1. Data controller

ClearGateSystems.com is operated by Orenda Praxis Limited (trading as Clear Gate Systems), registered in Ireland (Company No. 795783; Business Name Reg No. 788809), with a registered address at [Registered Address]. Orenda Praxis Limited (trading as Clear Gate Systems) is the data controller for the purposes of the General Data Protection Regulation (EU) 2016/679 (GDPR).

Contact: hello@cleargatesystems.com

2. What personal data we collect

We collect limited personal data, including:

• Newsletter subscriptions: email address and (if you provide it) name.
• Contact and business enquiries: name, job title, organisation, sector, email address, and any message content you submit via our contact form.
• Workshop bookings: first name, last name, email address, company, role, number of staff, the session you book, your optional answers to our pre-session questions (where your business is with AI, your main concern, and what would make the session worthwhile), how you heard about the workshop, and your consent choices. If you ask to hear about future sessions, we keep your name, email address and company for that purpose.
• Workshop recordings: online workshops are recorded. The recording includes the video, audio, names and any chat messages of participants who join.
• Security and anti-spam signals: we use technical measures (including Cloudflare Turnstile) to reduce spam and automated abuse on forms.
• Website usage data (optional): if you consent to analytics, we may collect information about pages visited and approximate usage patterns to improve the site.

3. What we do not intentionally collect

We do not collect financial data, client deliverable content, or sensitive personal data through the website. We do not offer user accounts and we do not enable public comments.

4. How we use your data

• To send newsletter emails to subscribers who opt in.
• To respond to business enquiries submitted via our contact form or direct email.
• To protect the site from spam, automated submissions, and abuse (for example, through Cloudflare Turnstile and IP-based rate limiting).
• If you consent, to understand website traffic and improve website performance and content via analytics.
• To manage workshop bookings: to confirm your place, send your joining link, calendar invitation and reminder emails, let you cancel, and follow up after the session.
• To tailor workshop content using the optional answers you give when booking.
• To share the workshop recording with people who registered for that session.
• To tell you about future workshop dates if you ask us to.

You can cancel a workshop booking at any time using the link in your confirmation email. To withdraw consent to the recording, contact us before the session and you can join with your camera and microphone off, or we can arrange the session content for you another way.

5. Legal bases for processing

We process personal data under the following legal bases:

• Consent (GDPR Art. 6(1)(a)): for newsletter subscriptions, workshop recordings, notifications about future workshop sessions, and (where required) optional analytics.
• Legitimate interests (GDPR Art. 6(1)(f)): for basic site security, fraud/spam prevention, responding to business enquiries, managing workshop bookings you request, sending the related confirmation and reminder emails, and a single follow-up after the session.
• Legal obligation (GDPR Art. 6(1)(c)): where required by Irish/EU law.

6. Third-party data processors

We use the following third-party processors in the course of operating the website:

• Kit (formerly ConvertKit): newsletter delivery and subscriber management. You can unsubscribe at any time using the link in any email.
• Resend: transactional email delivery (for example, enquiry notifications and workshop confirmations and reminders).
• Cloudflare: hosting, DNS, CDN, Turnstile anti-spam verification, and secure storage of workshop booking records (Cloudflare D1).
• Google Workspace (Google Meet and Google Drive): hosting online workshops and storing workshop recordings.
• Plausible Analytics: privacy-friendly website analytics (cookieless, no cross-site tracking), used only if you consent.
• Google Analytics 4 (GA4): website analytics, used only if you consent.

Each processor is bound by data processing agreements and appropriate safeguards consistent with GDPR requirements.

7. Cookies

We use cookies and similar technologies for essential website functionality and optional analytics. For details, please see our Cookie Policy.

8. Data retention

• Newsletter subscriber data is retained until you unsubscribe or request deletion.
• Enquiry data is retained as long as reasonably necessary to manage correspondence and maintain a record of requests.
• Analytics data is retained according to the retention settings of the relevant analytics provider.
• Workshop booking records are kept for 12 months after the session date, then deleted.
• Workshop recordings are kept for 90 days after the session, then deleted.
• Future session notification requests are kept until we contact you about new dates or you ask us to remove you, and for no longer than 24 months.

9. Your GDPR rights

You have the right to:

• Access your personal data
• Correct inaccurate data
• Request deletion
• Restrict processing
• Object to processing
• Data portability
• Withdraw consent (where processing is based on consent)
• Lodge a complaint with the Irish Data Protection Commission

Irish Data Protection Commission: www.dataprotection.ie

10. Security

We implement appropriate technical and organisational measures to protect personal data. The website is hosted on Netlify. We use Cloudflare services for network security and anti-spam, and reputable GDPR-aligned processors for email and analytics.

11. Contact

For privacy-related enquiries, requests, or concerns, contact hello@cleargatesystems.com.

See also: Terms of Use · Cookie Policy.