IP address and browser details. Meta may also use this for its own purposes, including ad delivery and optimisation. Our legal basis is your consent.

The pixel stays off until you click Accept on our cookie banner. We store your choice, the date and the wording shown in your browser as a record. You can withdraw consent at any time through Cookie settings in the website footer; the pixel then stops and its cookies are removed from this site.

If you are unhappy with how we have handled your personal information you can complain to the Isle of Man Information Commissioner at www.inforights.im.

We capture moments at The AI Social events to share our community and activities. Identifiable photographs and videos are used only in accordance with your separate, optional choices for that event. Both permission boxes start unticked, and you can submit with neither selected. Declining permission does not affect your attendance. Please let the check-in team know if you prefer not to be photographed or filmed.

Where you give permission, the relevant photos or videos may be used on The AI Social’s website, Facebook, Instagram, LinkedIn, newsletter and sponsorship presentations. This permission does not cover use by sponsors or magazines. It does not apply to future events and does not subscribe you to our newsletter or change any membership terms.

We distinguish permission given, declined, no response and withdrawn, and keep a history rather than overwriting previous choices. A missing response is never treated as permission. Guests do not need an account to submit or request withdrawal. Permission records are private, with no public access to attendee information. Authorised chapter leads can access only their own chapter’s events and records; the founder can access all chapters. Relevant preferences are shared with the event photography team only as needed to respect your choices.

You can withdraw photo or video permission at any time using your personal permission link, the withdrawal option on the event form, or by emailing laura@theaisocial.org. We may ask for limited information to verify a request without publicly confirming whether someone attended. Withdrawals are recorded in the private dashboard and change history so authorised staff can respect the updated choices and review affected media. Withdrawal does not affect the lawfulness of use before it was withdrawn.

We will stop future use and remove content from channels we control where possible. We cannot guarantee removal of printed materials already distributed or copies shared by others. Social platforms process published content under their own privacy policies; please also see the international transfers section above.