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GameQuality.org Terms & Conditions and Privacy Notice

Platform T&Cs
Membership T&Cs
Privacy Notice

This site collects names, emails and other user information. By agreeing to the below terms and conditions, you also consent to the terms set forth in the Privacy Policy.

Updated: 1 August 2025

These terms set out the standards that apply when you use our website, any content from our website or link to our website, and/or any other related Agreement or legal relationship with us. If you do not agree to these terms, you must not use our website.

We are Qualicon Global Limited and we are registered at Companies House in England with number 13705246 and with registered office at FORA East Side Kings Cross Station, Kings Cross, London, United Kingdom, N1C 4AX.

To contact us, please email us at hello@gamequality.org

All references to “we”, “us”, “our” and “Owner” in these terms refer to Qualicon Global Limited.

“Service” means any website information, products and/or services offered by us, including but not limited to those offered via our website.

“User” means a user of the Service, including Corporate Users.

“Corporate Clients” means an organisation purchasing the Service on behalf of Corporate Users.

“Corporate Users” means an employee, or other authorised user, of a Corporate Client.

What the User should know at a glance

  • Please note that some provisions in these Terms may only apply to certain categories of Users. In particular, certain provisions may only apply to consumers or to those Users that do not qualify as consumers. Such limitations are always explicitly mentioned within each affected clause. In the absence of any such mention, clauses apply to all Users.
  • Users confirm that there are no restrictions for them in terms of being consumers or business users.

Platform Terms and Conditions

Website Terms Of Use

To use the Service Users may register or create a User account, providing all required data or information in a complete and truthful manner.

Users may also use the Service without registering or creating a User account, however, this may cause limited availability of certain features or functions.

Users are responsible for keeping their login credentials confidential and safe. For this reason, Users are also required to choose passwords that meet the highest standards of strength permitted by this website. By registering, Users agree to be fully responsible for all activities that occur under their username and password.

Users are required to immediately and unambiguously inform the Owner via the contact details indicated in this document, if they think their personal information, including but not limited to User accounts, access credentials or personal data, have been violated, unduly disclosed or stolen.

Users can terminate their account and stop using the Service at any time by contacting the Owner at the contact details provided above.

The Owner reserves the right, at its sole discretion, to suspend or delete at any time and without notice, User accounts which it deems inappropriate, offensive or in violation of these Terms.

The suspension or deletion of User accounts shall not entitle Users to any claims for compensation, damages or reimbursement.

The suspension or deletion of accounts due to causes attributable to the User does not exempt the User from paying any applicable fees or prices.

Unless where otherwise specified or clearly recognisable, all content available on this website is owned or provided by the Owner or its licensors.

The Owner undertakes its utmost effort to ensure that the content provided on this website infringes no applicable legal provisions or third-party rights. However, it may not always be possible to achieve such a result.

In such cases, without prejudice to any legal prerogatives of Users to enforce their rights, Users are kindly asked to preferably report related complaints using the contact details provided in this document.

The Owner holds and reserves all intellectual property rights for any such content. Users may not therefore use such content in any way that is not necessary or implicit in the proper use of the Service.

In particular, but without limitation, Users may not copy, download, share (beyond the limits set forth below), modify, translate, transform, publish, transmit, sell, sublicense, edit, transfer/assign to third parties or create derivative works from the content available on this website, nor allow any third party to do so through the User or their device, even without the User’s knowledge.

Where explicitly stated on this website, the User may download, copy and/or share some content available through this website for its sole personal and non-commercial use and provided that the copyright attributions and all the other attributions requested by the Owner are correctly implemented.

Any applicable statutory limitation or exception to copyright shall stay unaffected.

Through this website Users may have access to external resources provided by third parties. Users acknowledge and accept that the Owner has no control over such resources and is therefore not responsible for their content and availability.

Conditions applicable to any resources provided by third parties, including those applicable to any possible grant of rights in content, result from each such third parties’ terms and conditions or, in the absence of those, applicable statutory law.

This website and the Service may only be used within the scope of what they are provided for, under these Terms and applicable law.

Users are solely responsible for making sure that their use of this website and/or the Service violates no applicable law, regulations or third-party rights.

