Privacy Notice
Stanford Training Solutions Ltd
Last updated September 2026
This notice explains how Stanford Training Solutions Ltd collects, uses, stores and shares personal data when you visit our website, contact us or use our leadership development, coaching, consultancy and Insights Discovery services.
Stanford Training Solutions Ltd is the controller responsible for the personal data described in this notice. We are established in the United Kingdom and this notice is written for the UK General Data Protection Regulation and the Data Protection Act 2018, as amended.
Our website and services are intended for adults. By providing personal data directly to us, you confirm that you are aged 13 or over.
Contact details
Legal entity: Stanford Training Solutions Ltd
Email: stanfordtrainingsolutions@hotmail.co.uk
Postal address: 18 Willowbed Drive, Chichester, West Sussex, PO19 8JB
Telephone: 07503 076223
Please tell us if your personal information changes so that we can keep our records accurate and up to date.
Personal data we collect and why we use it
Personal data is information that identifies an individual, directly or indirectly. It does not include information that has been anonymised so that an individual can no longer be identified.
Communication data
This includes communications sent through our website, email, telephone, text, Microsoft Teams, Zoom, social media or other channels. We use it to respond to enquiries, manage relationships, keep appropriate records and establish, exercise or defend legal claims. Our lawful basis is our legitimate interests in communicating effectively, running our business and protecting our legal position.
Customer and contract data
This includes names, job titles, employer or organisation details, postal and email addresses, telephone numbers, service requirements, proposals, contracts, purchase orders, invoices, payment records and details of services supplied. We use it to respond to requests, prepare proposals, enter into and perform contracts, deliver services and maintain financial records. Our lawful bases are taking steps at your request before entering a contract, performing a contract, complying with legal obligations and our legitimate interests in managing client relationships.
Learning coaching and programme data
This may include development goals, coaching notes, feedback, attendance, evaluation responses, Insights Discovery profile information and information shared during workshops, programmes or coaching conversations. We use it to prepare and deliver services, support agreed development outcomes, evaluate our work and maintain appropriate professional records. Our lawful bases are performance of a contract and our legitimate interests in delivering effective, tailored professional services.
Special category data
During coaching or development work, you may choose to share information about health, disability, ethnicity, religious or philosophical beliefs, trade-union membership, sexual orientation or other special category information. We do not normally ask for this information unless it is relevant to the service, accessibility or safeguarding. Where we process it, we will limit access and use an appropriate condition under data protection law. Depending on the circumstances, this may include your explicit consent, protecting vital interests, establishing or defending legal claims, or processing information that you have manifestly made public. You may withdraw consent at any time where consent is the condition relied upon, without affecting processing already carried out.
Website and technical data
This includes internet protocol address, browser and device details, time zone, pages viewed, navigation paths, visit length and similar information generated when you use our website. We use it to operate and secure our website, understand how it is used, improve content and services, and measure the effectiveness of our communications. Our lawful bases are our legitimate interests in administering, securing and developing our website and business, and consent where required for non-essential cookies or similar technologies.
Marketing data
This includes your communication preferences and information relevant to professional services that may interest you. We use it to send relevant business-to-business updates and follow-up communications. Our lawful bases are consent where required and our legitimate interests in developing our business and maintaining appropriate professional relationships. We also comply with the Privacy and Electronic Communications Regulations where they apply.
AI assisted processing
We may use artificial intelligence tools to assist with administrative work, drafting, summarising, planning or improving our services. Where identifiable client information is used, we limit it to what is necessary, use appropriate access and security controls and review outputs before they are used. We do not use AI to make solely automated decisions that have legal or similarly significant effects on individuals. Our lawful bases will depend on the task and may include performance of a contract, compliance with a legal obligation and our legitimate interests in operating efficiently and improving our services.
Required information
Where we need personal data by law or to enter into or perform a contract, failure to provide it may mean that we cannot provide the requested service. We will explain this when the information is requested.
Using information for another purpose
We will use personal data only for the purpose for which it was collected or for a reasonably compatible purpose. If we need to use it for an unrelated purpose, we will tell you and explain the lawful basis, unless the law permits or requires us to process it without doing so.
Criminal conviction data and automated decisions
We do not normally collect criminal conviction or offence data through our website or client services. We do not carry out solely automated decision-making or automated profiling that has a legal or similarly significant effect on you.
How we collect personal data
We collect personal data directly from you when you contact us, complete a website form, communicate with us, engage us to provide services, attend a programme, take part in coaching or provide feedback.
We may also collect or receive data:
automatically through essential cookies and, where permitted, analytics or similar technologies used on our Wix website;
from your employer, commissioning organisation, programme sponsor or another person arranging services for you;
from Microsoft Outlook, OneDrive and Teams, Zoom, Dropbox or Google Drive where those services are used to communicate, collaborate or store records;
from professional advisers, suppliers and payment or accounting providers where relevant; and
from publicly available sources such as company websites, LinkedIn and Companies House.
