Hook Habitat Limited (trading as Karen Howley)
Last updated: July 2025

Introduction

Hook Habitat Limited (trading as Karen Howley) provides AI training and strategy consulting services for businesses, focusing particularly on marketing and cross-functional enterprise teams. This privacy policy explains clearly what information we collect, why we collect it, and how we protect your data.

We take your privacy seriously and handle your data in compliance with the General Data Protection Regulation (GDPR) and Ireland’s Data Protection Act 2018.

What personal data do we collect?

We collect personal data necessary to provide our AI training and consulting services, which may include:

  • Contact details (e.g. name, email, phone number)

  • Professional information (e.g. job title, company name, role)

  • Service‑related records (e.g. meeting notes, project documents, workshop transcripts, survey responses, feedback)

  • Financial details (e.g. invoicing and payment information)

We may process other types of client‑provided data where required for a specific engagement (for example, performance metrics or bespoke survey data).

We do not intentionally collect sensitive information such as health data or information about your ethnicity, religion, or sexual orientation.

How do we collect your data?

You provide your data directly when you:

  • Email us with an enquiry or ask us to help with a project

  • Book a meeting using our Calendly scheduling tool

  • Sign up via our website to receive our bi-annual report

  • Meet or speak with us in person, by phone, or through social media platforms such as LinkedIn

We also process data (that you’ve already provided) using:

  • QuickBooks for bookkeeping and invoicing

  • Microsoft 365 for secure storage of client project files

  • Microsoft Teams: we may use Teams to record or transcribe meetings; these transcripts are stored for up to 120 days to assist with follow‑up and then permanently deleted.

  • Copilot for Microsoft 365 and ChatGPT Team to assist with service delivery, using only data you have supplied (e.g. client names, documents, emails). We do not “collect” new personal information through these AI tools.

  • Canva to assist with presentation design

We use basic website analytics (cookies) to monitor site traffic; no personal data is collected by these tools, and non‑essential cookies are only placed with your consent.

Why do we collect your data?

We use your personal data to:

  • Respond to your enquiries

  • Deliver training, consulting, and proposals

  • Manage your projects and related documentation

  • Invoice clients and process payments

  • Keep in touch and follow up after meetings

  • Track business opportunities and leads

  • Send you newsletter emails (but only if you’ve explicitly subscribed)

Legal basis for processing your data

We collect and process your data based on:

  • Contract: To fulfil an agreement or deliver services you have requested

  • Legitimate interests: To manage client relationships, keep accurate records, and run our business effectively

  • Consent: When you explicitly sign up to receive communications such as our bi-annual AI Readiness Report.

Privacy Policy

Sharing your data

We only share data with trusted third-party services necessary to run our business:

  • Calendly (for appointment scheduling)

  • QuickBooks (for accounting and invoicing)

  • Microsoft 365 (for secure data management)

  • Copilot for 365 (for AI-supported workflows)

  • ChatGPT Team (for AI-supported workflow)

  • Canva (for presentation creation)

Data retention - how long we keep your information

We retain personal data only as long as necessary:

  • Client projects and financial records: 6 years (for tax and legal reasons)

  • Email enquiries and client communications: kept as long as we have an active or potential business relationship

  • Meeting transcripts and workshop recordings (via Microsoft Teams): up to 120 days, then deleted.

  • Newsletter or report subscribers: until you unsubscribe or withdraw consent

  • Employee and contractor data: 7 years after the end of the working relationship (as required by law)

We review and delete ChatGPT chats used for client projects annually.

Data security & how we protect your information

We take strong measures to keep your data safe, including:

  • Secure cloud storage via Microsoft 365

  • Strong passwords and multi-factor authentication

  • Strict access control (only Karen Howley can access client files)

  • Regular deletion of unnecessary data

Your data rights

Under GDPR, you have the right to:

  • Request access to your personal data

  • Correct any incorrect or incomplete data we hold

  • Request deletion of your data (unless legally required to retain it)

If you would like to exercise any of these rights, please email privacy@karenhowley.com. We’ll respond promptly and act on your request within 30 days.

Personal data breach notification

If Hook Habitat becomes aware of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify Ireland’s Data Protection Commission within 72 hours and inform affected individuals without undue delay.

Policy changes

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated “Last updated” date.

Contact us about your privacy

If you have any questions or concerns about how we use your data, please contact Karen Howley directly at karen@karenhowley.com.