Therefore, the Owner reserves the right to take any appropriate measure to protect its legitimate interests including by denying Users access to this website or the Service, terminating contracts, reporting any misconduct performed through this website or the Service to the competent authorities – such as judicial or administrative authorities – whenever Users engage or are suspected to engage in any of the following activities:

  • violate laws, regulations, our Code of Conduct and/or these Terms;
  • infringe any third-party rights;
  • considerably impair the Owner’s legitimate interests;
  • offend the Owner or any third party.

Terms and Conditions Of Sale

Some of the products/services provided on this website, as part of the Service, are provided in exchange for payment (“Products”).

The fees, duration and conditions applicable to the purchase of such Products are described below and in the dedicated sections of this website.

Products may be purchased by individual Users and/or by Corporate Clients.

To use Products, a User must register or log into this website.

Users of Membership Products shall be additionally subject to these Membership terms and conditions.

Prices, descriptions and/or availability of Course and Exam Services are outlined in the respective sections of this website and are subject to change without notice.

Course Services will be provided by LearnDash, and Exam Services will be provided by Inspera. You shall additionally be subject to their respective terms and conditions and see Inspera’s Privacy policy here.

Participation in the Course and Exam Services shall be further subject to compliance with our codes and policies found here.

In particular, Inspera will require you to download a locked browser for remote proctoring and Users will need to comply with these technical specifications. It is the User’s responsibility to check their hardware complies with these specifications and is suitable to download the locked browser. No refunds will be issued, other than as set out in these Terms, for issues relating to unsuitable hardware.

Where remote proctoring applies, Users will be made aware in advance and provided with further information and instructions for use. This means that Users will be filmed (video and audio) for the duration of the exam and will be required to provide a video of the User’s surroundings at the start of the exam. Therefore, Users must ensure they are dressed appropriately, and items are removed from view that Users would not want recorded (such as personal photographs, documents or other members of the household).

Users will be asked to show a form of photographic ID at the start of the online exam such as a passport, driver’s licence or other national ID card (which has a photograph).  Please be aware that any information contained in the form of ID will be captured so may include data such as nationality and if applicable, biometric data.

Recordings of the exam may be used in formal procedures (such as any allegation of academic misconduct, mitigating circumstance applications, academic appeals or formal complaints).

Exam answers will be processed in the same way as hard copy exam scripts would be.

Information related to accepted payment methods are made available during the purchasing process. Some payment methods may only be available subject to additional conditions or fees. In such cases related information can be found in the dedicated section of this website.

Other than Corporate Clients, all payments are independently processed through third-party services. Therefore, this website does not collect any payment information – such as credit card details – but only receives a notification once the payment has been successfully completed. If payment through the available methods fail or is refused by the payment service provider, the Owner shall be under no obligation to fulfil the purchase order. Any possible costs or fees resulting from the failed or refused payment shall be borne by the User.

For Corporate Clients, payment is via invoice, and we shall provide more information via email. These Terms are incorporated into such invoice and Corporate Clients are deemed to have accepted them in relation to the Products through settlement of such invoice.

Users do not acquire any rights to use the purchased Product until the total purchase price is received by the Owner.

Performance of services

The purchased service shall be performed or made available within the timeframe specified on this website or as communicated during the order process.

Exception for free or discounted registrations

We may allow free or discounted entries to future editions of exams due to customer support requests, whenever appropriate and/or necessary.

Requests shall be dealt with on a case by case basis and their applicability are subject to our discretion. Possible requests include, but are not limited to: Users facing issues with the software, that message the support team before sittingthe exam and with demonstrated impossibility to troubleshoot the issue; reassessing candidates in case of misinterpretation of a misconduct; candidate’s inability to perform an exam on a selected date due to emergency situations.

‍Whenever necessary, candidates should email hello@gamequality.org with their case. This will be carefully reviewed and evaluated by us, with an expected response in up to 3 business days.

User Rights

Unless exceptions apply, the User may be eligible to withdraw from the contract within 14 days of purchase, for any reason and without justification. However, Users will lose this right to withdraw where, at sign-up, Users acknowledge that they will lose this withdrawal right should they start to access any Products (including any Courses). Users can learn more about the withdrawal conditions within this section.