Marketing communication
We may send relevant marketing communications where you have asked for information, bought services from us, agreed to receive communications or where it is otherwise lawful to contact you. For corporate business contacts, we may rely on our legitimate interests in promoting relevant services. We will obtain consent where the law requires it.
We do not sell personal data and will not share your personal data with third parties for their own marketing purposes without your express consent.
You can stop marketing communications at any time by using any unsubscribe link provided or emailing stanfordtrainingsolutions@hotmail.co.uk. Opting out of marketing will not affect service, contractual or other necessary communications.
Sharing personal data
We may share personal data with trusted third parties where necessary, including:
website, email, IT, cloud storage, videoconferencing and system administration providers, including Wix, Microsoft, Zoom, Dropbox or Google;
carefully selected AI service providers used to support authorised business tasks;
associates, facilitators, coaches or delivery partners involved in providing an agreed service;
professional advisers such as accountants, lawyers, insurers and bankers;
HM Revenue and Customs, regulators, courts, law-enforcement bodies or other authorities where reporting or disclosure is required; and
a buyer, seller or adviser if we sell, transfer, restructure or merge all or part of our business or assets.
We require service providers acting on our behalf to protect personal data, use it only for agreed purposes and follow our instructions and applicable law. Independent controllers are responsible for their own compliance obligations.
International transfers
Some providers we use, including technology, cloud, videoconferencing, website and AI providers, may store or process personal data outside the United Kingdom.
Where personal data is transferred outside the UK, we use a lawful transfer mechanism. This may include transfer to a country recognised by the UK as providing adequate protection, use of a US provider certified under the UK Extension to the EU-US Data Privacy Framework, or approved contractual safeguards such as the International Data Transfer Agreement or UK Addendum. We will also consider any supplementary safeguards required by law.
Please contact us if you would like more information about the safeguards used for a particular transfer.
Data security
We use appropriate technical and organisational measures to protect personal data from accidental loss, unauthorised access, alteration or disclosure. Access is limited to people who have a business need to know and who are required to keep information confidential.
We maintain procedures for responding to suspected personal data breaches and will notify affected individuals and the relevant regulator where legally required.
Data retention
We retain personal data only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, insurance, safeguarding and reporting requirements. We consider the nature and sensitivity of the data, the risk of harm, the purpose of processing and applicable legal requirements.
For tax purposes, we normally keep basic customer, identity, financial and transaction records for six years after the end of the relevant accounting period. Other client, coaching, programme and enquiry records are retained only for an appropriate period based on the service, contractual requirements and any potential legal claims.
We may anonymise information so that it no longer identifies you. We may use anonymised information for evaluation, research or statistical purposes without further notice.
Your rights
Depending on the circumstances, you may have the right to:
request access to personal data we hold about you;
ask us to correct incomplete or inaccurate information;
ask us to erase personal data;
ask us to restrict how personal data is used;
object to processing, including direct marketing;
receive certain personal data in a portable format; and
withdraw consent at any time where processing is based on consent.
These rights are subject to legal conditions and exceptions. To exercise a right, email stanfordtrainingsolutions@hotmail.co.uk. You will not normally have to pay a fee, although we may charge a reasonable fee or refuse a request where the law permits, including where a request is manifestly unfounded or excessive.
We may request information needed to confirm your identity or clarify your request. The response period may be paused while we await necessary clarification or identity information. We aim to respond within one month, but may extend this by up to two further months for a complex request or multiple requests. We will tell you if an extension is needed.
Further information about data protection rights is available from the Information Commissioner's Office at https://ico.org.uk/for-the-public/your-rights/.
How to complain
If you have concerns about how we handle personal data, please contact us first so that we can try to resolve them.
You can submit a complaint by:
emailing stanfordtrainingsolutions@hotmail.co.uk;
writing to Stanford Training Solutions Ltd, 18 Willowbed Drive, Chichester, West Sussex, PO19 8JB; or
telephoning 07503 076223.
We will acknowledge a data protection complaint within 30 days, investigate it without undue delay, keep you informed where appropriate and explain the outcome clearly.
If you are not satisfied with our response, you can complain to the Information Commissioner's Office, the UK supervisory authority for data protection. Visit https://ico.org.uk/make-a-complaint/ or telephone 0303 123 1113.
Third party links
Our website may contain links to third-party websites, plug-ins or applications. Those third parties may collect or share information about you. We do not control their websites or privacy practices, so we encourage you to read their privacy notices when leaving our website.
Cookies
Our website uses cookies and similar technologies. Essential cookies support security and basic website functions. Other cookies, such as analytics cookies, will be used only where permitted by law and, where required, after you have made a choice through our cookie controls.
You can use your browser settings to refuse or remove cookies, although parts of the website may not work correctly as a result. More information about the cookies used and how to manage them is provided in the cookie information available on our website.
Changes to this notice
We may update this privacy notice from time to time. The date at the beginning of the notice shows when it was last updated. Material changes will be brought to your attention where appropriate.