Privacy Policy

Last updated: 24 September 2026

Elephants in Rooms Ltd takes your privacy seriously. This privacy policy explains what personal information we collect, why we use it, who we may share it with, and the choices and rights you have.

WHO ARE WE?
Elephants in Rooms Ltd provides training, education, resources and related services.
If you have any questions about this privacy policy or about how we use your personal information, please contact us at contactus@elephantsinrooms.co.uk.

WHAT INFORMATION MIGHT WE COLLECT ABOUT YOU?
The information we collect depends on how you interact with us. It may include your name, email address, telephone number where you provide it, organisation and job role, location where relevant, information about courses, webinars or events you book or attend, information you provide when you contact us with an enquiry, responses you provide on forms, questionnaires or feedback requests, your preferences about receiving emails from us, records of your interactions with our emails, forms or services, and payment and transaction information where relevant.
If you choose to provide information that is particularly sensitive, such as information about your health or personal circumstances, we will only use that information where it is necessary and where data protection law allows us to do so.

HOW DO WE COLLECT YOUR INFORMATION?
We may collect information directly from you when you contact us by email or through a form, register for an account or course through our learning platform, book an event or webinar, attend training, complete a survey or feedback form, ask to receive updates from us, or purchase a product or service.
We may also receive your information from services we use to manage registrations and bookings, such as Ticket Tailor and Eventbrite, when you register for one of our events.

WHY DO WE USE YOUR INFORMATION?
We may use your information to respond to enquiries, process and administer bookings and purchases, provide courses, webinars, training and resources you have requested, send information needed for an event or course you are attending, provide customer support, maintain appropriate business, accounting and administrative records, improve our training, resources and services, ask for genuine feedback about services or events you have used, manage our relationship with customers, learners and organisations, and send occasional marketing emails where you have chosen to receive them.
We will not use your personal information for a substantially different purpose without considering whether we need to tell you or obtain additional consent.

WHAT IS OUR LAWFUL BASIS FOR USING YOUR INFORMATION?
Data protection law requires us to have a lawful reason for using personal information. Different lawful bases may apply depending on what we are doing.
We may rely on contract where we need to use your information to provide a service, course, event or product you have requested.
We may rely on legal obligation where we need to keep or use information to comply with legal, accounting, tax or regulatory requirements.
We may rely on legitimate interests where using your information is reasonably necessary for the operation and improvement of our business, provided those interests do not override your rights and interests. This may include activities such as administering our services, maintaining appropriate records, responding to genuine feedback, improving our services and protecting the security of our systems.
We may rely on consent where you have made a clear choice to allow us to use your information for a particular purpose. In particular, where you actively opt in to receive marketing emails from Elephants in Rooms, we rely on your consent.
You can withdraw that consent at any time.

MARKETING EMAILS
We only want to send marketing emails to people who want them.
Where you actively choose to receive Elephants in Rooms updates, we may send you occasional emails about articles and resources, webinars and events, training and courses, and other relevant Elephants in Rooms news.
You can unsubscribe at any time by using the unsubscribe link contained in our marketing emails.
Unsubscribing from marketing does not necessarily mean that we will delete all information we hold about you. For example, we may still need your information to administer a course you are taking, fulfil a contract, maintain financial records, or keep a minimal record that you have asked not to receive marketing.

WHICH SERVICES DO WE USE?
We use trusted third-party services to help us provide and manage our services.
We use HubSpot as our customer relationship management system and to manage forms, contact information, marketing preferences and email communications.
We use Ticket Tailor and Eventbrite to manage registrations and bookings for some events and webinars.
We use Microsoft Teams to deliver some live online training and events.
We use our online learning platform to provide courses, learning resources and associated services.
We may also use payment providers, website hosting providers, IT services and other professional service providers where necessary.
These organisations may process personal information on our behalf. We only share information that is reasonably necessary for them to provide their services.
We do not sell your personal information.

DOES YOUR INFORMATION LEAVE THE UK?
Some of the technology providers we use operate internationally and may process information outside the United Kingdom.
Where personal information is transferred internationally, we expect appropriate safeguards to be used in accordance with applicable data protection law.

HOW LONG DO WE KEEP YOUR INFORMATION?
We do not keep personal information indefinitely simply because we have it.
How long we retain information depends on why we collected it and whether we need it for legal, contractual, accounting, administrative or other legitimate purposes.
Booking, transaction and business records may be kept for the period required for accounting or legal purposes. Information relating to an active course or customer relationship may be kept while that relationship continues and for an appropriate period afterwards. Marketing information may be retained while you remain subscribed and while it is reasonable for us to maintain that relationship.
Where you unsubscribe, we may retain a minimal suppression record so that we know not to send you further marketing.
We review the information we hold and delete or anonymise information that we no longer reasonably need.

WHAT ABOUT FEEDBACK AND TESTIMONIALS?
We may occasionally ask people who have attended our events or used our services for feedback.
Providing feedback is voluntary.
If we would like to publish something you have said as a testimonial or quotation, we will ask for your permission and explain how you may be identified.
Giving feedback does not automatically give us permission to publish your comments.

WHAT ARE YOUR RIGHTS?
Depending on the circumstances, data protection law may give you the right to ask what personal information we hold about you, receive a copy of that information, ask us to correct inaccurate or incomplete information, ask us to delete your information in certain circumstances, ask us to restrict how your information is used, object to certain uses of your information, withdraw consent where we rely on consent, receive certain information in a portable format, and object to direct marketing at any time.
If you would like to exercise any of these rights, contact us at contactus@elephantsinrooms.co.uk.
We may need to confirm your identity before dealing with some requests.

CAN YOU COMPLAIN ABOUT HOW WE USE YOUR INFORMATION?
Yes.
If you have concerns about how we have handled your information, we would encourage you to contact us first so that we can try to resolve the issue.
You also have the right to make a complaint to the Information Commissioner’s Office, the UK’s independent data protection regulator.

DO WE USE AUTOMATED DECISION-MAKING?
We do not currently use personal information to make solely automated decisions about you that have legal or similarly significant effects.

WHAT ABOUT COOKIES?
Our website may use cookies and similar technologies that are necessary for the website to function.
If we use optional cookies or tracking technologies that require consent, we will provide appropriate information and choices when you visit the website.

CHANGES TO THIS POLICY
We may update this privacy policy occasionally, for example when our services, technology providers or legal obligations change.
The latest version will always be published on this page, together with the date it was last updated.