Last updated: 25 September 2026. This replaces version 1.3 of 25 May 2018.
1. Who we are
AI Momentum is owned and run by Oxford Digital Marketing Limited, a company registered in England and Wales under company number 7099665, registered office The Magdalen Centre, Oxford Science Park, Oxford OX4 4GA, United Kingdom.
We are the data controller for the personal data described here. You can reach us at su*****@***********************co.uk.
2. What this notice covers
This notice explains what personal data we collect when you use ai-momentum.ai, enquire about our services, attend a workshop, or join the AI Momentum Guild, and what we do with it. It applies to our website, the members’ portal, our emails and our live sessions.
3. What we collect
When you enquire or buy Name, email address, telephone number, organisation, postal address where relevant, and what you are interested in.
When you become a Guild member The above, plus the details we hold on your member record: your membership tier and status, the dates your membership started, renews or lapsed, whether you belong to a team and whether you administer one, and the identifier your payments are held under with Stripe. We do not hold your card details.
When you use the members’ portal Your login and password, which we store hashed and never in readable form. We also record when you last signed in, how many times you have visited the portal home, and the first time you opened a piece of Guild content. We use this to tell a first visit from a return, so we can show a new member a way in rather than a dashboard.
Your activity in the AI Momentum Guild members’ portal
When you are signed in to the members’ portal, we record which pages and Guild content you open (sessions, newsletters, articles and tools), which files you download, and how far through each session recording you watch. We use this to see whether members are getting value from the Guild, to notice anyone who has not managed to get started, and to decide what to cover next.
We do this on the basis of legitimate interest: it is what you would reasonably expect from a membership you pay for, and we record nothing beyond what we need to run the Guild. It is recorded on our own website only. We do not put tracking pixels in our emails, we do not rewrite links, and we do not share this activity with Vimeo, Google or anyone else. We only record members who are signed in.
We keep this activity for 12 months and then delete it permanently.
You can ask for a copy of the activity we hold about you, or ask us to delete it, by emailing su*****@***********************co.uk. We will reply within one month.
When you attend a Guild session Guild sessions are held on Zoom and are usually recorded, including video, audio, chat and anything you share on screen. Recordings are made available to members in the portal. You can take part with your camera off and use the chat instead.
Automatically, when you visit the site IP address, browser and device information, pages viewed and referring pages, collected in server logs and through cookies. See section 8.
4. Why we use it, and our legal basis
Under UK GDPR we must have a lawful basis for each use.
| What we do | Why | Legal basis |
|---|---|---|
| Deliver your membership, portal access and sessions | To provide what you have paid for | Performance of a contract |
| Take payments and manage renewals | To bill you | Performance of a contract |
| Send service emails: set-password, renewal reminders, trial ending, failed payment, access lapsed | To operate your account | Performance of a contract |
| Answer enquiries | To respond to you | Legitimate interests |
| Record which portal content you open, download and watch | To see whether members get value from the Guild and help those who have not got started | Legitimate interests |
| Record Guild sessions for members | So members who miss a session can catch up | Legitimate interests |
| Keep the site secure, prevent spam and abuse | To protect the service and its members | Legitimate interests |
| Understand how the site is used | To improve it | Consent, through cookies |
| Send marketing about our services | To tell you about relevant offerings | Consent |
| Keep accounting records | Tax and company law | Legal obligation |
Where we rely on legitimate interests, we have considered whether our interest is overridden by your rights, and you can object at any time (section 7).
Where we rely on consent, you can withdraw it at any time. Withdrawing it does not affect anything we did beforehand.