If Users have not accessed any Products within 14 days of sign-up and they wish to withdraw, in order to exercise their right of withdrawal, Users must send to the Owner an unequivocal statement of their intention to withdraw from the contract.

Users who correctly withdraw from a contract will be reimbursed by the Owner for all payments made to the Owner.

Such reimbursement shall be made without undue delay and, in any event, no later than 14 days from the day on which the Owner is informed of the User’s decision to withdraw from the contract. Unless otherwise agreed with the User, reimbursements will be made using the same means of payment as used to process the initial transaction. In any event, the User shall not incur any costs or fees as a result of such reimbursement.

Liability and indemnification

This website is provided strictly on an “as is” and “as available” basis. Use of the Service is at Users’ own risk. To the maximum extent permitted by applicable law, the Owner expressly disclaims all conditions, representations, and warranties — whether express, implied, statutory or otherwise, including, but not limited to, any implied warranty of merchantability, fitness for a particular purpose, or non-infringement of third-party rights. No advice or information, whether oral or written, obtained by user from owner or through the Service will create any warranty not expressly stated herein.

Without limiting the foregoing, the Owner, its subsidiaries, affiliates, licensors, officers, directors, agents, co-branders, partners, suppliers and employees do not warrant that the content is accurate, reliable or correct; that the Service will meet Users’ requirements; that the Service will be available at any particular time or location, uninterrupted or secure; that any defects or errors will be corrected; or that the Service is free of viruses or other harmful components. Any content downloaded or otherwise obtained through the use of the Service is downloaded at users own risk and users shall be solely responsible for any damage to Users’ computer system or mobile device or loss of data that results from such download or Users’ use of the Service.

The Owner does not warrant, endorse, guarantee, or assume responsibility for any product or service advertised or offered by a third party through the Service or any hyperlinked website or service, and the Owner shall not be a party to or in any way monitor any transaction between Users and third-party providers of products or services.

The Service may become inaccessible, or it may not function properly with Users’ web browser, mobile device, and/or operating system. The owner cannot be held liable for any perceived or actual damages arising from Service content, operation, or use of this Service.

To the maximum extent permitted by applicable law, in no event shall the Owner, and its subsidiaries, affiliates, officers, directors, agents, co-branders, partners, suppliers and employees be liable for

  • any indirect, punitive, incidental, special, consequential or exemplary damages, including without limitation damages for loss of profits, goodwill, use, data or other intangible losses, arising out of or relating to the use of, or inability to use, the Service; and
  • any damage, loss or injury resulting from hacking, tampering or other unauthorized access or use of the Service or User account or the information contained therein;
  • any errors, mistakes, or inaccuracies of content;
  • personal injury or property damage, of any nature whatsoever, resulting from User access to or use of the Service;
  • any unauthorized access to or use of the Owner’s secure servers and/or any and all personal information stored therein;
  • any interruption or cessation of transmission to or from the Service;
  • any bugs, viruses, trojan horses, or the like that may be transmitted to or through the Service;
  • any errors or omissions in any content or for any loss or damage incurred as a result of the use of any content posted, emailed, transmitted, or otherwise made available through the Service; and/or
  • the defamatory, offensive, or illegal conduct of any User or third party. In no event shall the Owner, and its subsidiaries, affiliates, officers, directors, agents, co-branders, partners, suppliers and employees be liable for any claims, proceedings, liabilities, obligations, damages, losses or costs in an amount exceeding the amount paid by User to the Owner hereunder in the preceding 12 months, or the period of duration of this agreement between the Owner and User, whichever is shorter.

This limitation of liability section shall apply to the fullest extent permitted by law in the applicable jurisdiction whether the alleged liability is based on contract, tort, negligence, strict liability, or any other basis, even if company has been advised of the possibility of such damage.

Some jurisdictions do not allow the exclusion or limitation of incidental or consequential damages, therefore the above limitations or exclusions may not apply to User. The terms give User specific legal rights, and User may also have other rights which vary from jurisdiction to jurisdiction. The disclaimers, exclusions, and limitations of liability under the terms shall not apply to the extent prohibited by applicable law.

