Your privacy matters to us.
Privacy Notice
Version 1.0. Last updated 8 October 2026.
This Privacy Notice explains how we collect, use, store and protect personal information when you visit this website and use the “Get Involved” form.
1. Who we are.
This website is operated by MANCHESTER AI GUILD LTD, trading as Manchester AI Guild, a company incorporated in England and Wales under company number 17490801.
In this Privacy Notice, “we”, “us”, “our” and “the Guild” mean MANCHESTER AI GUILD LTD. We are the data controller for the personal information described in this notice. This means that we decide why and how your personal information is used.
We are registered with the Information Commissioner's Office (ICO) under registration reference ZC266348.
For privacy, data protection or information rights enquiries, please contact our data protection contact at data.protection@manchesteraiguild.com.
Our registered office is 1 Southern Road, Sale, England, M33 6HP. You can contact us by email at support@manchesteraiguild.com or by post.
We handle personal information in accordance with applicable UK data protection law, including theUK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and, where applicable, thePrivacy and Electronic Communications Regulations 2003 (PECR).
2. What we collect.
We may collect the following personal information:
- your name and email address;
- your organisation, role or other contact details, if you choose to provide them;
- information contained in your “Get Involved” submission;
- your communication preferences and any unsubscribe or opt-out request;
- basic technical and security information, such as IP address, browser type, requested pages and timestamps; and
- records of communications between you and us.
Technical and security information may be collected or generated by our website hosting, security and infrastructure providers, including Cloudflare, when you access or use the website.
Please do not send us special category personal data unless we specifically ask you to do so. This includes information revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, health, genetic data, biometric data used for identification, sex life or sexual orientation.
You should also avoid sending information about criminal convictions or offences unless we specifically ask you to do so, as this information is subject to separate legal safeguards.
3. How we use your information and our lawful bases.
The table below explains the main ways in which we use personal information and the lawful bases we rely on under the UK GDPR.
| Information used | Purpose | Lawful basis |
|---|---|---|
| Name, email address and information in your “Get Involved” submission or email | To respond to your enquiry, request or expression of interest | Legitimate interests. It is in our legitimate interest to respond to people who contact us and to understand how they may wish to engage with the Guild. |
| Name, email address, organisation, role, areas of interest and related correspondence | To organise, administer and communicate about potential Guild activities or involvement that you have asked about | Legitimate interests. We have a legitimate interest in developing and administering the Guild and communicating with people who have expressed an interest in being involved. |
| Email address and communication preferences | To send optional newsletters or promotional updates, where you have actively opted in | Consent. You may withdraw your consent at any time. |
| Consent records, unsubscribe requests and suppression-list information | To manage communication preferences, demonstrate compliance and prevent unwanted marketing messages | Legal obligation and legitimate interests. We have legal obligations relating to direct marketing and a legitimate interest in maintaining accurate records of your communication preferences. |
| IP address, browser or device information, requested pages, timestamps and security events | To operate, secure, monitor and protect the website and related infrastructure | Legitimate interests. We have a legitimate interest in maintaining a secure, reliable and functioning website and protecting it from misuse. |
| Relevant personal information and records | To comply with legal obligations, respond to legal requests, or establish, exercise or defend legal claims | Legal obligation or legitimate interests, depending on the circumstances. |
Where we rely on legitimate interests, our interests include responding to enquiries, developing and administering the Guild, maintaining appropriate communication records, protecting the website and keeping our systems secure. We consider whether the processing is necessary and whether your interests, rights or freedoms override those interests. You have the right to object to processing based on legitimate interests.
We do not currently rely on consent for the basic operation of the website or for responding to an enquiry. Consent is used only where you actively choose to receive optional email updates or other communications that require consent.
4. Service providers, storage and international transfers.
We use trusted service providers to host and secure this website and to store information submitted through the “Get Involved” form. These providers process personal information on our behalf and under our instructions.
- Cloudflare: Cloudflare hosts and helps secure this website. It may process technical and security information, such as IP address, browser information, request information and security logs, when you visit the website.
- Amazon Web Services (AWS): We use AWS to receive and store information submitted through the “Get Involved” form. This includes your email address and any information you choose to provide. Data is stored in the United Kingdom region and encrypted at rest by default.
Information submitted through the “Get Involved” form is stored in the United Kingdom and encrypted at rest.
Some of our service providers may process limited information outside the United Kingdom, for example for security, support or service administration. Where UK data protection law requires safeguards for an international transfer, we will use appropriate safeguards.
We do not sell personal information or share it with third parties for their own advertising purposes.
5. Email updates.
We will only send optional newsletters or promotional updates where you have separately and actively opted in to receive them. Contacting us or using the “Get Involved” form does not, by itself, mean that you have agreed to receive marketing emails.
We may retain a limited record of an unsubscribe or opt-out request so that we can respect your preference and avoid sending further unwanted messages.
6. How long we keep information.
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected.
- “Get Involved” submissions and enquiries: for up to two years after our last meaningful interaction with you. We may delete information sooner if you ask us to do so, your enquiry has been resolved, or we no longer need the information.
- Email addresses used for optional updates: until you unsubscribe or withdraw your consent. We will periodically review inactive mailing-list records and delete them where they are no longer needed.
- Consent and unsubscribe records: for as long as reasonably necessary to demonstrate compliance and prevent unwanted contact.
- Security and technical logs: for up to 90 days, unless a longer period is necessary to investigate a security incident, protect the website and its users, or establish, exercise or defend legal claims.
We may retain relevant records for longer where necessary to investigate a security incident, comply with a legal obligation, or establish, exercise or defend legal claims. When information is no longer required, we will delete it or anonymise it where appropriate.
7. Security.
We use appropriate technical and organisational measures to protect personal information, including access controls, encrypted connections, restricted access to stored information and security monitoring provided by our infrastructure providers.
However, no website or method of transmitting information over the internet can be guaranteed to be completely secure.
8. Cookies and similar technologies.
We do not intentionally use optional analytics, advertising or social-media tracking cookies on this website. Our infrastructure providers may use strictly necessary technologies for security, traffic management or service operation.
We may update this section if we introduce analytics, advertising, embedded content, non-essential cookies or similar technologies.
9. Links to other websites.
This website contains a link to our LinkedIn page. If you follow that link, LinkedIn will process information according to its own privacy notice. We are not responsible for the privacy practices of LinkedIn or other websites that we do not operate.
10. Your rights.
Subject to legal exceptions, you may have the right to:
- request access to the personal information we hold about you;
- request correction of inaccurate or incomplete information;
- request deletion of your information;
- request restriction of how we use your information;
- object to processing based on legitimate interests;
- withdraw consent where we rely on consent; and
- request data portability in certain circumstances.
To exercise your rights, contact our data protection contact at data.protection@manchesteraiguild.com. We may need to verify your identity before responding. We will respond as soon as possible and normally within one calendar month, although the law allows this period to be extended in some circumstances.
11. Complaints.
If you are unhappy with how we have handled your personal information, please contact our data-protection contact first at data.protection@manchesteraiguild.com. We will investigate your complaint and respond as soon as reasonably possible.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator.
- Website: ico.org.uk/make-a-complaint
- Helpline: 0303 123 1113
- Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
12. Changes to this notice.
We may update this Privacy Notice if we change how we use personal information or make other relevant changes to our practices. The version number and date at the top of this page show when it was last updated.
If we make a significant change that affects you, such as using personal information for a new purpose, we will take appropriate steps to tell you before the change takes effect, where this is required by law.
