Last updated: July 2025

Who we are

Ai x Comms Lab is a specialist AI consultancy that helps teams confidently integrate AI into their communications and business workflows. We're committed to protecting your privacy and handling your personal data responsibly.

Our details:

• Business name: Ai x Comms Lab (pronounced “Ai by Comms Lab”)

• Contact: Frank Dias, Founder & CEO

• Address: London, UK

• Website: www.aixcommslab.com and www.aixcommslab.uk

What personal data do we collect

We collect information that you provide directly to us and some information automatically when you use our services:

Information you may provide

• Contact details: Name, email address, phone number, job title, company name

• Workshop/training data: Learning objectives, skill assessments, AI tool usage, feedback responses

• Consultation information: Business challenges, team structures, AI maturity assessments, transformation goals

• Communication records: Email correspondence, meeting notes, project documentation

• Payment information: Billing details, invoice information (payment processing handled by third-party providers)

• Newsletter preferences: Email subscription choices and engagement data

Information we collect automatically

• Website usage: Pages visited, time spent, browser type, device information

• Analytics data: Website performance metrics, user behaviour patterns (via Google Analytics)

• Communication tracking: Email open rates, link clicks in our newsletters and marketing emails

How do we use your data

We use your personal data for these specific business purposes:

Delivering our services

• Conducting AI readiness assessments and team diagnostics

• Designing and delivering bespoke training workshops and transformation programmes

• Providing ongoing coaching, mentoring, and advisory services

• Creating customised learning materials and frameworks

• Measuring progress and ROI from our interventions

Business operations

• Processing payments and managing invoices

• Scheduling meetings and coordinating project activities

• Maintaining client records and project documentation

• Responding to enquiries and providing customer support

Marketing and growth

• Sending our newsletter with AI insights and industry updates

• Sharing relevant case studies, thought leadership content, and insights and guidance via my blogs and a book/s

• Inviting you to webinars, workshops, and other events

• Hosting a podcast

• Developing anonymous case studies and success stories (with explicit consent)

Legal and compliance

• Meeting our contractual obligations

• Complying with legal requirements and regulatory obligations

• Protecting our business interests and preventing fraud

Legal basis for processing

Under UK GDPR, we process your data based on:

• Contract performance: When providing services, you've commissioned

• Legitimate interests: For business operations, marketing to existing clients, and improving our services

• Consent: For newsletter subscriptions, case study participation, hired for business opportunities, and marketing to prospects

• Legal obligation: For tax, accounting, and regulatory requirements

Who do we share your data with

We may share your information with:

Service providers

• Cloud storage providers for data hosting using business account privacy and security

• Email marketing platforms for newsletter delivery

• Payment processors for handling transactions

• Video conferencing tools for delivering remote workshops and meetings

• Analytics providers for website performance monitoring

• AI providers for our content development work

• Audio development tools for delivering content

Professional partners

• Other relevant consultants or specialists when delivering collaborative projects (with your explicit consent)

• Professional advisers (accountants, lawyers) for business operations

Legal requirements

• Regulatory authorities, when legally required

• Law enforcement agencies, when legally obligated

We never sell your personal data to third parties or use it for purposes unrelated to our business relationship.

Contact us about our privacy policy related to our data and tech stack using this form

Data security

We implement appropriate security measures, including:

• Encrypted data transmission and storage

• Regular security updates and patches

• Access controls limiting who can view your information

• Secure backup procedures

• Employee training on data protection practices

• Ensure we use business-relevant and enhanced security and privacy subscriptions and settings where related to protecting the data and content we use as part of our business

International transfers

Your data is primarily stored and processed within the UK. If we transfer data internationally, we ensure adequate protection through:

• Adequacy decisions by the UK government

• Standard contractual clauses approved by UK authorities

• Other appropriate safeguards as required by UK GDPR

Your rights

You have several rights regarding your personal data:

·         Access: Request a copy of the personal data we hold about you

·         Correction: Ask us to correct inaccurate or incomplete information

·         Deletion: Request deletion of your data (subject to legal and contractual obligations)

·         Restriction: Limit how we process your data in certain circumstances

·         Portability: Receive your data in a structured, machine-readable format

·         Objection: Object to processing based on legitimate interests or direct marketing

·         Consent withdrawal: Withdraw consent at any time (where consent is the legal basis)

·         To exercise these rights, contact us via our privacy policy form

Data retention

We keep your personal data only as long as necessary:

• Active client data: Throughout our business relationship, plus 7 years for accounting/tax purposes

• Prospect data: Up to 3 years from last meaningful contact

• Newsletter subscribers: Until you unsubscribe

• Website analytics: Up to 26 months (Google Analytics default)

• Marketing communications: Until you opt out or 3 years from the last engagement

Cookies and website tracking

Our website uses cookies and similar technologies:

Essential cookies

• Website functionality and security

• Remembering your preferences

Analytics cookies

• Google Analytics to understand website usage

• Performance monitoring and improvement

Marketing cookies

• Tracking engagement with our content

• Measuring the effectiveness of marketing campaigns

You can control cookies through your browser settings; however, some website features may not function properly if they are disabled.

For detailed information about our cookie usage, please refer to our separate Cookie Policy.

Third-party websites

Our website may contain links to external websites, tools, and resources that are not operated by us (such as LinkedIn, AI tool providers, or industry publications). We are not responsible for the privacy practices or content of these third-party sites.

When you click on external links, you leave our website and should review the privacy policies of those sites, as they may collect and process your data differently than we do.

Children's privacy

Our services are designed for business professionals. We don't knowingly collect personal data from anyone under the age of 16.

Changes to this policy

We reserve the right to update this privacy policy to reflect changes in our practices or any new legal requirements. We'll notify you of significant changes via email or website notice.

Contact us

If you have questions about this privacy policy, wish to exercise your data protection rights, or need to discuss how we handle your data:

Contact Frank Dias, Founder & CEO of Ai x Comms Lab, by completing our privacy policy form

Complaints

If you're not satisfied with how we've handled your personal data, you have the right to lodge a complaint with the UK's data protection authority:

Information Commissioner's Office (ICO)
Website: www.ico.org.uk
Phone: +44 (0) 303 123 1113
Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Important note: This privacy policy has been tailored to reflect the specific activities and data processing carried out by Ai x Comms Lab. For complex data handling scenarios or if you have particular concerns about your data rights, please contact us directly or seek independent legal advice.

This privacy policy helps us maintain transparency about our data practices while enabling us to deliver excellent AI transformation services to your team.