5. Who we share it with
We do not sell, rent or trade your personal data. We share it only with the providers that run our business, each acting under contract:
| Provider | What for | What they receive |
|---|---|---|
| Stripe | Payments and subscriptions | Name, email, billing address, card details (sent directly to Stripe, never stored by us) |
| Postmark | Sending our transactional emails | Name, email address, email content |
| Zoom | Running and recording Guild sessions | Name, email, video, audio and chat |
| Vimeo | Hosting Guild session recordings | The recordings themselves. Vimeo is not told which members watch them |
| CC360 (CourseCreator360) | Our previous membership platform, still running some existing memberships while we move the Guild to this website | Name, email, organisation, membership and payment status for members who joined through it |
| Google Workspace | Our own email and documents | Anything you send us |
| Google Analytics and Tag Manager | Understanding site usage | Usage data, set only with your cookie consent |
| DigitalOcean and SpinupWP | Hosting | Everything stored on the site, at rest |
| Gravity Forms and CleanTalk | Enquiry forms and spam filtering | Form contents |
We will also disclose data where the law requires it.
6. How long we keep it
| Data | Kept for |
|---|---|
| Enquiries that do not become customers | 2 years from last contact |
| Member records | For the life of your membership and 6 years afterwards, to cover accounting and limitation periods |
| Payment and invoice records | 6 years, as required by tax law |
| Guild session recordings | For as long as they are useful to members |
| Portal activity (what you open, download and watch) | 12 months, then deleted permanently |
| Server and security logs | 12 months |
| Marketing consent records | Until you withdraw consent, plus 2 years to evidence the withdrawal |
7. Your rights
Under UK GDPR you have the right to:
- be told how we use your data, which is what this notice is for
- access a copy of the data we hold about you
- have inaccurate data corrected
- have your data deleted, where we have no overriding reason to keep it
- restrict how we use it, while a concern is resolved
- object to processing based on legitimate interests, and to direct marketing at any time
- receive your data in a portable form, and have it sent to another provider
- withdraw consent at any time, where consent is the basis
To exercise any of these, email su*****@***********************co.uk. We will respond within one month. There is no charge unless a request is manifestly unfounded or excessive.
You can unsubscribe from marketing emails using the link in any of them, without contacting us.
8. Cookies and similar technologies
We use cookies to make the site work, to keep you signed in, and, with your consent, to understand how the site is used.
| Type | Set by | What it does |
|---|---|---|
| Essential | WordPress | Keeps you signed in to the members’ portal and secures forms |
| Essential | Cookie consent banner | Remembers your cookie choices |
| Functional | CleanTalk | Helps keep our forms free of spam |
| Functional | Limit Login Attempts | Protects accounts against brute-force attempts |
| Analytics | Google Analytics, via Google Tag Manager | Measures how the site is used. Set only if you accept analytics cookies |
You can change your choices at any time through the cookie banner, and you can block or delete cookies in your browser. Blocking essential cookies will stop the members’ portal working.
We do not use advertising cookies, and we do not sell or share your data with advertising networks.
Do Not Track. There is still no agreed standard for Do Not Track signals, so our site does not respond to them.
9. Where your data is held
Our website and database are hosted in the United Kingdom, in DigitalOcean’s London data centre.
Some of our providers, including Stripe, Zoom and Google, process data outside the UK. Where they do, transfers are covered by the UK’s adequacy regulations or by the International Data Transfer Agreement or its addendum to the EU Standard Contractual Clauses.
10. Security
We protect your data with encryption in transit, access controls, hashed passwords, and regular updates to the site and its components. No system is completely secure, but we take this seriously and review it.
If a breach is likely to put your rights at risk, we will tell you and report it to the Information Commissioner’s Office within 72 hours of becoming aware of it.
11. Other websites
Our site links to other websites and demonstrates third-party tools. This notice covers only our own site. Read their privacy notices before using them.
12. Changes to this notice
We keep this notice under review and will publish any update on this page with a new date at the top. If a change materially affects you we will tell you by email.
13. Complaints
If you are unhappy with how we have handled your data, please tell us first at su*****@***********************co.uk so we can put it right.
You also have the right to complain to the UK regulator:
Information Commissioner’s Office Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF 0303 123 1113 ico.org.uk/make-a-complaint
14. Contact
Oxford Digital Marketing Ltd
The Magdalen Centre
Oxford Science Park
Oxford
OX4 4GA
United Kingdom
Email: su*****@***********************co.uk
Phone: +44 1865 57 59 55