Privacy Policy

Who we are

QuantumColleagues Ltd (“QuantumColleagues”, “we”, “us”) is a company registered in England and Wales, company number 17219359. Half of the company is owned by Quantum Colleagues Training Community Interest Company, company number 17244034.

QuantumColleagues Ltd is the data controller for the personal data described in this policy. Our registered office appears on the Companies House register against the company numbers above. Please write to us by email rather than by post, because we answer email faster.

What this policy covers

This policy covers the personal data we collect through this website, through our advertising, and through the ordinary course of talking to customers, partners and suppliers.

Two things sit outside it and have their own arrangements:

• Proust has its own privacy notice, because it processes the mail and diary you connect to it. Read it at Proust or go straight to the Proust privacy policy.
• Admin Core runs inside a client’s own organisation under a separate data processing agreement. In that work we act as the client’s processor and the client remains the controller, so the client’s own privacy notice governs it.

Career & Beyond, our free app, collects nothing at all. It has no accounts and no sign in, it asks for no email address, and anything you enter is saved on your own device and never reaches us.

What we collect, and why

We collect only what we need to answer you and to run the business.

• When you fill in a form on this website we collect your name, your email address, your organisation, and whatever you choose to write in the message. We use it to reply to you and to keep a record of the conversation.
• When you complete one of our LinkedIn lead forms LinkedIn passes us the details you agreed to share, which are typically your name, your work email address, your job title and your employer. We use them to contact you about the product you enquired about.
• When you download a guide we collect your name and email address, so that we can send you the file and ask once whether it was useful.
• When you email us or meet us we keep the correspondence and any notes we make, so that we can pick the conversation back up where it stopped.
• When you become a customer, partner or supplier we keep the contact and billing details we need to deliver the work and to meet our accounting and tax obligations.

We do not buy consumer marketing lists, we do not build profiles for sale, and we do not use your data to train AI models.

Our legal basis for using it

• Legitimate interests. When you approach us about our products, we rely on our legitimate interest in responding to you and in running a business. You can object to this at any time and we will stop.
• Consent. We send marketing email only where you have asked for it. Every marketing email carries an unsubscribe link, and you can withdraw your consent at any time without giving a reason.
• Contract. Where you are a customer or a supplier, we process what we need to perform the contract.
• Legal obligation. We keep the records that company law, tax law and our own governance require.

Who else handles your data

We keep the list short, we use each of these only to run the business, and none of them may use your data for their own purposes.

• HubSpot is our customer relationship system and holds our enquiry and contact records. Our HubSpot data is stored in the European Union.
• FormSubmit relays some website form submissions to our own mailbox. It receives what you type into the form at the moment you send it.
• Microsoft 365 hosts our email, our calendars and our documents.
• LinkedIn collects the lead forms you complete on its own platform, under its own privacy policy, before passing the details to us.
• GitHub Pages serves this website. Its servers log the ordinary technical information any web server logs, including your IP address.
• Google Fonts supplies the typeface this site uses. Loading it sends your IP address to Google.

Some of these suppliers are based in the United States or transfer data there. Where that happens, the transfer relies on the UK International Data Transfer Addendum, on Standard Contractual Clauses, or on an adequacy decision, depending on the supplier.

We do not sell your data, and we share it with nobody else unless the law requires it or we need to protect the security of our systems.

Cookies and what is stored on your device

This website sets no cookies of its own. We run no analytics, no advertising pixels and no visitor tracking on it, which is why you see no cookie banner.

Career & Beyond saves your answers in your own browser storage so that the app remembers where you were. That data stays on your device, we never receive it, and clearing your browser data removes it.

How long we keep it

• Enquiries that go no further: up to 24 months from our last contact, then deleted.
• Marketing contacts: until you unsubscribe or ask us to remove you, and we then keep only the minimum needed to honour that request.
• Customer, supplier and financial records: seven years, because our accounting and tax obligations require it.

How we protect it

We limit access to our systems to the people who need it, and we review that access as part of our management system. We keep the number of places your data sits deliberately small, because the fewer copies there are, the fewer there are to protect. Our suppliers are chosen in part on the security they can evidence.

Your rights

Under UK GDPR you have the right to ask us for a copy of the personal data we hold about you, to have it corrected, to have it deleted, to restrict how we use it, to object to our using it, and to receive it in a portable form. Where we rely on your consent, you may withdraw it at any time.

Write to information@quantumcolleagues.org and we will answer within one month. There is no charge.

If you are unhappy with how we have handled your data, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We would rather you came to us first, so that we can put it right.

Changes to this policy

We will update this policy as the business develops. When we make a material change we will change the effective date at the top and, where it matters to you, tell you directly.

Contact

QuantumColleagues Ltd · information@quantumcolleagues.org