Privacy and Cookie Policy

1.1 Who we are

OvationXL Limited is the controller of the personal information described in this policy.

• Company name: OVATIONXL LIMITED

• Company number: 06228860

• Registered office: B123 Ambassador Building, 5 New Union Square, London, England, SW11 7BP

• Main website: https://www.ovationxl.com/

• Course website: https://outsiderinsider.co.uk/

• Email: robin.johnson@ovationxl.com

• ICO registration number: ZA819581

1.2 The information we collect

Depending on how you interact with us, we may collect:

• your name, job title, organisation, email address, telephone number and other contact details;

• information you provide in an enquiry, booking form, email, telephone call or other correspondence;

• details relating to appointments, webinars, events, downloads and marketing preferences;

• client and contractual information needed to provide advisory, mentoring, training or related services;

• course purchaser and participant information, including enrolment, account access, programme participation and support enquiries;

• transaction information, such as payment status and billing details. PayPal processes payment-card or account information in accordance with its own privacy terms;

• technical information, including IP address, browser and device information, pages visited, referral source, cookie identifiers and website security logs; and

• any other information you choose to provide to us.

1.3 How we obtain information

We collect information directly from you, from the organisation purchasing services or programme access on your behalf, and automatically through our websites and connected technologies. We may also receive limited information from service providers used to deliver bookings, webinars, email communications, payments and course access.

1.4 How and why we use information

1.5 Marketing communications

We may send you information about OvationXL services, programmes, events and resources where you have asked to receive it or where we are otherwise permitted to do so. You can unsubscribe at any time by using the link in the message or contacting us at robin.johnson@ovationxl.com. We may keep a minimal suppression record so that we can respect your request not to receive further marketing.

1.6 Sharing information

We share personal information only where reasonably necessary. Recipients may include website and hosting providers, WordPress suppliers, booking and webinar providers, email and CRM providers, analytics and advertising providers, Podia as our course platform, PayPal as our payment provider, professional advisers, insurers, regulators and public authorities.

Our suppliers may process information only for the agreed purpose and under appropriate contractual or legal arrangements. Some third-party services also act as independent controllers for parts of their service. Their own privacy notices will apply to that processing.

1.7 International transfers

Some service providers may process personal information outside the United Kingdom. Where a transfer is restricted under UK data protection law, we use an appropriate safeguard, such as an adequacy regulation, approved contractual protections or another lawful transfer mechanism.

1.8 How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including providing services, administering contracts, complying with legal and accounting requirements, resolving disputes and protecting legal rights. Retention periods vary according to the type of record. As a general guide:

• enquiries that do not become client matters are normally retained for up to three years;

• client and contractual records are normally retained for the duration of the relationship and for an appropriate period afterwards;

• course purchase and access records are retained for the access period and for an appropriate period afterwards;

• accounting and transaction records are normally retained for six years after the relevant financial period, unless a longer period is required;

• marketing records are retained while they remain relevant or until you object or withdraw consent, with a minimal suppression record retained where necessary; and

• routine website and security logs are retained for a limited operational period, unless needed to investigate a security incident or establish legal rights.

1.9 Your rights

Depending on the circumstances, you may have the right to ask us for access to your personal information, to correct or erase it, to restrict or object to its use, to receive certain information in a portable format, and to withdraw consent where we rely on consent. These rights are subject to legal conditions and exemptions.

To exercise a right, contact robin.johnson@ovationxl.com. You also have the right to complain to the Information Commissioner’s Office at https://ico.org.uk/.

1.10 Cookies and similar technologies

Our websites use cookies and similar technologies to operate securely, remember choices, understand how the websites are used and, where enabled, measure advertising activity.

Strictly necessary technologies are used where required to provide the website, protect it, record your privacy choices or deliver a service you request. These do not normally require consent.

We will not activate non-essential analytics, advertising or similar technologies unless you choose to accept them through our cookie banner, except where the law permits their use without consent. You can accept, reject or manage non-essential technologies through the banner and change your choice later using the Cookie Settings link on the relevant website.

The technologies used may include tools provided by Google, LinkedIn and other platforms where these have been enabled. The cookie settings panel on the relevant website provides the current categories, providers, purposes and durations identified by the website’s cookie-consent tool.

1.11 Third-party websites and platforms

Our websites may link to or use third-party services, including Podia, PayPal, booking tools, webinar platforms and social media services. Those organisations may collect information under their own privacy notices. We encourage you to read those notices when using their services.

1.12 Security

We use proportionate technical and organisational measures designed to protect personal information. However, no internet transmission or storage system can be guaranteed to be completely secure.

1.13 Changes to this policy

We may update this policy when our services, websites or legal obligations change. The latest version will be published on our websites with the updated date.

1.14 Contact us

Questions about this policy or our use of personal information should be sent to robin.johnson@ovationxl.com or to our registered office.