Our Privacy Policy

Hello & Co AI Consultancy
Last Updated: 26th May, 2026

1. Introduction

Hello & Co AI Consultancy ("we", "us", "our") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you use our services or visit our website.

We are a consultancy based in Ireland, and we comply with the General Data Protection Regulation (GDPR) and the Irish Data Protection Act 2018.

2. Data Controller

Hello & Co AI Consultancy is the data controller responsible for your personal data.

Contact Details:
If you have any questions about this Privacy Policy or how we handle your data, please contact us:

Email: [Your contact email]
Address: [Your business address]
Phone: [Your contact number]

You also have the right to contact the Data Protection Commission (Ireland) if you have concerns about how we process your data:
Website:www.dataprotection.ie
Email:info@dataprotection.ie

3. What Information We Collect

We collect and process the following types of personal data:

3.1 Information You Provide Directly

Contact Information: Name, email address, phone number, job title, company name
Business Information: Company size, industry sector, current business processes
Communication Records: Emails, meeting notes, consultation records
Payment Information: Billing address, invoice details (payment processing handled by third-party providers)
Service Delivery Data: Information about your AI implementation requirements, workflow documentation, training attendance

3.2 Information We Collect Automatically

When you visit our website, we may automatically collect:

Technical Data: IP address, browser type, device type, operating system
Usage Data: Pages visited, time spent on site, referral source
Cookies: See our separate Cookie Policy for details

3.3 Information We Receive from Third Parties

Lead Generation Platforms: If you contact us via a form hosted on a third-party platform
Grant Authorities: Information from Local Enterprise Office (LEO) applications when we support your grant submission
Business Directories: Publicly available business information from Irish company registers

4. How We Use Your Information

We use your personal data for the following purposes:

4.1 Service Delivery

To perform AI audits and consultancy services
To design and implement Claude AI workflows
To provide training and ongoing support
To manage client projects and communications

Legal Basis: Contract performance, legitimate business interests

4.2 Business Operations

To respond to enquiries and provide quotes
To process invoices and payments
To maintain client records and project documentation
To improve our services based on feedback

Legal Basis: Contract performance, legal obligations, legitimate business interests

4.3 Marketing & Communications

To send you service updates, case studies, or AI insights (only with your consent)
To follow up on enquiries or proposals
To invite you to relevant events or webinars

Legal Basis: Consent (you can withdraw at any time), legitimate business interests for existing clients

4.4 Legal & Compliance

To comply with legal obligations (e.g., tax, accounting)
To support LEO grant applications on your behalf
To protect our legal rights and prevent fraud

Legal Basis: Legal obligation, legitimate business interests

5. Data Sharing & Disclosure

We do not sell your personal data. We may share your information with:

5.1 Service Providers

We work with trusted third-party providers who process data on our behalf:

Email & Communication Tools: For client correspondence (e.g., Google Workspace, Microsoft 365)
Payment Processors: For invoicing and payments (e.g., Stripe, PayPal)
Cloud Storage: For secure document storage (e.g., Google Drive, Dropbox)
CRM & Marketing Tools: For managing client relationships (e.g., HubSpot, Apollo)

All providers are required to protect your data and process it only according to our instructions.

5.2 Grant Authorities

If we support your LEO grant application, we may share relevant business information with the Local Enterprise Office or other grant-awarding bodies, with your explicit consent.

5.3 Legal Requirements

We may disclose your data if required by law, court order, or to protect our legal rights.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal data, including:

Encrypted data transmission (SSL/TLS)
Secure cloud storage with access controls
Password-protected systems and two-factor authentication
Regular security reviews and updates
Staff training on data protection

However, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security.

7. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this policy:

Enquiry Data: 12 months if no service engagement
Client Project Data: Duration of engagement + 7 years (for legal and tax compliance)
Marketing Consents: Until you withdraw consent
Financial Records: 6 years (Irish tax law requirement)

After the retention period, we securely delete or anonymize your data.

8. Your Rights Under GDPR

You have the following rights regarding your personal data:

8.1 Right of Access

Request a copy of the personal data we hold about you.

8.2 Right to Rectification

Request correction of inaccurate or incomplete data.

8.3 Right to Erasure ("Right to be Forgotten")

Request deletion of your data in certain circumstances.

8.4 Right to Restrict Processing

Request that we limit how we use your data.

8.5 Right to Data Portability

Receive your data in a structured, machine-readable format.

8.6 Right to Object

Object to processing based on legitimate interests or for direct marketing purposes.

8.7 Right to Withdraw Consent

Withdraw consent at any time for processing based on consent (e.g., marketing emails).

8.8 Right to Lodge a Complaint

Complain to the Data Protection Commission if you believe we have mishandled your data.

To exercise any of these rights, contact us using the details in Section 2.

9. International Data Transfers

Your data is primarily stored and processed within the European Economic Area (EEA). If we transfer data outside the EEA, we ensure appropriate safeguards are in place (e.g., EU Standard Contractual Clauses, adequacy decisions).

10. Children's Privacy

Our services are intended for businesses, not individuals under 18. We do not knowingly collect data from children. If you believe we have inadvertently collected data from a minor, please contact us immediately.

11. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. Please review their privacy policies before providing any personal data.

12. AI Tools & Client Data

As an AI consultancy, we may implement and configure Claude AI (by Anthropic) or other AI tools for your business. Key points:

Client Data Processing: When implementing AI workflows, we may access your business data (e.g., sample emails, documents) to configure systems. We treat this data as confidential and process it only as necessary for service delivery.
Third-Party AI Providers: Claude AI and similar tools are provided by third-party vendors. We recommend reviewing their privacy policies (e.g., Anthropic's privacy policy for Claude).
Data Minimization: We use the minimum data necessary for implementation and training purposes.
Deletion: Upon project completion, we delete or return client-specific data unless retention is required for legal or support purposes.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of significant changes by:

Posting the updated policy on our website with a new "Last Updated" date
Sending an email notification to active clients

Please review this policy periodically to stay informed.

14. Consent

By using our services or submitting your personal data through our website or communications, you acknowledge that you have read and understood this Privacy Policy.

For marketing communications, we will seek your explicit opt-in consent before sending promotional emails. You can unsubscribe at any time using the link in our emails or by contacting us directly.

15. Contact Us

If you have questions, concerns, or wish to exercise your data protection rights, please contact:

Hello & Co AI Consultancy
Email: sam@helloandcoai.com