Privacy notice

This Privacy Notice applies between you, the User of this Website, and Beings House Ltd (the "Company"), the owner and provider of this Website. We take the privacy of your information very seriously. This Privacy Notice applies to our use of any and all Data collected by us or provided by you in relation to your use of the Website.

Please read this Privacy Notice carefully.

Definitions and Interpretation

1. In this Privacy Notice, the following definitions are used:

2. In this Privacy Notice, unless the context requires a different interpretation:

• 2.1 the singular includes the plural and vice versa;

• 2.2 references to sub-clauses, clauses, schedules or appendices are to sub-clauses, clauses, schedules or appendices of this Privacy Notice;

• 2.3 a reference to a person includes firms, companies, government entities, trusts and partnerships;

• 2.4 "including" is understood to mean "including without limitation";

• 2.5 reference to any statutory provision includes any modification or amendment of it;

• 2.6 the headings and sub-headings do not form part of this Privacy Notice.

Scope of this Privacy Notice

3. This Privacy Notice applies only to our actions and those of Users with respect to this Website. It does not extend to any websites that can be accessed from this Website, including, but not limited to, any links we may provide to social media websites.

4. Our Website and services are intended for businesses and the people who work in them. They are not intended for anyone under 18, and we do not knowingly collect Data from anyone under 18. If you believe we hold such Data, please contact us at hello@beingshouse.co.uk and we will delete it.

5. For purposes of the applicable Data Protection Laws, we are the "data controller". This means that we determine the purposes for which, and the manner in which, your Data is processed.

Where We Act on Behalf of Your Employer

6. If you use our services because your employer or another organisation is our customer, that organisation is the data controller for the personal Data our services handle on its behalf, including your name, work contact details, the content of communications and business records our digital beings work with (which may include information about that organisation's own clients and contacts), and the records of what they did. We process that Data as a processor, only on that organisation's instructions and under our agreement with it. For how your Data is used in that context, and to exercise your rights over it, please refer to that organisation's own privacy notice and contact it directly. We remain the data controller for the limited Data we hold about you in our own right: your login details where you have an account with us, security and access logs, and any support request or enquiry you send us.

Automated Decisions and AI

7. Our services use artificial intelligence models. We do not make decisions about you based solely on automated processing that have legal or similarly significant effects for you. Where our digital beings act, they act within the authority a customer has set, and a person is able to review what they did. We do not use your Data, or Data we process on a customer's behalf, to train AI models, whether our own or a provider's, unless you or that customer has agreed to it in writing.

Data Collected

8. We may collect the following Data, which includes personal Data, from you:

• 8.1 name;

• 8.2 job title;

• 8.3 profession;

• 8.4 contact Information such as email addresses and telephone numbers;

• 8.5 IP address (automatically collected);

• 8.6 web browser type and version (automatically collected);

• 8.7 operating system (automatically collected);

• 8.8 a list of URLs starting with a referring site, your activity on this Website, and the site you exit to (automatically collected);

• 8.9 the name of the organisation you work for and the content of any message, enquiry or feedback you send us;

in each case, in accordance with this Privacy Notice.

How We Collect Data

9. We collect Data in the following ways:

• 9.1 data is given to us by you;

• 9.2 data is received from other sources; and

• 9.3 data is collected automatically.

Data That is Given to Us by You

10. We will collect your Data in a number of ways, for example:

• 10.1 when you contact us through the Website, by telephone, post, e-mail or through any other means;

• 10.2 when you register with us and set up an account to receive our products/services;

• 10.3 when you complete surveys that we use for research purposes (although you are not obliged to respond to them);

• 10.4 when you make payments to us, through this Website or otherwise;

• 10.5 when you elect to receive marketing communications from us;

• 10.6 when you use our services;

• 10.7 when you email or message us, or when a partner or existing customer introduces you to us;

in each case, in accordance with this Privacy Notice.

Data That is Received From Third Parties

11. We will receive Data about you from the following third parties:

• 11.1 business contact data and sales intelligence providers;

• 11.2 partners and existing customers who introduce you to us;

• 11.3 payment providers, which confirm your payment and billing details.

Data That is Received From Publicly Available Third Parties Sources

12. We will receive Data about you from the following publicly available third party sources:

• 12.1 professional networking sites;

• 12.2 public company registers, such as Companies House and the FCA register;

• 12.3 your organisation's own website and public social media profiles.

Data That is Collected Automatically

13. To the extent that you access the Website, we will collect your Data automatically, for example:

• 13.1 the platforms that host the Website keep server and security logs, which include your IP address and the date and time of your visit. We rely on our legitimate interests to keep the Website running and secure. Separately, and only if you accept analytics in our cookie banner, we collect information about how you use the Website (the pages you read, the site you came from, your browser and device type, and your country) to improve its content and navigation.

• 13.2 we will collect your Data automatically via cookies, in line with the choices you make in our cookie banner and your browser settings. For more information about cookies, and how we use them on the Website, see the section below, headed "Cookies".

Our Use of Data

14. Any or all of the above Data may be required by us from time to time in order to provide you with the best possible service and experience when using our Website. Specifically, Data may be used by us for the following reasons:

• 14.1 internal record keeping;

• 14.2 improvement of our products / services;

• 14.3 transmission by email of marketing materials that may be of interest to you;

• 14.4 contact for market research purposes, which may be done using email, telephone or post. Such information may be used to customise or update the Website;

• 14.5 to respond to your enquiries, provide and support the services you or your organisation have asked for, take payments, keep our website and systems secure, and meet our legal and accounting obligations;

in each case, in accordance with this Privacy Notice.

15. The legal basis we rely on for each purpose is set out below. Where we rely on our legitimate interests, you have the right to object in certain circumstances (see the section headed "Your rights" below).

16. For the delivery of direct marketing to you via e-mail, we'll need your consent, whether via an opt-in or soft-opt-in:

• 16.1 soft opt-in consent is a specific type of consent that applies when you have previously engaged with us (for example, you contact us to ask us for more details about a particular product/service, and we are marketing similar products/services). Under "soft opt-in" consent, we will take your consent as given unless you opt-out.

• 16.2 for other types of e-marketing, we are required to obtain your explicit consent; that is, you need to take positive and affirmative action when consenting by, for example, checking a tick box that we'll provide.

• 16.3 if you are not satisfied with our approach to marketing, you have the right to withdraw consent at any time. To find out how to withdraw your consent, see the section headed "Your rights" below.

• 16.4 where you are a corporate subscriber (for example, an employee or officer of a limited company, LLP or public body, contacted at your work address), we may send you marketing by email or call you without prior consent, relying on our legitimate interest in promoting our services to businesses; every such message will say who we are and how to opt out, and we will stop as soon as you ask.

17. When you register with us and set up an account to receive our services, the legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

Who We Share Data With

18. We may share your Data with the following groups of people for the following reasons:

• 18.1 our employees, agents and/or professional advisors - to run our business day to day, and to obtain accounting, legal, insurance and other professional advice;

• 18.2 third party service providers who provide services to us which require the processing of personal data - to host our website and systems, run our email, customer relationship and support tools, take payments, and provide the AI models and infrastructure that power our services, in each case acting on our instructions and under contract;

• 18.3 third party payment providers who process payments made over the Website - to process payments and refunds and confirm your billing details;

• 18.4 relevant authorities - to comply with the law, a court order or a lawful request, and to facilitate the detection of crime or the collection of taxes;

• 18.5 a buyer or successor of our business - in the event of a sale, merger or reorganisation of our business, in which case they will be bound by this notice.

• 18.6 the organisation you work for, where you use our services through your employer - your employer is our customer and decides how your information is used; we process it on their instructions and share it with them as part of providing the service.

in each case, in accordance with this Privacy Notice.

Keeping Data Secure

19. We will use technical and organisational measures to safeguard your Data, for example:

• 19.1 data in our systems is encrypted in transit and at rest;

• 19.2 access to Data is limited to the people and systems that need it for their role, and requires credentials issued by us, which we revoke when that access ends;

• 19.3 our platform data is hosted in the United Kingdom;

• 19.4 payment card details are entered directly with our payment provider and are never stored by us;

• 19.5 we keep access and activity logs and review them when investigating a security concern, and our service providers are bound by contract to protect the Data they handle for us.

20. Technical and organisational measures include measures to deal with any suspected data breach. If you suspect any misuse or loss or unauthorised access to your Data, please let us know immediately by contacting us via this e-mail address: hello@beingshouse.co.uk.

21. If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.

Data Retention

22. Unless a longer retention period is required or permitted by law, we will only hold your Data on our systems for the period necessary to fulfil the purposes outlined in this Privacy Notice or until you request that the Data be deleted.

23. Even if we delete your Data, it may persist on backup or archival media for legal, tax or regulatory purposes.

Your Rights

24. You have the following rights in relation to your Data:

• 24.1 Right to access - the right to request (i) copies of the information we hold about you at any time, or (ii) that we modify, update or delete such information. If we provide you with access to the information we hold about you, we will not charge you for this, unless your request is "manifestly unfounded or excessive." Where we are legally permitted to do so, we may refuse your request. If we refuse your request, we will tell you the reasons why.

• 24.2 Right to correct - the right to have your Data rectified if it is inaccurate or incomplete.

• 24.3 Right to erase - the right to request that we delete or remove your Data from our systems.

• 24.4 Right to restrict our use of your Data - the right to "block" us from using your Data or limit the way in which we can use it.

• 24.5 Right to data portability - the right to request that we move, copy or transfer your Data.

• 24.6 Right to object - the right to object to our use of your Data, including where we use it for our legitimate interests.

• 24.7 Right to complain - the right to raise a complaint with us directly about how we handle your Data.

25. To make enquiries, exercise any of your rights set out above, or withdraw your consent to the processing of your Data (where consent is our legal basis for processing your Data), please contact us via this e-mail address: hello@beingshouse.co.uk.

