Privacy & Terms of Use

Last updated: 25 September 2025

1. Introduction

These Terms and Privacy Policy set out the rules governing use of the ICAI website and ICAI programmes operated by INITIATIVE FOR CONSCIOUS AI CIC (Company Number 16434071), trading as ICAI (“we”, “our”, “us”). By using our site, you agree to the practices and conditions described herein.

We are committed to safeguarding your privacy, ensuring compliance with UK data protection law, and upholding safeguarding standards for students and schools.

2. Information We Collect

To deliver our programmes effectively, we may collect and process:

  • School and student contact details provided when registering or engaging with our programmes.

  • Student submissions, including PowerPoint presentations and other project files.

  • Mentor details, including confirmation of valid DBS checks, to meet safeguarding obligations.

  • Technical information about your visits to our site (traffic data, location data, etc.).

  • Where students are under 18, parental/guardian consent must be obtained before personal details or submissions are provided. Our programmes are not directed at children under 13, and no data will be knowingly collected from users under that age.

3. How We Use Your Information

We use the data to:

  • Deliver and administer educational activities, hackathons, and mentoring programmes.

  • Review student submissions for judging, feedback, or learning purposes.

  • Verify the safeguarding status of mentors through DBS checks.

  • Communicate with you about events, resources, or opportunities.

  • Comply with legal and regulatory requirements.

  • We will not use student data for marketing without explicit consent.

  • By registering to participate in ICAI programmes, schools agree that ICAI may use their name and logo in programme-related marketing materials, including our website, social media, and other communications. This visibility helps demonstrate programme impact and attract future funding and partnerships, which enables ICAI to continue delivering programmes free of charge as a not-for-profit. Schools may request removal at any time, but participation in the programme requires acceptance of this condition.

4. Data Retention

  • Student submissions and contact details will be retained for up to 12 months after programme completion, unless a longer period is legally required.

  • Mentor data will be retained for 12 months after programme completion, unless a longer period is legally required.

5. Disclosure of Information

We may share your information:

  • With mentors, judges, and programme organisers (only to the extent required for programme delivery).

  • With safeguarding authorities or regulators, if legally required.

  • With service providers (e.g. IT hosting, email) under strict data protection agreements.

  • All third parties are required to respect the confidentiality and security of your personal data and to process it in compliance with the law.

  • In the event of a transfer of our assets or business.

  • We do not sell your personal data.

6. International Data Transfers

If data is stored or processed using providers outside the UK/EEA (e.g. cloud services), we will ensure compliance with UK GDPR through appropriate safeguards such as the International Data Transfer Agreement (IDTA) or the UK Addendum to the EU Standard Contractual Clauses.

7. Your Rights

You have the right to:

  • Access, correct, or delete your personal data.

  • Restrict or object to processing in certain cases.

  • Withdraw consent for non-essential uses.

  • Requests should be sent to: info@the-icai.org

8. Programme Participation & Code of Conduct

By participating in ICAI activities, you agree to:

  • Act respectfully and inclusively toward others.

  • Not engage in discriminatory, offensive, or harmful behaviour.

  • Comply with safeguarding standards. Mentors must maintain a valid DBS check.

  • We reserve the right to suspend or remove participants or mentors for misconduct, breach of safeguarding, or violation of these Terms.

9. Intellectual Property

  • Students retain full ownership of their submissions.

  • By submitting work, students grant ICAI a limited, non-exclusive licence to use submissions for judging, internal review, educational promotion, and publicity. This licence does not transfer ownership and is limited to the purposes described above.

  • All other site content belongs to ICAI or its licensors and may only be used for personal, educational purposes.

10. Security

  • We take reasonable steps to keep the site secure and protect personal data.

  • You are responsible for ensuring that your own devices and networks are secure when accessing our site.

  • You must not introduce viruses, malware, or attempt to gain unauthorised access.

  • Breaches may be reported to authorities.

11. Liability & Disclaimers

  • We do not guarantee that the site or its content will always be available, uninterrupted, or error-free.

  • Our programmes are for educational purposes only. Advice given by mentors or judges should not be treated as professional, financial, or legal advice.

  • ICAI is not responsible for loss or damage caused by reliance on third-party content.

  • We do not provide insurance for students, mentors, or participants. Attendance at events is at your own risk. Participants are responsible for ensuring they have appropriate insurance coverage if required.

  • Nothing in these Terms excludes or limits liability where it would be unlawful to do so, including for death or personal injury caused by negligence or for fraud.

12. Complaints

We will acknowledge receipt and aim to resolve complaints within 30 days. For data protection rights requests, we will respond within one month in accordance with UK GDPR (extendable by up to two further months if necessary for complex requests).

13. Cookies

We use cookies to improve functionality and analyse site usage. You can manage cookies through your browser settings.

14. Communications

We may contact you regarding essential updates. Marketing communications require your explicit consent and include an opt-out option.

15. Accessibility & Inclusion

ICAI is committed to ensuring its website, programmes, and activities are accessible and inclusive, in line with the Equality Act 2010.

16. Law and Jurisdiction

These Terms and our Privacy Policy are governed by, and construed in accordance with, the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.