The User agrees to defend, indemnify and hold the Owner and its subsidiaries, affiliates, officers, directors, agents, co-branders, partners, suppliers and employees harmless from and against any and all claims or demands, damages, obligations, losses, liabilities, costs or debt, and expenses, including, but not limited to, legal fees and expenses, arising from

  • User’s use of and access to the Service, including any data or content transmitted or received by User;
  • User’s violation of these terms, including, but not limited to, User’s breach of any of the representations and warranties set forth in these terms;
  • User’s violation of any third-party rights, including, but not limited to, any right of privacy or intellectual property rights;
  • User’s violation of any statutory law, rule, or regulation;
  • any content that is submitted from User’s account, including third party access with User’s unique username, password or other security measure, if applicable, including, but not limited to, misleading, false, or inaccurate information;
  • User’s wilful misconduct; or
  • statutory provision by User or its affiliates, officers, directors, agents, co-branders, partners, suppliers and employees to the extent allowed by applicable law.

Common provisions

The Owner’s failure to assert any right or provision under these Terms shall not constitute a waiver of any such right or provision. No waiver shall be considered a further or continuing waiver of such term or any other term.

To ensure the best possible service level, the Owner reserves the right to interrupt the Service for maintenance, system updates or any other changes, informing the Users appropriately.

Within the limits of law, the Owner may also decide to suspend or terminate the Service altogether. If the Service is terminated, the Owner will cooperate with Users to enable them to withdraw Personal Data or information in accordance with applicable law.

Additionally, the Service might not be available due to reasons outside the Owner’s reasonable control, such as “force majeure” (eg. labour actions, infrastructural breakdowns or blackouts etc).

Users may not reproduce, duplicate, share, copy, sell, resell or exploit any portion of this website and of its Service (including any Products, and in particular any Course and Exam materials) without the Owner’s express prior written permission.

To learn more about the use of their Personal Data, Users may refer to the Privacy Policy of this website.

Without prejudice to any more specific provision of these Terms, any intellectual property rights, such as copyrights, trademark rights, patent rights and design rights related to this website are the exclusive property of the Owner or its licensors and are subject to the protection granted by applicable laws or international treaties relating to intellectual property.

All trademarks — nominal or figurative — and all other marks, trade names, service marks, word marks, illustrations, images, or logos appearing in connection with this website are, and remain, the exclusive property of the Owner or its licensors and are subject to the protection granted by applicable laws or international treaties related to intellectual property.

The Owner reserves the right to amend or otherwise modify these Terms at any time. In such cases, the Owner will appropriately inform the User of these changes.
Such changes will only affect the relationship with the User for the future.

The continued use of the Service will signify the User’s acceptance of the revised Terms. If Users do not wish to be bound by the changes, they must stop using the Service. Failure to accept the revised Terms, may entitle either party to terminate the Agreement.

The applicable previous version will govern the relationship prior to the User’s acceptance. The User can obtain any previous version from the Owner. If required by applicable law, the Owner will specify the date by which the modified Terms will enter into force.

The Owner reserves the right to transfer, assign, dispose of by novation, or subcontract any or all rights or obligations under these Terms, taking the User’s legitimate interests into account. Provisions regarding changes of these Terms will apply accordingly. Users may not assign or transfer their rights or obligations under these Terms in any way, without the written permission of the Owner.

All communications relating to the use of this website must be sent using the contact information stated in this document.

Should any provision of these Terms be deemed or become invalid or unenforceable under applicable law, the invalidity or unenforceability of such provision shall not affect the validity of the remaining provisions, which shall remain in full force and effect.

These terms are governed by English law. You agree to submit to the exclusive jurisdiction of the English Courts.

Membership Terms and Conditions

1. Your membership shall last for a 12 month period beginning on the date of your membership invoice (“Term”). After this period, you may renew your membership for a further 12 month period (“Renewal Term”), subject to these terms and conditions, or should you choose not to renew your membership prior to the expiry of the Term, you shall cease to have access to any of the Member Benefits (defined below).

2. The annual fee payable for your GameQuality.org membership (“Membership Fee”) shall be based on the number of your staff members you wish to designate to access the Member Benefits (“Team Members”) and as set out in the invoice we send to you.
All payments should be made in USD and shall include taxes at the prevailing rate, if applicable.
If you wish to move up to a tier allowing more Team Members, then please email us, and we shall issue you with a further invoice for the difference in Membership Fee between your current and new packages.