26. If you have a complaint about how we handle your Data, please contact us in the first instance via this e-mail address: hello@beingshouse.co.uk. We will acknowledge your complaint within 30 days, investigate and respond without undue delay and inform you of the outcome.

• 26.1 If you are not satisfied with the way your complaint is handled by us, you may refer your complaint to the relevant data protection authority. For the UK, this is the Information Commissioner's Office (ICO). The ICO's contact details can be found on their website at https://ico.org.uk/.

27. It is important that the Data we hold about you is accurate and current. Please keep us informed if your Data changes during the period for which we hold it.

Transfers Outside the United Kingdom

28. Data which we collect from you may be stored and processed in and transferred to countries outside of the United Kingdom. For example, this could occur if our servers are located in a country outside the United Kingdom or one of our service providers is situated in a country outside the United Kingdom.

29. We will only transfer Data outside the United Kingdom where the transfer is permitted by the Data Protection Laws and appropriate safeguards are in place. In practice this means one of the following: the destination country is covered by UK adequacy regulations; the recipient is certified under the UK Extension to the EU-US Data Privacy Framework (the UK-US data bridge); or the transfer is made under the UK International Data Transfer Agreement or the UK Addendum to the European Commission's standard contractual clauses. Details of the safeguards we rely on for a particular transfer are available on request.

30. To ensure that your Data receives an adequate level of protection, we have put in place appropriate safeguards and procedures with the third parties we share your Data with. This ensures your Data is treated by those third parties in a way that is consistent with the Data Protection Laws.

Links to Other Websites

31. This Website may, from time to time, provide links to other websites. We have no control over such websites and are not responsible for the content of these websites. This Privacy Notice does not extend to your use of such websites. You are advised to read the privacy notice or statement of other websites prior to using them.

Changes of Business Ownership and Control

32. We may, from time to time, expand or reduce our business and this may involve the sale and/or the transfer of control of all or part of the Company. Data provided by Users will, where it is relevant to any part of our business so transferred, be transferred along with that part and the new owner or newly controlling party will, under the terms of this Privacy Notice, be permitted to use the Data for the purposes for which it was originally supplied to us.

33. We may also disclose Data to a prospective purchaser of our business or any part of it.

34. In the above instances, we will take steps with the aim of ensuring your privacy is protected.

Cookies

35. This Website may place and access certain Cookies on your computer. We use Cookies to improve your experience of using the Website and to improve our range of services. We have carefully chosen these Cookies and have taken steps to ensure that your privacy is protected and respected at all times.

36. All Cookies used by this Website are used in accordance with current UK and EU Cookie Law.

37. This Website may place the following Cookies:

38. You can find a list of Cookies that we use in the Cookies Schedule.

39. We give you control over which Cookies we use. You can adjust your cookies preferences at any time at: https://beingshouse.co.uk/cookies.

40. You can also choose to enable or disable Cookies in your internet browser. By default, most internet browsers accept Cookies, but this can be changed. For further details, please see the help menu in your internet browser. You can switch off Cookies at any time, however, you may lose any information that enables you to access the Website more quickly and efficiently.

41. You can choose to delete Cookies at any time; however, you may lose any information that enables you to access the Website more quickly and efficiently including, but not limited to, personalisation settings.

42. It is recommended that you ensure that your internet browser is up-to-date and that you consult the help and guidance provided by the developer of your internet browser if you are unsure about adjusting your privacy settings.

43. For more information generally on cookies, including how to disable them, please refer to aboutcookies.org. You will also find details on how to delete cookies from your computer.

General

44. You may not transfer any of your rights under this Privacy Notice to any other person. We may transfer our rights under this Privacy Notice where we reasonably believe your rights will not be affected.

45. If any court or competent authority finds that any provision of this Privacy Notice (or part of any provision) is invalid, illegal or unenforceable, that provision or part-provision will, to the extent required, be deemed to be deleted, and the validity and enforceability of the other provisions of this Privacy Notice will not be affected.

46. Unless otherwise agreed, no delay, act or omission by a party in exercising any right or remedy will be deemed a waiver of that, or any other, right or remedy.

47. This Privacy Notice will be governed by and interpreted according to the law of England and Wales. All disputes arising under it will be subject to the exclusive jurisdiction of the English and Welsh courts.

Changes to This Privacy Notice

48. We reserve the right to change this Privacy Notice as we may deem necessary from time to time or as may be required by law. Any changes will be posted on the Website. The version in force is the one published on the Website, with its version number and date shown at the top.

You may contact us by email at hello@beingshouse.co.uk.

Cookies

Below is a list of the cookies that we use. We have tried to ensure this is complete and up to date, but if you think that we have missed a cookie or there is any discrepancy, please let us know.

Strictly necessary

We use the following strictly necessary cookies:

Functionality

We do not currently use functionality cookies on our main website. Our documentation site may remember display preferences:

Analytics and performance

We use the following analytics and performance cookies and similar technologies: