Privacy Statement and Cookies Policy

Contents

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1. Introduction

At Adapta Consulting, we take your privacy seriously and are dedicated to ensuring full compliance with all relevant data protection legislation, including the EU General Data Protection Regulation 2016/679 (GDPR) and the Data Protection Act 2018. This Privacy Statement and Cookies Policy outlines how we collect, use, and protect your personal information, and the measures we have in place to safeguard your privacy.

Adapta Consulting (Adapta Ltd) is a Limited company registered in England and Wales (company number 09291361) and is registered with the Information Commissioner’s Office (ICO), registration number ZA694559. For further information on how we handle personal data, please contact us at hello@adaptaconsulting.co.uk.

2. Our commitment to your privacy

We are fully committed to protecting your personal data. Depending on the nature of our relationship with you or your organisation, we may act as either a data controller or a data processor, as defined by applicable data protection laws.

Regardless of whether we are acting as a data controller or data processor, we are committed to the highest standards of data protection and compliance with all relevant data protection laws. This privacy policy explains how we manage your personal data in these capacities and how you can exercise your rights.

3. How we use your information

3.1. Visitors to our website

When you visit our website at www.adaptaconsulting.co.uk we use third-party analytics such as Google Analytics and HubSpot to collect standard web log data and details of visitor use patterns. You can find out more about how our website uses cookies from our cookies policy in section 6 below (‘Cookies policy’).

Our website is hosted in the EU by One.com. One.com does not hold any personal information other than that relating to our staff and associates and as may be temporarily necessary to process any information you might submit via our web forms. If you leave our site via a link or otherwise, you will be subject to the policy of the provider of the destination website. We have no control over the data protection policies or terms of third-party websites and so you should check their policies before using their websites.

3.2. Visitors to our offices

If you visit our offices at 5 St John’s Lane London, EC1M 4BH, we might provide your name to the reception before you arrive, so that they can welcome you and sign you into the building. The building (including reception) is managed by Smithfield Business Centre. They will only retain this information for the day of your visit.

3.3. People who submit a query via our website

When you provide information to us via the ‘contact us’ form on our website, your query is automatically emailed to us and then immediately deleted from the website.

Your contact details are then stored on our internal customer relationship management (CRM) system. We will respond to your query as soon as possible and the retention period for your personal data will depend on the extent of your query.

We will keep your information secure and will retain it only for as long as is necessary to fulfil the purpose for which it was collected. We will not sell or exchange it with any other organisation, and we not share it with any other organisation unless:

3.4. People who attend our events

Event bookings are processed via the EventBrite ticketing platform, and the details are then passed on to our CRM system. All solution providers are compliant with UK data privacy and protection laws.

If you apply to attend one of our events, we will not share your data with anyone outside of Adapta Consulting apart from your name and organisational affiliation which will go onto the event delegate list and badge which will be shared with fellow delegates. We offer to share email addresses with other delegates but this only happens if you explicitly give permission for it as you leave the event.

We occasionally take photographs at our events but if we do we will clearly tell all delegates at the event and will give you the opportunity to opt out.

We provide evaluation forms at all our events, in order to help us constantly improve them. You do not have to provide personal details on the evaluation forms.

3.5. Marketing and newsletters

We will collect your name and email address if you opt in to receive our newsletters and/or updates of upcoming events, so that we can send you the information that you have requested. Additionally, we would like to send you information about our products and services from time to time as well as announcements, articles and press releases that we think are likely to be of interest to you and/or of relevance to your role.

We use a third-party provider (HubSpot) to deliver our newsletters and electronic mailshots. We gather statistics about email opening and clicks/engagement using standard technologies and use software tools to help us track your engagement with us and monitor our marketing campaigns.

Each newsletter has a clear unsubscribe option. If you sign up to the newsletter or if you are a client or former client, we will send you our newsletter or other mailshots relating to topics we believe are of interest to your role or organisation using legitimate interest as our lawful basis for contacting you, and will carry on doing this for a reasonable period of time or until you unsubscribe.

