Privacy policy

Version Effective as of 29th September 2025

1 Who we are

AI Career Pro (ABN 46680399259) of PO BOX 7790, Redhead, NSW, Australia (“we”, “us”, “our”) operates our websites, including aicareer.pro, ethos-ai.org, thecompanyethos.com and sub-domains (e.g., governance.aicareer.pro) (the “Website”) and provides online training courses. We are the controller of your personal information.

Contact: learn@aicareer.pro

2. Definitions

• Personal Information means information about an identified or reasonably identifiable individual (also called personal data in the EU/UK).

• Services means our Website, learning platform, courses, Community Areas, and related features.

• Community Areas means forums, chats, Q&A, comments, cohorts, live sessions, and similar shared spaces.

• User Content means any content you submit or share in the Services, including in Community Areas (e.g., posts, messages, assignments, media).

• Controller / Processor have the meanings under GDPR/UK GDPR. We act as controller; our service providers act as processors.

3. Scope

This Policy explains how we collect, use, disclose, and protect personal information when you visit the Website, create an account, purchase a course, participate in learning activities, or otherwise interact with us.

4. What we collect

• Identity & contact: name, email, phone, social media identifiers (eg. LinkedIn name), country/region, billing address (if applicable).

• Account info: username, hashed password, enrolments, course progress, certificates.

• Payment info: payments are processed by Stripe. We do not store full card numbers on our systems.

• Course interactions: quiz results, assignments, messages/posts in forums or live sessions.

• Preferences & communications: marketing choices, support requests.

• Community data: posts, comments, messages, reactions, participation metadata (timestamps, cohort, course), and—if enabled—session recordings/transcripts.

• Device & usage data: IP address, device identifiers, browser/OS, pages viewed, links clicked, approximate location (from IP)

• Cookies: details are in our Cookies Policy (linked in our footer).

5. How we collect

• Directly from you (forms, checkout, support, posts).

• Automatically (cookies and server logs).

• From third parties (including Stripe for payment status; single sign-on if enabled; analytics providers such as Google Analytics, Substack for newsletter notifications and subscription events, Kit for email marketing automation information).

• Course interactions: quiz results, assignments, messages/posts in forums or live sessions.

6. Why we use your information

• Provide the Services: create/manage your account, deliver courses, issue certificates, provide support.

• Payments & fraud prevention: process transactions, detect misuse.

• Community features: enable forums, chats, cohorts, and live sessions; moderate and surface relevant discussions.

• Improve our products: troubleshoot, analytics, develop features, quality assurance..

• Marketing: send newsletters and offers (opt out anytime).

• Legal & compliance: tax/accounting, respond to lawful requests.

• Security: monitor and protect our Services (including anti-abuse/spam tools)..

7. Sharing your information

We share Personal Information with service providers bound by contract and only as needed to provide our Services—including hosting/CDN (Learnworlds), learning platform/LMS (Learnworlds), email & CRM (Kit), Stripe (payments), Google Analytics (analytics), Substack (Newsletter), customer support tools, video conferencing, content delivery, security and fraud prevention.

We do not sell Personal Information for money.

8. Community areas and user content

Community Areas help learners collaborate. Please read this carefully before posting.

• Visibility: Your User Content (and your display name, avatar, and course affiliation) may be visible to other users and, depending on the feature, to the public. Don’t share personal or sensitive information you wouldn’t want others to see or re-share.

• Use by us: You grant us a non-exclusive, worldwide, royalty-free licence to host, store, reproduce, modify (for formatting/display), and display your User Content solely to operate and improve the Services, including delivering courses, moderating Community Areas, and showcasing learning activities (e.g., showing your questions to other learners). We do not sell your User Content.

• Moderation: We may monitor or moderate (manually and/or with automated tools) to enforce our terms and community guidelines, but we don’t promise to review everything. We may remove content or suspend accounts that violate our policies or the law.

• Third-party access: Other users may download, copy, or re-share your User Content. We can’t control what others do with it. To request removal, email learn@aicareer.pro with a link and details

• Live session recordings: Live sessions may be recorded for enrolled learners. We’ll provide notice where recordings occur.

• Retention: We keep User Content while your account is active and for a reasonable period afterward to operate Community Areas, maintain course history, resolve disputes, and meet legal obligations. You can delete your own posts in many areas; backups or quoted replies may persist for a limited time.

• Prohibited content: Don’t post personal information about others without consent, illegal content, harassment, or content that infringes rights (including copyright).

9. International transfers

We operate globally. When transferring Personal Information outside your country (including from the EEA/UK to Australia or other countries), we use appropriate safeguards, and we assess local laws. Community posts may be viewed by users outside your country.

10. Retention

We keep Personal Information only as long as necessary for the purposes above, including:

• Account & course records: while your account is active + 3 years.

• Transaction records: 7 years (tax/accounting).

• Marketing data: until you opt out or after 24 months of inactivity.

• Logs/analytics: 12–24 months (then aggregated or anonymised).

11. Security

WeWe use appropriate administrative, technical, and physical safeguards (access controls, encryption in transit, secure development, staff training, anti-abuse/spam detection).

12. Cookies and similar technologies

We use cookies/SDKs for essentials, performance, analytics (Google Analytics), and—if enabled—advertising/measurement. For details and to manage your choices, see our Cookies Policy (linked in our footer). Where required, we obtain consent via a cookie banner and honour Global Privacy Control (GPC) signals for applicable jurisdictions.

13. Your privacy rights

You may request access, correction, deletion, portability, restriction, or object to processing (including where we rely on legitimate interests). You may withdraw consent at any time (this won’t affect prior processing). You can complain to your local supervisory authority (e.g., Irish DPC or UK ICO).

14. Marketing preferences

Opt out of marketing emails at any time via unsubscribe links or by contacting us. We may still send transactional or service messages (e.g., enrolments, receipts, policy updates).

15. Business transfers

If we are involved in a merger, acquisition, financing, reorganisation, or sale of assets, your Personal Information may be transferred to a new owner. We’ll notify you of material changes and your choices where required.

16. Contact & complaints

Questions, requests, or complaints: learn@aicareer.pro