Privacy Policy
Last updated: 6 September 2026
1. Who we are
Aligned in Motion Limited is the data controller for personal data collected through this website and, generally, for personal data processed in the context of its direct relationships with prospects and clients.
Aligned in Motion Limited, registered in Ireland. Company registration number (CRO): IE818543.
Registered office: Ground Floor, 71 Lower Baggot Street, Dublin 2, Co. Dublin, D02 P593, Ireland.
For any question or request relating to this policy, contact gdpr@alignedinmotion.ie or use the contact form on this website.
2. Personal data we may process
Contact and enquiry information: name, email address, telephone number if you provide one, company, role, and the content of your enquiry or message.
Client and engagement information: professional contact details, engagement objectives, questionnaire and assessment responses, materials you voluntarily provide during the engagement, and notes relevant to delivering the agreed work.
Meetings: some client sessions take place on Google Meet and may involve a recording, a transcript, AI-generated meeting notes and working notes. Recording or transcription is only used after participants have been informed and have agreed to it. If a participant does not want the session recorded, the session can proceed without recording.
Billing and administration: invoicing details, company information, VAT information and payment or accounting records. Aligned in Motion does not collect or store full payment-card data through this website.
Newsletter and lead-magnet information: if you subscribe to the newsletter or request a resource such as the Socratic AI Prompt, we process your email address, the language and source of the request, the confirmation status of your double opt-in and the related timestamps. A hashed (non-reversible) form of the IP address used for the request may be stored as an anti-abuse measure.
Website and technical information: standard technical data required to serve the site, cookie-preference choices stored in your browser, and — where you accept non-essential cookies — Google Analytics measurement data about pages viewed and interactions. Messages you send to the AIM AI Guide are processed to generate a reply.
3. Why we process data, and our legal basis
The table below sets out the main purposes for which we process personal data and the legal basis relied upon under the GDPR.
| Purpose | Typical data | Legal basis |
|---|---|---|
| Responding to enquiries and discussing a possible engagement | Contact and enquiry information | Steps taken at your request before entering into a contract; and/or legitimate interests in responding to business enquiries |
| Delivering an agreed engagement | Client and engagement information, meeting notes, materials provided | Performance of a contract |
| Client relationship administration | Professional contact details, engagement records | Performance of a contract; and/or legitimate interests in managing the relationship |
| Accounting, invoicing and tax obligations | Billing and administration data | Legal obligation |
| Recording or transcribing a session, and AI-generated meeting notes | Recording, transcript, notes | Consent of participants — recording or transcription is only used after participants have been informed and have agreed |
| Newsletter and requested resources (double opt-in) | Email address, language, confirmation status | Consent — withdrawable at any time |
| Analytics through non-essential cookies | Measurement data about pages viewed and interactions | Consent, given through the cookie banner |
| Answering questions through the AIM AI Guide | The message you type and the language of the page | Legitimate interests in providing an informational assistant on our website |
4. Generative AI and client information
Generative AI may support analysis, synthesis, preparation, structured thinking, research, learning and documentation.
Client information is minimised and de-identified before being submitted to external AI services wherever practicable. Client data is never used for model training. Highly sensitive information receives additional protection, and external AI use can be restricted or excluded for an engagement where stricter confidentiality controls are required.
Our full approach is described on Confidentiality & AI Use.
5. Service providers
We use a limited number of professional service providers. Each is used only for the purpose described below.
- Website hosting and publishing, and the underlying database used to store contact, newsletter and assessment submissions: Lovable.
- Transactional email delivery (confirmations, requested resources, internal notifications): Lovable's managed email service.
- Meeting scheduling for discovery and advisory conversations: Google Calendar Appointment Scheduling.
- Website analytics, where you accept non-essential cookies: Google Analytics.
- Professional productivity, video meetings, recordings, transcripts and AI-generated meeting notes used in client work: Google Workspace, including Google Meet.
- Generative AI services used to support the work, and to generate replies in the AIM AI Guide on this website: Google (Gemini, via Lovable's AI gateway), OpenAI (ChatGPT), Anthropic (Claude) and NotebookLM.
6. International data transfers
Some of these providers may process personal data outside Ireland or the European Economic Area.
Where that is the case, we rely on the transfer mechanisms permitted by applicable data-protection law — such as a European Commission adequacy decision, Standard Contractual Clauses, or other appropriate safeguards. The mechanism relied upon depends on the provider concerned; it is not the same for every provider.
7. How long we keep data
Retention periods may be extended where required by law or contract, where reasonably necessary for handling a dispute, or where expressly agreed with the client. Not every client document is kept for the same period: documents are reviewed and deleted when they are no longer needed.
| Category | Retention |
|---|---|
| Raw call recordings | Up to 90 days after the end of the engagement |
| Transcripts, AI-generated meeting notes and working notes | Up to 12 months after the end of the engagement |
| Enquiries where no engagement follows | Normally up to 24 months after the last meaningful interaction, unless there is good reason to delete earlier or retain longer |
| Accounting, tax and invoice records | Normally 6 years, where required under applicable Irish record-keeping obligations |
| Newsletter and resource-request data | Until you unsubscribe, after which we keep only the minimum information needed to respect your opt-out |
| Other client data | Only as long as reasonably necessary to deliver and administer the engagement, comply with legal obligations, establish or defend legal claims, or meet contractual requirements |
8. Sensitive information
We work with senior leaders, and a conversation may occasionally involve sensitive business or personal information.
We do not seek to collect special-category personal data unnecessarily. Where such information is provided or becomes necessary for an engagement — for example health information, sensitive HR information, or personal circumstances discussed during leadership work — it is processed only where an appropriate legal basis and any additional GDPR condition are available.
How sensitive information is handled in relation to external AI services is described on Confidentiality & AI Use.
9. Recordings, transcripts and notes
Some client sessions may be recorded, transcribed or supported by AI-generated meeting notes using professional Google Workspace tools. Not every meeting is recorded.
Participants are informed in advance or at the start of the session when these features are used, and recording or transcription is only used after participants have agreed to it. If a participant does not want a session recorded, the session can proceed without recording.
Raw recordings are normally retained for up to 90 days after the engagement; transcripts, AI-generated meeting notes and working notes for up to 12 months.
10. Your data protection rights
Depending on the circumstances, you may have the right to:
- access the personal data we hold about you;
- have inaccurate data corrected;
- have data erased;
- ask us to restrict processing;
- receive your data in a portable format, where applicable;
- object to processing, where applicable;
- withdraw your consent where processing is based on consent — for example newsletter subscriptions, analytics cookies or session recording.
11. Right to complain
Not every right applies in every situation, and some requests may be limited by legal or contractual obligations. We will explain our position if that is the case.
To make a request, contact gdpr@alignedinmotion.ie or use the contact form on this website.
You also have the right to lodge a complaint with the Irish supervisory authority: the Data Protection Commission (Ireland).
Their website is dataprotection.ie.
12. Automated decision-making
Aligned in Motion does not use personal data to make solely automated decisions that produce legal or similarly significant effects.
AI-generated outputs used during client work — summaries, analyses, drafts, meeting notes — remain inputs to human professional judgement.
13. Security
We use reasonable organisational and technical measures appropriate to the nature of the information processed, and review them as tools and providers change.
14. Changes to this policy
This Privacy Policy may be updated as our services, technologies or legal obligations evolve. The date of the current version is shown at the top of this page.