In certain circumstances, we may have a lawful basis to send you marketing communications, while in others, we may rely on your consent. Regardless of the basis, you always have the right to opt out of receiving marketing communications from us at any time. Additionally, if you have previously consented to us sharing your personal data with third parties for marketing purposes, you can withdraw that consent at any time.

You can opt out by clicking the ‘unsubscribe’ link in our marketing emails or by contacting us directly in writing. We will process your request promptly and ensure your preferences are respected.

3.6. Clients and potential clients

If you ring our office landline number, the call will be answered on our behalf by our staff who may make notes to help us handle your enquiry.

We keep personal data relating to our key contacts at any organisation that expresses an interest in commissioning Adapta Consulting to carry out an engagement. These details are kept on our CRM system. We endeavour to keep contact information up to date and may add you to our newsletters or targeted mailshots using legitimate interests as the basis for doing so.

Sometimes, during an engagement, we might need access to personal data you hold as a Data Controller, in order to help us deliver the engagement itself (e.g. as sample datasets or documents identifying people not employed by your organisation). In those instances, we are likely to be a third-party data processor. Any personally-identifiable data you provide under such circumstances will be treated with the utmost confidentiality and will only be used for the specific needs of the engagement. We will not share the data with any other third parties without your explicit consent.

3.7. Job applicants, former employees and Associate consultants

We manage all recruitment internally and do not share any data with third parties. We retain data relating to unsuccessful applicants for up to a year, whereupon we delete most of the information. We retain the name of all applicants for no more than five years.

Information about former employees is retained only for as long as we have a relevant, legitimate purpose for doing so.

Adapta Consulting also works with associates who are independent contractors that work for us from time to time when we need to make use of their specialist skills. We hold personal data relating to our associates for the duration of our work with them plus a further six years. All Associates sign GDPR compliant contracts with Adapta before doing any work with us and handle any personal data with the same rigour and transparency as our own partners and staff.

3.8. Suppliers

If we have an obligation to pay you (e.g. following delivery of services) we will collect personal data from you to enable us to complete the transaction. We will store the data in our CRM system. We use online banking to make supplier payments. We retain supplier details for up to seven years from the date of the last transaction with them.

4. Your rights

4.1. Access to personal information

Adapta tries to be as open as it can be in terms of giving people access to their personal information. You have a right to ask us to stop processing your personal information and a right to ask for a copy of any information that we hold about you. You can read more about your rights here – https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/

If we do hold information about you we will:

You can also ask us at any time to correct any mistakes there may be in the data we hold about you.

To make a request to Adapta for any personal information we may hold about you, please put the request in writing addressing it to hello@adaptaconsulting.co.uk  

4.2. Regulatory Requirements

We may also share data with regulatory bodies and our external advisors should this be necessary for our legitimate business purposes or help us fulfil statutory or regulatory requirements.

5. Data Security

Adapta takes the security of the data we hold very seriously. All staff use encrypted devices and two-factor authentication for additional security.

We take great care to minimise the risks of a data breach. If in the unlikely event we ever experience a significant data breach, we would inform data subjects as appropriate and would notify the ICO within the statutory 72 hour limit if applicable.

6. Use of cookies on this website

Our website uses cookies to enhance your browsing experience, analyse website performance, and provide relevant content. Cookies are small text files stored on your device when you visit our site, enabling us to deliver essential functionality and tailored experiences.

We use the following types of cookies:

6.1. Why we use cookies

Cookies allow us to:

6.2. Managing cookies

Our website includes a built-in cookie management tool, allowing you to disable non-essential cookies at any time. You can customise your cookie preferences when you first visit our site or update them later through the cookie settings panel.

Alternatively, you can manage cookies through your browser settings. Most browsers allow you to:

Please note that disabling some cookies may affect website functionality.

6.3. Managing cookies

We use analytics tools, including HubSpot and Google Analytics, to track visitor interactions with our website. These tools help us analyse user behaviour and improve our services.

Our cookie management software ensures compliance with UK and EU data protection laws, allowing users to opt out of non-essential cookies while maintaining essential functionality. Personal data is never shared outside our organisation without explicit consent.

6.4. Managing cookies

We may update this Cookies Policy periodically to reflect changes in technology or legislation. Please revisit this section occasionally to stay informed.

For more information on managing cookies, visit: