Privacy Statement
Version 1.0 — Effective from 31 May 2026
Who we are
HRxAI is an HR and AI consultancy based in Ireland. We run workshops, training sessions, and one-to-one calls to help HR professionals understand and use AI in their work.
If you have any questions about this statement or how we handle your data, email us at hello@hrxai.ie.
What data we collect and why
When you visit our website
Our website is built on Squarespace, which uses cookies to collect data about how people use the site — things like which pages are visited and how long people spend on them. We use this to understand how our website is performing.
This data is only collected with your consent. When you first visit our site, you'll see a cookie banner asking for your permission.
When you book a call or workshop
We use Calendly to manage bookings. When you book an introduction call or a workshop, Calendly collects your name, email address, and any other details you provide at the time of booking.
We use this information to manage your booking and to follow up with any relevant details.
When you attend a video call or workshop
We use Zoom and Microsoft Teams to run online calls and workshops. When you join a session, these platforms collect your name, email address, and technical data such as your IP address and device information. We use this to deliver the session and manage any follow-up.
Recording:
Workshops may be recorded. We'll tell you this at the time of booking and again at the start of the session. If you'd prefer not to appear in the recording, you're welcome to keep your camera and microphone off.
Individual calls are only recorded if you request it. If you ask us to record a call, we'll take that as your consent to do so.
Recordings are used only for the purpose they were made — for example, to share with participants who couldn't attend, or for your own reference. We don't share recordings with third parties.
If you sign up for updates
If you give us permission, we'll send you updates about our events, workshops, and other news from HRxAI. We'll only do this if you've opted in — we won't add you to our mailing list automatically.
Our legal basis for processing your data
Under GDPR, we need a legal reason to process your personal data. Here's ours:
Website analytics: Consent — you control this via the cookie banner on our site.
Booking management: Legitimate interests — we need your details to manage your booking and communicate with you about it.
Video calls and workshops: Legitimate interests — we need to process your details to deliver the session.
Workshop recordings: Consent — we'll tell you in advance and you can opt out.
Individual call recordings: Consent — we only record if you ask us to.
Marketing and event updates: Consent — we'll only contact you for this if you've opted in.
Who we share your data with
We use the following third-party tools:
Squarespace — our website platform, which handles analytics data.
Calendly — our booking tool, which handles booking data.
Zoom — our video call platform, which handles session data and any recordings.
Microsoft Teams — our alternative video call platform, which handles session data and any recordings.
All four are US-based companies. They transfer data outside the EU using Standard Contractual Clauses (SCCs), which is a recognised safeguard under GDPR. You can read more about how they handle data on their own websites.
We don't sell your data or share it with anyone else.
How we use AI tools
We use AI tools in our day-to-day work — for example, to help prepare training materials, draft content, and develop our services. The AI tools we currently use are:
Claude by Anthropic
NotebookLM by Google
Galileo by the Josh Bersin Company
Microsoft Copilot by Microsoft
This list is current as of the effective date of this statement. As AI tools are a fast-moving area, the tools we use may change over time. We'll update this statement when they do.
Where any of this involves personal data, we take the following approach:
We only use business or enterprise versions of AI tools, which include data protection terms and opt-outs from using client data for AI training.
We don't input sensitive personal data into AI tools.
A person at HRxAI always reviews any AI-assisted work before it's used or shared.
We keep our AI providers' data processing terms under review and will update our practices if anything changes.
Given the nature of our work, we think it's important to be transparent about this. If you have any questions about how we use AI, email us at hello@hrxai.ie.
How long we keep your data
Analytics data: Managed by Squarespace in line with their own data retention policies.
Booking data: We keep records of bookings for 12 months after the date of the call or event.
Workshop recordings: We keep recordings for 12 months unless we've told you otherwise at the time.
Individual call recordings: We keep these for as long as is reasonably needed for the purpose they were made, and delete them when they're no longer needed.
Marketing and event updates: We'll keep your details on our list until you unsubscribe. You can do this at any time using the unsubscribe link in any email we send you.
Your rights
Under GDPR, you have the right to:
Access the personal data we hold about you
Correct any data that's wrong or out of date
Delete your data in certain circumstances
Restrict how we use your data in certain circumstances
Portability — receive a copy of the data you've given us in a commonly used electronic format, where this is technically possible
Object to how we're using your data
Withdraw consent at any time, where consent is the basis for us processing your data
To exercise any of these rights, email us at hello@hrxai.ie. We'll respond within 30 days.
Data breaches
We take data security seriously. If a breach occurs that is likely to put your rights or freedoms at risk, we will notify the Data Protection Commission within 72 hours and inform you without undue delay. We keep a record of all breaches, whether or not notification is required.
If you believe your data may have been compromised, please contact us immediately at hello@hrxai.ie.
Complaints
If you're unhappy with how we've handled your data, you can make a complaint to the Data Protection Commission at www.dataprotection.ie or by email at info@dataprotection.ie.
We'd always prefer to sort any concerns out directly, so feel free to get in touch with us first at hello@hrxai.ie.