Respecting and protecting your privacy is important to DigiCon Studios. We work predominantly in a business-to-business environment, developing digital solutions for the built environment, including our BidAIm platform. This notice explains what personal information we collect, why we collect it, how we look after it and the rights you have.
Contact Us
We are DigiCon Studios Ltd, a company registered in Ireland with its registered office at The Hatch Lab, M11 Business Campus, Knockmullen, Gorey, Co. Wexford Y25 A8H2, and company registration number 823104.
Telephone: +353 87 745 0505
Email: info@digiconstudios.com
If you have any questions about this Privacy Notice or how we handle your personal data, please contact our Data Protection Lead at info@digiconstudios.com.
If at any time you are unhappy with how we have handled your personal data, please contact us in the first instance and we will do our best to resolve your concern. If you remain dissatisfied, you have the right to lodge a complaint with the relevant supervisory authority. For EU and Irish matters, this is the Data Protection Commission (www.dataprotection.ie).
What We Collect and Why
We only collect personal information that is relevant to our dealings with you, and only to the extent needed to deliver what you have asked for. The information we hold will depend on the nature of our relationship, but may include the following:
| Detail | Purpose | Legal basis | Retention |
|---|---|---|---|
| Business contact detailsName, job title, organisation, work email address and telephone number, and any message you send us through our website or by email | To respond to your enquiry or request for information, arrange a demonstration of our solutions, and manage our business relationship with you. | Consent | For the period of our business relationship or until you ask us to stop contacting you. If we do not go on to work together, we delete your details within 24 months of our last contact. |
| Contract and billing detailsNames and roles of contract signatories, billing contacts, purchase orders and invoice details | To agree, deliver and invoice the licences and services you engage us for. | Contract; legal obligation | 7 years, to meet Revenue requirements. |
| Meeting notes and recordingsAttendee names, contributions, transcripts and meeting summaries from demonstrations, workshops and project meetings | To keep an accurate record of discussions, decisions and actions so we can deliver our work effectively. Attendees are told in advance if a meeting will be recorded or transcribed and can ask us not to. | Legitimate interest | Recordings and transcripts are deleted within 3 months of the demonstration or engagement closing. Written notes and actions are kept with the customer or project file. |
| Demonstration and pilot informationTender documents, drawings and other information you share with us so we can demonstrate or pilot our solutions using your own material | To carry out the demonstration or pilot you have asked us for. | Contract | For the duration of the demonstration or pilot, then returned or securely deleted unless we agree otherwise with you in writing. |
We do not ask for special category data (such as health information). If any material you share with us contains this type of data, please let us know in advance so we can agree how it will be handled.
Our Website
Our website does not use analytics, advertising or tracking cookies, and our fonts and images are hosted on our own website. Our hosting provider, Netlify, processes technical information such as your IP address so that the site can be delivered securely.
If you register your interest or send us a message through our website form, the details you enter are forwarded to our business email and used only to respond to your enquiry. They are treated as business contact details, as set out above, and are removed from our website platform once they have reached us. For more detail, please see our Cookie Notice.
Using BidAIm
Where an organisation licenses BidAIm, the user accounts set up for its team and the documents and information its users upload to the platform are processed by DigiCon Studios on that organisation’s behalf, as a data processor, under the licence agreement and data processing agreement we have in place with it. That organisation is the controller of this data, and its own privacy notice applies.
If you use BidAIm through your employer and have a question about your data, please contact your organisation in the first instance; we will support it in responding. We do not use customer documents to train the shared BidAIm product unless the customer has opted in to this under its agreement.
Marketing & Communication
From time to time we may contact you about events, insights, or new products and services that we think will be of interest to you. You can opt out at any time by clicking the ’Unsubscribe’ link in any of our emails, or by contacting us directly. If you follow a link from our website to one of our social media pages, please refer to that platform’s own privacy notice.
Third-Party Processors
We use carefully selected specialist service providers to help us deliver an efficient service, and we carry out our own due diligence on each one before introducing it into the business. These currently include the Microsoft 365 suite for general business management, Microsoft Azure for hosting the BidAIm platform, Arba Development Studios as our software development and support partner for BidAIm, Fireflies for meeting transcription and notes, Foxit for e-signatures and Netlify for website hosting. We also use AI tools, including Claude Team from Anthropic, as described below. Each provider acts as a data processor on our behalf under a written contract.
Use of Artificial Intelligence Tools
How we use AI
We use cloud-based AI services, including large language model tools such as Claude Team and AI meeting assistants, to support our internal work: for example, drafting documents, summarising information, transcribing meetings, assisting with analysis and supporting software development. The AI capabilities within BidAIm itself are covered in the Using BidAIm section above and by our customer agreements.
How we protect your information
Client information and other personal data are only used with business versions of these tools, whose providers act as our data processors under written data processing agreements. Personal or consumer versions of AI tools are never used with client information. Our team works to an internal AI Acceptable Use Policy, which sets out what information may and may not be used with these tools. All AI-generated outputs are reviewed by a member of the DigiCon Studios team before they are used, and we remain fully responsible for any content we produce or rely on.
What we do not do
We do not use AI tools to make automated decisions about individuals, to profile individuals, to make decisions that have legal or similarly significant effects on anyone, or to process special category data. Our legal basis for this processing is our legitimate interest in running our business efficiently. Some of these services process data outside the EEA, as explained below.
Transfers Outside the EEA
Some of our service providers, including providers of AI tools, process personal data outside the European Economic Area (EEA), including in the United Kingdom and the United States. Our software development partner’s team also works on BidAIm from India. Where this happens, we make sure appropriate safeguards are in place. We rely on an adequacy decision of the European Commission where one applies or, where it does not (as is the case for India), on the European Commission’s Standard Contractual Clauses. You can contact us for more information about the safeguards we use.
Data Security
We protect personal data with appropriate technical and organisational measures, which we review and update regularly. These include multi-factor authentication, encryption of data both in transit and at rest, and separate development and production environments for BidAIm. In the event of a personal data breach affecting you or your organisation, we will notify you without undue delay and, where required, notify the Data Protection Commission within 72 hours.
Your Privacy Rights
You have the following rights in relation to your personal information at any time. We will respond to your request within one month and, if for any reason we are unable to act on it, we will give you a clear explanation of why. You can:
- Ask us what information we hold about you and receive a copy of it (a Subject Access Request)
- Ask us to correct any inaccurate or out-of-date information we hold about you
- Ask us to delete your information or to stop contacting you (unsubscribe)
- Ask us to restrict how we use your information, or to transfer a copy of your details to another organisation
- Object to us using your information on the basis of our legitimate interests, including the use of AI tools described above
- Withdraw your consent at any time, where we rely on consent
To exercise any of these rights, or if you have a question about this notice, please contact us at info@digiconstudios.com.
Please also see our Cookie Notice. This notice was last reviewed and updated in October 2026.