Privacy Policy

1. Introduction

Helix Infrastructure Academy Ltd ("we", "us", "our") is committed to protecting your personal data. This privacy policy explains how we collect, use, store, and share information when you visit our website, enquire about our programmes, or enrol as a participant. We are registered in England and Wales under company number 15283741, with our principal office at 200 Broomielaw, Suite 310, Glasgow G1 4RU, United Kingdom.

This policy is issued in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Where we refer to "personal data", we mean any information that identifies or can be used to identify a living individual.

2. Data Controller

Helix Infrastructure Academy Ltd is the data controller responsible for your personal data. If you have questions about this policy or wish to exercise your rights, you may contact us at:

• Email: hello@helixacademy.co.uk
• Phone: +44 141 374 2918
• Post: Data Protection Enquiries, 200 Broomielaw, Suite 310, Glasgow G1 4RU

3. Information We Collect

We may collect and process the following categories of personal data:

• Identity data: full name, job title, and employing organisation.
• Contact data: email address, telephone number, and business postal address.
• Enquiry data: team size, preferred demo date, and any message content submitted through our forms.
• Enrolment data: programme tier selected, payment details (processed by our payment provider — we do not store card numbers), and programme attendance records.
• Technical data: IP address, browser type and version, time zone setting, operating system, and device type.
• Usage data: pages visited, time spent on pages, and navigation paths.
• Communications data: records of email correspondence and support interactions.

4. How We Collect Your Data

We collect personal data through the following methods:

• Directly from you: when you complete a demo booking form, subscribe to our newsletter, enrol in a programme, or contact us by email or phone.
• Automatically: when you browse our website, through cookies and similar tracking technologies (see Section 10 below).

5. Lawful Basis for Processing

We rely on the following lawful bases under Article 6 of the UK GDPR:

• Consent: for newsletter subscriptions and non-essential cookies. You may withdraw consent at any time.
• Contractual necessity: to process your enrolment, deliver programme content, and provide post-programme support.
• Legitimate interests: to respond to demo enquiries, improve our website and services, and maintain records for administrative purposes. We balance these interests against your rights and freedoms.
• Legal obligation: to comply with tax, accounting, and regulatory requirements.

6. How We Use Your Data

We use your personal data for the following purposes:

• To arrange and confirm demo sessions.
• To process enrolments and deliver our programmes.
• To send programme-related communications, including scheduling updates, pre-course materials, and post-programme support.
• To send our monthly newsletter (only with your explicit consent).
• To respond to enquiries and provide customer support.
• To monitor and improve our website's performance and user experience.
• To comply with our legal and regulatory obligations.

7. Data Sharing

We do not sell, rent, or trade your personal data to third parties. We may share your data with the following categories of recipients where necessary:

• Service providers: including hosting providers, email delivery services, and payment processors who act as data processors on our behalf under written contracts.
• Professional advisers: including accountants and legal advisers, where required for business administration.
• Regulatory authorities: including HMRC and the Information Commissioner's Office (ICO), where required by law.

All third-party processors are required to handle your data in accordance with our instructions and applicable data protection law.

8. International Transfers

We primarily store and process data within the United Kingdom. Where any data is transferred outside the UK, we ensure that appropriate safeguards are in place, such as standard contractual clauses approved by the Information Commissioner's Office, or transfers to countries with an adequacy decision from the UK government.

9. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected:

• Demo enquiry data: 12 months from the date of the enquiry, unless you enrol.
• Enrolment and programme records: 6 years after programme completion, to meet tax and accounting obligations.
• Newsletter subscription data: until you unsubscribe or withdraw consent.
• Website analytics data: 26 months in aggregated, anonymised form.

When personal data is no longer required, we securely delete or anonymise it.

10. Cookies

Our website uses cookies — small text files placed on your device — to help us understand how you use our site and to improve your experience. We use the following types of cookies:

• Strictly necessary cookies: required for the website to function (e.g., session management and cookie consent preferences). These do not require your consent.
• Analytics cookies: used to measure site traffic and understand user behaviour in aggregate. These are only set with your consent.

You can manage your cookie preferences through the cookie consent banner displayed when you first visit our site, or by adjusting your browser settings. Disabling cookies may affect certain functionality of the website.

11. Your Rights

Under the UK GDPR, you have the following rights in relation to your personal data:

• Right of access: to request a copy of the personal data we hold about you.
• Right to rectification: to request correction of inaccurate or incomplete data.
• Right to erasure: to request deletion of your personal data in certain circumstances.
• Right to restriction: to request that we limit the processing of your data.
• Right to data portability: to receive your data in a structured, machine-readable format.
• Right to object: to object to processing based on legitimate interests or for direct marketing purposes.
• Right to withdraw consent: where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, please contact us using the details in Section 2. We will respond within one month. There is no fee for making a request, although we may charge a reasonable fee if the request is manifestly unfounded or excessive.

12. Complaints

If you are unsatisfied with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

• Website: ico.org.uk
• Telephone: 0303 123 1113
• Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

We would appreciate the opportunity to address your concerns before you approach the ICO, so please contact us first.

13. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices or in applicable law. When we make material changes, we will update the "Last updated" date at the top of this page. We encourage you to review this policy periodically. Continued use of our website after changes are posted constitutes your acceptance of the revised policy.

If you have any questions about this privacy policy or our data practices, please contact us at hello@helixacademy.co.uk.