Privacy Notice

Last updated: 15 September 2026

This explains what information we collect, why, where it's kept and what you can ask us to do with it. It's written to be read, not to be survived.

Who we are

The Gentle AI Project (GAP) is run by Victoria McLafferty, of 118 Offington Avenue, Worthing, West Sussex, BN14 9PR.

You can contact us at hello@thegentleaiproject.com.

What information we collect

When you book a workshop

• Your name and email address.
• Booking and payment status through the booking provider. Earlier bookings used Eventbrite; bookings made on this website use Stripe. GAP does not receive your full card details.
• Anything you choose to share in an optional access or booking field.

When you attend the workshop

• A private workshop recording through Zoom, where the approved recording setup and consent mechanism are in place.
• A written transcript, if transcription is enabled for that workshop.

How we use your information

• To deliver the workshop you've booked.
• To send you joining details, reminders and follow-up notes.
• To send newsletters or marketing only where you have separately signed up, or another lawful marketing route has been checked. Booking a workshop does not automatically add you to any marketing list.
• To meet our legal obligations, such as keeping tax records for HMRC.

We do not sell your information, and we do not share it with third parties for their marketing purposes.

Workshop recording and transcript

Workshop 1 is planned to be recorded privately through Zoom for internal review, teaching improvement and evaluation. The recording setup, participant notice and any transcription feature are checked before the workshop. If transcription is not enabled, no transcript is created.

Before a transcript is used for wider internal analysis or content development, we remove names and unnecessary identifying details and use generic labels where possible. Replacing a name alone does not automatically make information anonymous if the person could still be identified from what's left, so genuinely anonymised material is treated differently from material that is merely de-identified.

We may use genuinely anonymised themes or learning from a transcript to understand common questions, develop future content and improve the workshop. Identifiable material remains subject to the retention and access rules for personal data.

The full audio recording is deleted within 30 days.

You can keep your camera off and your microphone muted for the whole session and still take part fully. You can ask questions in writing through Zoom chat rather than speaking aloud. None of this changes what you get from the session.

Marketing use of clips

If we ever want to use a short clip of your voice or words publicly, in marketing, social media, the website or a testimonial, we ask for separate explicit permission for that specific public use. Consenting to a private workshop recording does not give permission for public marketing use.

You can decline and still attend the workshop. You can withdraw permission at any time by emailing us, and we will remove any published clips where it's reasonably practical to do so.

Where your information is stored

• Email list: Systeme.io. This website and its workshop booking records are hosted through Lovable Cloud. Payment information is handled by Stripe.
• Workshop recording and transcript: Zoom. Audio is deleted within 30 days; anonymised transcripts are retained for content development.
• Booking and payment: Eventbrite for earlier bookings, and Stripe for bookings made on this website. GAP records booking and payment status but does not receive your full card details.
• Tax records: kept locally for 6 years, as HMRC requires.

How long we keep your information

• Marketing-list details stay on the list until you unsubscribe or ask us to remove them.
• Workshop contact details are kept only for delivery, follow-up, any complaint or refund, and a documented review period.
• Workshop audio is deleted within 30 days.
• Anonymised transcripts are kept for content development.
• Payment records are kept for 6 years, as HMRC requires.

Our use of AI

We use AI-assisted tools in parts of our business administration, customer communication, teaching development and service improvement. That might mean helping us organise or summarise correspondence, draft replies, analyse feedback, find themes in responses, or prepare materials.

We use the minimum personal information needed for the task, use approved tools and settings appropriate to the information involved, and remove or minimise identifying details where they aren't needed. We do not use AI to make significant automated decisions about you.

Victoria remains responsible for GAP's decisions and communications. AI output is treated as unverified until a person has checked it, and anything factual or public is reviewed before it goes out.

Your rights

• Ask what information we hold about you.
• Correct anything that's wrong.
• Ask us to delete your information.
• Complain to the Information Commissioner's Office if you're unhappy with how we've handled your data. You can reach the ICO at ico.org.uk.

To do any of these, email hello@thegentleaiproject.com.

Changes to this notice

We'll update this notice if anything material changes. The latest version is always linked from the GAP website and from relevant booking information.

The Gentle AI Project · Victoria McLafferty · hello@thegentleaiproject.com