Privacy Policy

Effective Date: 31/10/2025

Welcome to The Civility Gap.

We value your trust and are committed to protecting your privacy.

This Privacy Policy explains how we collect, use, and protect your personal

information when you visit our website, attend training, or engage with our

consultancy services.

Who We Are

The Civility Gap provides training, consultancy, and awareness programmes

promoting civility, inclusion, and compassionate workplace cultures.

We are the data controller of your personal information under the UK General Data

Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Contact Details:

Data Protection Lead – The Civility Gap

Email: lauri@thecivilitygap.com

Address: 199 Spital Lane, Chesterfield, S41 0HP

If you have any questions about how we handle your information, please contact us.

What Information We Collect

We collect personal data when you interact with us. The type of information we

collect depends on how you use our services.

Information you provide directly

  • Name, email address, job title, and organisation

  • Phone number or address (if provided)

  • Details you submit via contact forms, bookings, or feedback surveys

  • Attendance information for training and events

  • Payment information (processed securely via third-party providers)

  • Communication preferences

Information we collect automatically

When you visit our website, we may collect:

  • Your IP address, browser type, and device information

  • Pages visited and how you navigate our site

  • Cookie data (see our Cookie Policy for details)

Sensitive information

We only collect limited “special category” data (e.g. accessibility requirements) if it’s

needed for training inclusion or support. This is always handled with extra care and

explicit consent.

How We Use Your Data

We only use your information for legitimate business purposes, including to:

  • Deliver our training, consultancy, and events

  • Manage bookings, communications, and certificates

  • Process payments and invoices securely

  • Send updates or resources (only if you’ve opted in)

  • Gather feedback to improve our services

  • Meet our legal and regulatory obligations

We will always explain clearly why we need your data and how it will be used.

Lawful Bases for Processing

We process personal data under one or more of the following lawful bases:

  • Contract: To deliver services you have requested or purchased.

  • Consent: Where you have explicitly agreed (e.g. newsletters).

  • Legal obligation: To meet legal and regulatory requirements.

  • Legitimate interests: For business administration and service improvement.

  • You can withdraw consent at any time by emailing us at [insert email].

How We Store and Protect Your Information

Your personal data is stored securely on encrypted systems and cloud platforms that

comply with UK GDPR and ISO 27001 standards.

We apply strict security measures including:

  • Password protection and access controls

  • Encrypted storage and secure backups

  • Regular review of data access and retention policies

Retention Periods

  • Training & attendance records: 3 years

  • Invoicing & financial records: 6 years (per HMRC)

  • Marketing contacts: until you unsubscribe

Sharing Your Information

We only share your data when necessary and only with:

  • Trainers, facilitators, and consultants working under contract with The Civility

Gap

  • Service providers such as IT support, secure cloud storage, event or payment

platforms

  • Regulators or authorities if legally required

All third parties are bound by data protection agreements and cannot use your data

for their own purposes.

We never sell, rent, or trade your personal information.

Your Data Rights

Under UK GDPR, you have the right to:

  • Request access to your personal data

  • Ask for corrections to inaccurate information

  • Request deletion (“right to be forgotten”)

  • Restrict or object to processing

  • Request data portability to another provider

  • Withdraw consent at any time

To exercise your rights, please contact us at lauri@thecivilitygap.com

If you’re unhappy with how we’ve handled your data, you have the right to complain

to the Information Commissioner’s Office (ICO) at www.ico.org.uk.

Cookies and Website Analytics

We use cookies to make our website work efficiently and to understand how visitors

use it.

Some cookies are essential, while others (like analytics) are optional.

You can change your preferences in your browser settings or through our cookie

banner.

See our full Cookie Policy for details on types of cookies we use.

International Data Transfers

If we use service providers located outside the UK (e.g. for cloud storage), we

ensure your information is protected by legally approved safeguards such as

Standard Contractual Clauses or UK adequacy decisions.

Changes to This Policy

We may update this Privacy Policy occasionally to reflect changes in how we

operate or new legal requirements.

When we do, we’ll update the “last updated” date at the top of this page.

Contact Us

If you have any questions, concerns, or data requests, please contact:

Data Protection Lead – The Civility Gap – Lauri Smith

Email: lauri@thecivilitygap.com

Address: 199 Spital Lane, Chesterfield, S41 0HP

Transparency. Trust. Respect.

We believe civility starts with transparency.

Thank you for trusting The Civility Gap with your information.