Privacy notice.

Who we are

UXC Accelerate is a trading name of UXclinician Ltd ("UXC", "we", "us", "our"), a company registered in England and Wales.

UXclinician Ltd is committed to protecting the privacy and security of your personal information. This notice describes how we collect and use personal information about you, during and after your relationship with us, in accordance with the UK GDPR and the Data Protection Act 2018.

UXC is a data controller. That means we are responsible for deciding how we hold and use the personal information we hold about you, and we are required to tell you what this notice contains.

This notice applies to people who visit this website, contact us, or work with us. It does not form part of any contract of employment or contract to provide services. Please read it alongside any other privacy notice we give you on a specific occasion when we collect or process information about you.

Data protection principles

We comply with data protection law, which requires that the personal information we hold about you is:

• Used lawfully, fairly and in a transparent way.
• Collected only for valid purposes that we have clearly explained to you, and not used in any way incompatible with those purposes.
• Relevant to the purposes we have told you about, and limited to those purposes.
• Accurate and kept up to date.
• Kept only as long as necessary for the purposes we have told you about.
• Kept securely.

What we hold

Personal data means any information about an individual from which that person can be identified. It does not include data that has been anonymised to the point where the individual can no longer be identified.

We may collect, store and use the following categories of personal information about you:

• Contact details you give us in an enquiry: name, job title, organisation, email address, telephone number and postal address.
• What you tell us about your work: the content of your enquiry, and anything you choose to share with us about your project, team or organisation.
• Disclosures made during project interviews or recorded conversations, always with your consent to be recorded and with a repetition of your right to withdraw.
• Booking and payment details, if you book a workshop or course: your name, email address, the course you booked, the date you paid and the amount, and the billing details our payment provider, Stripe, needs to take the payment. Card details go directly to Stripe: we never see or store them.
• What you share during a workshop or course, such as reflections on your own background and practice. We treat it as confidential, as set out in our course terms.
• Technical information handled by our hosting provider in the ordinary course of serving this website, including your IP address in server logs.

We do not run advertising or behavioural tracking on this website. Anonymous analytics run only if you allow them, and you can change that at any time using Cookie settings in the footer. See our cookies policy for what this site does and does not place on your device.

How we collect it

We collect personal information about you when you use the contact form on this site, when you email us, when you book a call with us, when you book and pay for a workshop or course, and in the course of responding to your enquiry or providing services to you.

This website contains links to other websites that are outside our control and are not covered by this notice. If you follow those links, the operators of those sites may collect information from you and will use it in accordance with their own privacy policies, which may differ from ours.

Why we use it, and the legal basis

We will only use your personal information when the law allows us to. Most commonly, we will use it in the following circumstances:

• For the performance of a contract to which you are a party, or to take steps at your request before entering into a contract.
• Where we need to comply with a legal obligation.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
• Where it is necessary to protect your vital interests or someone else's.
• Where you have consented to the processing.

Performance of a contract with you

We process your personal data where it is necessary for the performance of a contract to which you are a party, or to take steps at your request before entering into one. In this respect, we use your data:

• To contact you about a project or an opportunity, including for feedback or interview.
• To meet our legal obligations in respect of the services we provide to you for the duration of a contract.
• To administer and fulfil what has been agreed in the contract and any related terms.
• To take and manage your booking on a workshop or course, send you the joining details, deliver the course, and handle any cancellation, substitution or refund.
• For other administrative purposes, such as telling you about changes to UXclinician Ltd.

Legitimate interests

We process your personal data where it is necessary for our legitimate interests or those of a third party. Our legitimate interests include running the practice professionally and sustainably, in accordance with all relevant legal and regulatory requirements. In this respect, we use your data:

• To respond to your enquiry.
• To provide you, or a colleague acting on your behalf, with the information and services you have asked us for.
• To assess the suitability of a particular project, and to invite you to take part in one.
• To send you relevant news and information about our services and resources, where it is appropriate to do so on this basis rather than with your specific consent.
• To tell you about us and what it is like to work with us, where you have asked.
• For management planning and forecasting, research, statistical analysis and benchmarking.
• To keep the information we hold about you accurate and up to date.