3. You acknowledge that your annual Membership Fees may change for each Renewal Term depending on our current Membership Fee rates at the time of renewal (as set out below) and/or the introduction or expiry of any discounts we have agreed to give you from time to time.

4. The Membership Fee for the Initial Term and each Renewal Term is payable in full, as per the payment terms stated on the invoices issued at the beginning of the Initial Term and each Renewal Term, or as otherwise agreed in writing.

5. Membership Fee payments shall be made by bank transfer to the bank details set out in the invoice. Please use your business name as your reference for the payment.

6. Our Membership Fee rates are reviewed periodically and may be varied by us from time to time (at our sole discretion). When any such changes are made, we will provide you with at least 30 days’ notice and your new Membership Fee will be effective from the start of the next Renewal Term to commence after the date of the notice, unless you inform us you wish to cancel in writing by email and we shall confirm such cancellation within 7 days’ receipt of such email.

7. As a GameQuality.org member, you and your Team Members must abide by our Code of Conduct found here.

8. If there are repeated breaches of the Code of Conduct by specific Team Members, we reserve the right to withhold or remove Member Benefits (defined below) from such Team Member.

9. In consideration for the payment of the Membership Fee, you will be granted a range of member rights and benefits during the Term of your membership, as set out on our website, in our marketing communications or as otherwise communicated to you by us (“Member Benefits”) to make available to your Team Members.

10. You acknowledge that we reserve the right to change the Member Benefits from time to time and we shall notify you and/or the Team Members, as applicable, via email of any such changes.

11. Member Benefits commence or are renewed at the beginning of the Initial Term and/or each Renewal Term, however we reserve the right to withdraw such Member Benefits, without notice, until the correct Membership Fee is received by us.

12. If you choose to cancel your membership, you acknowledge that:

  • you will have no claim to any refund of Membership Fees already paid; and
  • all Membership Fees due but not yet paid will immediately become due and payable by you.

13. We reserve the right to immediately terminate your membership for the following reasons on giving you written notice of the same if: (i) you have committed a breach of any of the terms hereof and (where such breach is capable of being remedied) shall have failed to remedy the same within 14 (fourteen) days of receiving a notice specifying the breach and requiring its remedy; (ii) you have repeatedly breached any provisions of our Code of Conduct (iii) you engage in conduct which, in our reasonable opinion, reflects unfavourably on the good name, goodwill, reputation or image of GameQuality.org, or other members; or (iv) you fail to pay any Membership Fee (or portion thereof) when due and fail to remedy the same within 5 working days of receiving a reminder notice from the us that payment is overdue.

14. In the event that membership is terminated for one of these reasons, without prejudice to our other rights and remedies, you acknowledge that no refund of any Membership Fees paid will be made to you. On termination of your membership, all rights connected with your membership shall immediately cease.

15. Whilst we endeavour to ensure the accuracy of information and material supplied to members at any conferences and/or events we organise, no warranty is given about the accuracy of such information and materials. You acknowledge that the conduct of your Team Members and/or any information they share at any GameQuality.org event or via any of our other services is your responsibility, and as such we shall not in any event be liable in relation to such Team Members’ behaviour and/or actions, and you shall indemnify and hold us harmless and our officers, directors, employees, successors, and assigns from and against any and all third-party claims, damages, liabilities, costs and expenses, including reasonable legal fees and expenses, arising out of breach of this agreement or the conduct of your Team Members.

16. You warrant that Team Members’ contributions to our events, website, social media, or other communications channels (“User Content”) are made on your behalf. Accordingly, you grant to us a worldwide, irrevocable, non-exclusive, royalty-free licence to use, reproduce, adapt, publish, translate and distribute your User Content in any existing or future media. You also grant to us the right to sub-license these rights, and the right to bring an action for infringement of these rights.

17. We reserve the right to vary these terms (including the documents referred to in them) from time to time. We will make you aware of any variations that we make and the most current version of the terms will supersede all previous versions.

18. Nothing in these terms shall exclude or in any way limit either party’s liability for fraud, death or personal injury caused by its negligence or any other liability to the extent such liability may not be excluded or limited as a matter of law. Subject to the foregoing, we shall not in any event be liable to pay compensation or damages to you (for whatever reason such compensation or damages may be due) in relation to these terms or the rights granted under them, greater than the amount of the Membership Fees received by the us in the particular year of the Term to which the action or claim relates.

19. During the Term, you acknowledge and agree that we may access, receive, generate, store and/or otherwise process personal data relating to you and your Team Members in order to process your application for membership and to fulfil our obligations to you under these membership terms when you become a member. We shall process your personal data, including that of your Team Members, in accordance with our Privacy Policy at https://gamequality.org/privacy-policy/ and you agree that you shall procure that your Team Members read and acknowledge such policy.

20. The terms are governed by English law and the parties subject to the exclusive jurisdiction of the English courts.

Privacy Notice

Thank you for trusting us with some information about you. We take that trust seriously and we want you to know how we use your information and why.

Information
Details
Name
Qualicon Global Limited
Company Registration Number if applicable
13705246
Email address
hello@gamequality.org
Data Retention Period(s)
Five Years
Card and payment processor (3rd party) names and their security policy links
https://docs.stripe.com/security
Cookie policy
https://gamequality.org/cookie-policy-uk/
Third parties we share information with
Event platform, Digital Marketing agency, and Management agency
Person responsible for data within our business: name and contact information
Anthony McGaw
anthony@gamequality.org
Our data regulator contact details are:
https://ico.org.uk/global/contact-us/
Date this Policy last updated
30/07/2025

We process information about:

Data Subject classification
Information we collect
"Prospects"
contacts working at or connected with potential Clients;
"Clients"
who have bought goods or services from us, and "Client Contacts" who are individuals employed by or contracted to Clients;
"Suppliers", "Associates"
suppliers or potential suppliers of goods or services to us;
"Affiliates/Referrers"
who have signed up to our affiliate scheme or who have referred Prospects to us;
"Employees"
Our employees if we have any. Employees should refer for data privacy information relating to their own data to their contract of employment.

We promise respectful treatment of the personal information of everyone we have contact with.  We want it to be simple and clear.

This Policy explains how we do that – when and why we collect information, how we use it, the situations when other people can see or use it, and how we keep it secure.

But just to set the scene in case you don’t want to read through all the details just now, we can be clear up front.

We don’t sell, rent or trade email lists with anyone else.

We’ve split this Policy into sections, depending on who you are.

Section A is for everyone and includes information about cookies on our websites.

Section B is for you if you are or work for a business prospect.

If you are a Client or a Client Contact, Section C is for you.

Section D is for you if we have information about you purely because we are providing services to a Client.

And if you’re a supplier, associate or Affiliate/Referrer, Section E is for you.

Whoever you are, our intention is to use your information to make things work smoothly for you in your experience of dealing with us. If that’s not how it turns out for you, please make sure to contact us. It’s best to put things in writing, which you can do by emailing the address above.

We keep this Policy under regular review, and we may revise it as time goes on. Please check back here from time to time to make sure you’ve got the latest information.

A1. OUR GENERAL APPROACH TO PERSONAL DATA 

We’re committed to protecting your privacy and honouring your legal rights to control how we use your personal data.

We only collect and use personal data when we need to

  • because you have asked us to do something (for example, send you newsletters);
  • so that we can reply to queries or complaints;
  • to develop and manage our business relationships;
  • to help grow our business and fulfil our contracts;
  • to provide services to clients;
  • to calculate payments to associates or Affiliates/Referrers;
  • to meet our legal obligations.

We try to make sure the information we hold is accurate and up to date and is no more than we need to have.

A2. CATEGORIES OF DATA 

The types of information that we will be processing depend on the nature of our relationship with you.

We may process information about you that you have yourself provided to us or published generally on the internet through social media or on other websites.

In all cases, we will have what identifying and communication information that is relevant and that we can sensibly obtain: that is, your name, email address, employer or business name, job title or position, contact address, social media addresses, and we may also capture some of the information published by you in your social media output to the extent that it may be relevant to our interactions.

If you are or work for a prospect, we will aim to obtain and process information that is relevant to our building a business relationship with you and doing business together, which may relate to your business and your personal interests.

If you are or work for a customer or supplier, we will also keep records of our interactions, the work we have done for you or commissioned from you, the progress of work, and financial and accounting records.

