Privacy Policy

1. Introduction

This Privacy Policy explains how UKAI (“we”, “us”, “our”, or the “Association”) collects, uses, stores, and protects personal data in connection with our website (https://www.ukai.co), our membership platform ReadyMembership by Pixl8 (the “Platform”), and other UKAI services such as events, reports, and communications.

It applies to anyone who interacts with us - including website visitors, event registrants, subscribers, and members.

By using our website, registering for an event, subscribing to communications, or becoming a member of UKAI, you agree to the terms of this Privacy Policy.

2. Data We Collect

We collect personal data necessary to operate our website, events, and membership services, including:

  •  Contact and identity data - name, email, organisation, job title, role, profile photo (if uploaded).

  • Account details - login credentials, membership ID, and communication preferences (for members).

  • Platform activity - forum posts, discussion comments, content downloads, engagement data, and preferences.

  • Payment and billing data - billing contact, organisation details, invoice address, and payment records. Payments are processed via Stripe or invoice, with invoice data also stored in Xero.

  • Analytics and cookies - usage data, IP addresses, device/browser information via Google Analytics and Cookiebot.

  • Event and enquiry data - information collected when you register for or attend an event, such as contact details, job title, organisation, and dietary or accessibility requirements (if provided). We may share necessary details with venues or event partners, but only where you have explicitly consented.

  • Subscription data - when you sign up for newsletters or updates, we collect your name, email, and communication preferences.

3. How We Use Your Data

We use personal data for the following purposes:

  • To provide, manage, and maintain member access through ReadyMembership.

  • To process membership applications, renewals, and payments (through Stripe or invoice/Xero).

  • To manage member profiles, discussions, reports, and community features within the Platform.

  • To send essential service communications (required for membership) and marketing emails (with consent).

  • To personalise your experience based on your stated and inferred topic preferences.

  • To improve our services, track engagement, and develop member insights via analytics.

  • To comply with legal obligations or defend against legal claims.

  • To manage event registrations, attendance lists, and logistical arrangements.

  • To communicate about events you have registered for, including reminders and updates.

  • To share attendee details with venues or event partners when you have given explicit consent.

  • To send newsletters, updates, or invitations you have opted to receive.

  • To respond to your enquiries or requests for information.

4. Legal Basis for Processing

We process personal data under the following lawful bases (UK GDPR and DPA 2018):

  • Contract - for providing membership and event participation services.

  • Legitimate interests - improving our services, responding to enquiries, or managing professional communications.

  • Consent - for marketing emails, newsletters, and sharing details with event partners or venues.

  • Legal obligation - for record-keeping and compliance.

5. Data Sharing

We may share data with the following parties:

  • ReadyMembership (Pixl8) - as our membership platform provider and data processor.

  • Stripe and Xero - for payment and invoicing processing.

  • Other UKAI members - where you choose to make your profile visible or participate in discussions.

  • Service providers - including hosting, analytics (Google Analytics), and email tools (ReadyMembership).

  • Partner organisations - only where you have explicitly consented, such as event venues or delivery partners.

We do not sell or rent personal data to third parties.

6. International Data Transfers

UKAI and its service providers primarily host data within the United Kingdom or European Economic Area (EEA).

Where personal data is transferred outside these regions, we ensure appropriate safeguards are in place, including the UK Extension to the EU–US Data Privacy Framework (DPF), to maintain an adequate level of protection.

7. Member and Non-Member Rights

You have the following rights under UK data-protection law:

  • Access, correct, or delete your personal data.

  • Withdraw consent for marketing communications or event data sharing.

  • Manage visibility of your member profile (if applicable).

  • Request a copy of your data or restrict processing in certain cases.

To exercise these rights, contact us using the details below.

8. Cookies and Analytics

We use cookies and tracking tools, managed via Cookiebot. Analytics data is collected using Google Analytics.
 

Visitors can manage cookie preferences via our cookie banner or browser settings.

9. Data Protection Governance

Data Protection Officer: Miles Bennington
 

UKAI is part of CHAMBER UK SERVICES LIMITED which is registered with the Information Commissioner’s Office (ICO) under registration number: ZB856382

10. Changes to this Policy

We may update this Privacy Policy periodically. Updates will be published on our website, and significant changes may be communicated by email.

11. Contact Details

If you have any questions or requests about this policy, please contact:

UKAI
Golden Cross House
8 Duncannon Street
London WC2N 4JF
Tel: 020 3488 3612
Email: [email protected]

If you are unsatisfied with how your data is handled, you may contact the Information Commissioner’s Office (ICO).

Last updated: 27th November 2025