Legal obligations

We also process personal data to comply with our legal obligations, for example to keep the financial records that accounting and tax law require when you pay us, for the prevention and detection of crime, and to assist investigations carried out by the police or other competent authorities.

Some of these grounds overlap, and there may be more than one ground that justifies our use of your personal information.

Change of purpose

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use it for an unrelated purpose, we will tell you and explain the legal basis that allows us to do so. We may process your personal information without your knowledge or consent, in line with the rules above, where this is required or permitted by law.

Sharing your information

We may share your data with third parties where the law requires it, where it is necessary to administer our relationship with you, with your consent, or where we have another legitimate interest in doing so. We require third parties to respect the security of your data and to treat it in accordance with the law.

Those third parties may include sub-contracted professionals who support interviewing, administration or consultancy work; our auditors and professional advisers; and a court, government body, law enforcement agency or other authority where we are required to disclose.

If you book a workshop or course, your payment is processed by Stripe. Stripe collects your card details directly and processes them securely; we never see them. Stripe acts under its own privacy policy for some purposes, such as preventing fraud and meeting its own legal obligations. Online sessions run on a video-conferencing service, which processes your name and your participation in the session so that you can take part.

All third parties are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow them to use your personal data for their own purposes; they may only process it for specified purposes and on our instructions.

If we transfer your personal information outside the UK, we will make sure it receives a similar degree of protection, using the safeguards that data protection law requires.

Security

We have put appropriate security measures in place to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They process it only on our instructions and are subject to a duty of confidentiality.

Data shared with sub-contractors is shared through an encrypted platform, with the sub-contractor holding the key and receiving only the data relevant to their work.

We have procedures in place to deal with any suspected data security breach, and we will notify you and any applicable regulator where we are legally required to do so.

How long we keep it

We will only keep your personal information for as long as necessary to fulfil the purposes we collected it for, including to satisfy any legal, accounting or reporting requirements. To decide the appropriate retention period we consider the amount, nature and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process it, whether we can achieve those purposes another way, and the applicable legal requirements.

Booking and payment records are kept for as long as accounting and tax law requires, currently up to six years from the end of the financial year in which you paid.

In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use it without further notice to you, for example for website statistics or internal methodological research.

It is important that the information we hold about you is accurate and current. Please tell us if your personal information changes.

Your rights

In certain circumstances, by law, you have the right to:

• Request access to your personal information. Commonly known as a subject access request, this lets you receive a copy of the personal information we hold about you and check that we are processing it lawfully.
• Request correction of the personal information we hold about you, so that anything incomplete or inaccurate is put right.
• Request erasure of your personal information, where there is no good reason for us to continue processing it, or where you have exercised your right to object.
• Object to processing where we are relying on a legitimate interest, and at any time where we are processing your information for direct marketing.
• Request restriction of processing, for example while you ask us to establish the accuracy of the data or the reason for processing it.
• Request transfer of your personal information to another party.

These rights are not absolute, and a request may be refused where an exception applies. To exercise any of them, contact us in writing at craignewman@uxcgroup.com. You can find out more about your rights at ico.org.uk.

Contact and complaints

UXclinician Ltd has appointed a Data Protection Officer to oversee compliance with this notice. If you have any questions about this notice, about how we handle your personal information, or if you wish to exercise any of your rights, contact the Data Protection Officer at craignewman@uxcgroup.com.

You have the right to complain at any time to the Information Commissioner's Office, the UK supervisory authority for data protection, at ico.org.uk/make-a-complaint. Our ICO registration number is ZA512218. The ICO does ask that you try to resolve the issue with us first, so we would appreciate the chance to put things right before you approach them.

Changes to this notice

We reserve the right to update this notice at any time, and we will provide you with a new notice when we make any substantial change. We may also tell you in other ways from time to time about how we process your personal information.

See also our terms of website use and our cookies policy.