Privacy Policy

Last updated: April 2026

This Privacy Policy explains how Email Nerds Ltd ("we", "us", "our"), trading as The AI Gym and operating at nick-butcher.com, collects, uses, and protects your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

The data controller is Email Nerds Ltd, operating The AI Gym at nick-butcher.com. VAT number: GB309438984.
For data protection enquiries, contact us at: support@aigym.nick-butcher.com

2. What data we collect

We collect and process the following categories of personal data:

  • Contact information: name, email address
  • Account information: email address and password (hashed) for member portal access
  • Payment information: billing details processed by Stripe — we do not store card data ourselves
  • Usage data: pages visited, sessions attended or viewed (replay library), features used
  • Communications: emails and messages you send us, community posts you make
  • Technical data: IP address, browser type, device type, cookies — see Section 8

3. How we use your data

We use your personal data for the following purposes:

  • To provide and manage your AI Gym membership
  • To process subscription payments via Stripe
  • To send you weekly AI tips and membership communications (where you have opted in)
  • To operate the member portal, replay library, and prompt library
  • To respond to your queries and support requests
  • To improve our service based on usage patterns
  • To comply with legal obligations

4. Legal basis for processing

  • Contract: processing necessary to deliver your membership
  • Legitimate interests: improving the service, fraud prevention, direct marketing to existing members
  • Consent: marketing emails to prospective members and calculator email opt-ins
  • Legal obligation: financial records, tax compliance

5. Who we share your data with

We share data only where necessary:

  • Stripe: for payment processing (their privacy policy applies to payment data)
  • Email service provider: to send transactional and marketing emails (provider to be confirmed at launch)
  • Video platform: session recordings hosted on YouTube or Vimeo (their policies apply)
  • Community platform: if you join the member community (platform to be confirmed at launch)

We do not sell your personal data to any third party.

6. Data retention

  • Member account data: retained for the duration of your membership plus 6 years (legal obligation)
  • Payment records: 6 years from the date of transaction
  • Marketing opt-in data: until you unsubscribe
  • Calculator usage data: session-only, not retained beyond the browser session

7. Your rights under UK GDPR

You have the right to:

  • Access the personal data we hold about you
  • Rectification of inaccurate data
  • Erasure of your data (subject to legal retention obligations)
  • Restriction of processing in certain circumstances
  • Data portability in a machine-readable format
  • Object to processing based on legitimate interests
  • Withdraw consent at any time where processing is based on consent

To exercise any of these rights, email support@nick-butcher.com. We will respond within one calendar month. If you are unsatisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

8. Cookies

This website uses the following types of cookies:

  • Strictly necessary: session cookies required for the member portal to function
  • Analytics: to understand how visitors use the site (if analytics is installed — see current implementation)

The calculator page does not set any persistent cookies. Calculator inputs are not stored beyond your browser session.

You can control cookies through your browser settings. Disabling strictly necessary cookies will prevent the member portal from working correctly.

9. Security

We use appropriate technical and organisational measures to protect your data, including: encrypted data transmission (HTTPS), hashed password storage, and access controls. No system is completely secure — if you believe your data has been compromised, contact us immediately.

10. Changes to this policy

We may update this policy from time to time. Material changes will be communicated to members by email. The "last updated" date at the top of this page reflects the most recent revision.

11. Contact

For any privacy-related questions or to exercise your rights, contact us at: support@nick-butcher.com