If we are processing information about you purely because we are providing services to others, please see Section D below.  Please note that your rights may be subject to applicable exemptions.

If you have any questions or concerns about our use of your information, or how we have responded to any request about your personal data, please take it up in the first instance by emailing us at the above address.

If we can’t sort it out, the official authority contact details are set out in the form above, and you can raise your concerns with them.

A3. DOWNLOADS, NEWSLETTERS AND SERVICES 

We monitor who opens what in our newsletter lists, and pre-set sequences of information we send you. We do this, so we can see if content is popular and generate more of it, or if it is not read.

There may be sub-routines that trigger if you click on links or articles. These are designed to offer you more information about things you are interested in.

You can unsubscribe from these sequences at any time.

Existing Clients may receive emails about specific offers relating to things you have already purchased. You can unsubscribe from these at any time.

We use automations (little sequences of emails that start when you ask for something in particular) to send you the information you asked for, to send you products you have bought and to administer services you have subscribed to.  A lot of our onboarding for new products is by emails that send you hints and tips and little videos on ‘how to’.   You can unsubscribe from these at any time, but they don’t go on for that long and you might want to wait for all the information as most people find it useful.

We monitor who reads our mailing and automations, how many times, and which links you choose to use and read. We use this information to increase the content’s level of interest and help us improve what we send.  You can remove your information from this monitoring by disabling cookies on your website browser before opening emails from us. From time to time, we contact individual email newsletter subscribers, but it is extremely rare.

We use anonymised data about you from time to time to target advertising campaigns based on profiling the sort of person who wants to receive information from us.

We ask our own sales and marketing people (both internal and external) to contact Prospects from time to time.   This is normally because you have requested a call, or because we are actively trying to let you know about something you may benefit from.

We are not a hard sell or cold calling based organisation but prefer to build long-term relationships with satisfied and relaxed clients.

A4. SOCIAL MEDIA 

We have an active presence on social media. If you are using social media they are holding and using your information in accordance with their data privacy policy.

If you ‘like’ any of our posts or ‘follow’ us or contact us on social media we keep a record of that. Your replies to us, messages you send us, and your other activity linked to our posts may be seen by members of our staff and by our associates.  Our contracts with them hold them to high standards of protecting your information.

A5. NO SALE OR EXCHANGE OF YOUR DATA 

We do not sell or exchange your personal data with organisations who may want to sell you something or use your data for research or other purposes.

A6. DATA LOCATION AND PLATFORMS 

Like most small businesses, we do not have any tailor-made software – we use mainstream packages for everything from our Client records, to email, to accounting.

This means that some of your data may be held in the EEA, and some may be held in services in the USA (with suitable data privacy shields) or elsewhere. We have picked mainstream suppliers with appropriate security standards.

A7. WE MAY SHARE SOME OF YOUR DATA WITH THESE PEOPLE 

We have an outsourced support team for our own business which may include Virtual Assistants, Web Designers, IT support, Sales and Marketing, Accounting and more. They have limited access to your data, where the service they provide to us means they need it.

For example, if our IT support wants to check the functionality of a laptop or back up, they may need temporary access to information that may include something about you.

For example, if we invoice you, our Accountant needs to process the information in the invoice.

Our team use our software to access any data they need.  We do not permit copying or sharing by the team and actively monitor for any potential breaches.

Your information/advice is held in the strictest confidence. Our team are all contracted to strict confidentiality clauses.

We restrict who can export or download data that is held to a limited number of individuals who are authorised to back up data.

If you want to know who is on our team, please email and ask us.

A8. HOW LONG DO WE KEEP YOUR DATA FOR? 

Your information will be kept for the length of time set out in our retention period (see Section 1, Table, above).

If you subscribed to a newsletter or updates list, you will remain on the list(s) you joined until you unsubscribe from that list.

A9. WANT TO SEE WHAT WE HOLD ON YOU? 

If you want to know what information we have about you (if any) email the address above and give us your name, email address(es). We may require you to confirm your identity before proceeding.

Provided we can legitimately disclose the information to you (see Section D), we will happily do a search and send you screenshots of what we have.

A10. WHAT ARE YOUR RIGHTS 

You have the right to know what information we are collecting on you, and to amend it if it is inaccurate.

If you feel for some reason we have information we should not be keeping, or it is out of date or otherwise wrong, please let us know and we will take appropriate action.

Most of the information we hold is not based on your individual consent but is based on our needing the information to run our business and provide our products and services.

You have a “right to be forgotten” – but that does have some legal limits to it. If you want us to remove information about you, let us know. If you have been a Client, we may not be able to remove all data as we will have to ensure that we can continue to comply with legal, accounting, taxation and our insurer’s requirements.

A11. OUR LEGAL BASIS FOR PROCESSING YOUR DATA 

Signing onto our newsletter list is by your consent – and when you withdraw your consent we stop that processing of your data.

Apart from that, the information we hold is based on our needing the information to run our business and provide our products and services – either so we can perform our contract with you, or because we have a legitimate business interest in processing your data.

In a few situations we are processing personal data because we are under a legal obligation to do so.  This principally relates to our business, accounting and tax records.

Most of the information we process comes from you. We process it so we can reply to you, and when you contact us again we know what you asked before, what you were sent, and what you told us.

Typically, we are collecting name, contact details, how we came across you, and background information from you or published by you on social media or freely accessible on the internet, on why you might be interested in our products or services or a relevant contact for our business.

If you sign up to a newsletter list, you will be sent what you asked for. We normally operate ‘double opt-in’ lists and you will need to reconfirm your subscription before anything is sent. You can unsubscribe at any time by clicking the unsubscribe button on any email.

You are not automatically subscribed to any other lists but may be invited to join an appropriate one.

If we email you individually using our own email system or respond to an email sent to us at any of our business email addresses, a copy of that email will also be stored.

If you make an enquiry via our website, we will keep details of that enquiry and response for our data retention period (Section 1, Table, above).

We do not routinely keep special category data. To the extent we hold this, it was supplied or made publicly available by you.

Once you buy something from us, we will collect information from you at the point of sale.

This will include the information we collect from Prospects (above). We collect your email address, phone number and postal address so we can provide what we have contracted to, invoice you and keep proper records of our business relationship.

We process your data to support the delivery the goods and services you have bought. We keep records of the goods/services provided to you, and information you give us, so we can support you when needed and advise you of any additional services you may need.

C1. THIRD PARTY DATA 

As well as your own personal data, we understand that you may need to provide us with personal data relating to your employees, your workers, or third parties (often your clients or suppliers) – depending on the services we are providing to you.  We hold all such information under strict confidentiality obligations, as set out in our terms of business.

C2. FINANCIAL AND CREDIT CARD DETAILS 

Credit card payments are handled by an external secure processor in accordance with their data security policies (see Section 1, Table, above).

We receive limited information from our processor for us to tie up your payment with your invoice.

If you pay us by BACS or direct transfer, we know only what the bank tells us, which is usually the name of the person who paid us and how much and the reference number.

We do not routinely keep credit scores nor use credit reference agencies.

We will act in accordance with your statutory rights, subject to the exclusions and exemptions that may apply.

When we are processing data about you on behalf of a Client, we are operating under the banner of our Client’s data privacy policy. We will refer any enquiry from you to them, as they are the ‘data controller’ responsible for dealing with your query. But we will support that by providing relevant information to our Client for passing to you.

When we are processing data about you because of a direct connection between you and our business we are acting as a ‘data controller’ (and operating under this policy).

If you become a supplier, associate or an Affiliate/Referrer we keep a copy of the contract between us, and your bank details so we can pay you. We also keep a record of invoices/payments for accounting purposes.

We keep a record of the work you undertook for us/our clients along with any comments, reviews or suggestions about that work including complaints (if any) and their resolution.

This information is all needed to manage our Client relationships and our supply chain.

If we set up an Affiliate/Referrer scheme, Affiliate/Referrer data will be held in accordance with this policy. We will ask you for information when you apply, and that information will be kept to administer the scheme.

If you are a Referrer, we remind you that referrals that you make to us may only be made with the knowledge and consent of the person being referred.

If you have a complaint about the way we are handling your information or how we have responded to a request for information or removal, you can take this up in the first instance by emailing us at the email address set out above.

If we can’t sort it out, the relevant supervisory authority details can be found on the form above.

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