1. Who We Are
This policy explains how Culturistics Ltd (“we”, “us”, “our”) handles personal information. Culturistics is a small, purpose‑driven consultancy based in Essex, UK, focused on strategy engagement and organisational development. We take privacy seriously and aim to treat others’ information as carefully as we’d want our own handled.
If you have any questions or wish to exercise your privacy rights, please contact us at: privacy@culturistics.co.uk.
2. What Information We Collect
We only collect the information we need to provide our services, respond to enquiries, or maintain professional relationships. Depending on how you interact with us, we may collect:
- Name and email address — when you subscribe to updates, contact us, or participate in an event.
- Responses to forms or surveys — when you complete a Google Form created by us (for example, feedback or workshop exercises).
- Content shared through ChatGPT‑based tools — when you use a Culturistics GPT or AI form, the text you provide may be processed by OpenAI’s systems to generate responses or insights.
- Website usage data — general analytics information (not personally identifiable), if used.
- Professional contact details — names and email addresses of colleagues, collaborators, and friends with whom we’ve built a relationship over time.
We do not collect sensitive information unless it’s freely offered for a specific, clear purpose (e.g. voluntary feedback).
3. How We Use the Information
- Communicate with you in response to your request or ongoing collaboration;
- Provide access to resources, workshops, or digital tools you’ve chosen to use;
- Analyse and improve the effectiveness of our tools and materials;
- Maintain professional contact with individuals we know and have worked with;
- Meet any legal or contractual obligations where applicable.
We do not sell, rent, or share data with third parties for marketing purposes.
4. How We Use AI and Cloud Services
To improve accessibility and learning, we sometimes use third‑party tools that process data on our behalf:
- ChatGPT (OpenAI) — Used to power interactive tools or custom GPTs that process user inputs to generate responses. OpenAI may store data under its own Privacy Policy.
- Google Forms and Google Sheets — Used to collect and manage feedback, responses, and learning data. These are stored within Google’s secure cloud environment under their Privacy Policy.
We recommend avoiding the inclusion of sensitive personal data when using our AI or form tools unless specifically requested for a defined purpose.
5. How Long We Keep Information
- Form and survey responses — kept only as long as needed to analyse and apply the results.
- Email subscriptions — removed immediately upon unsubscribing.
- ChatGPT tool interactions — not retained by Culturistics beyond the session.
- Professional contacts — retained for as long as they remain relevant to ongoing or future collaboration. Many of our relationships span years, and occasional contact is part of maintaining those connections.
If you ever prefer your details not to be retained or contacted, you can ask us to delete them at any time (see section 7).
5a. Interview and Project Data
From time to time, we interview client staff or stakeholders as part of our consulting and research work. These interviews are conducted with the knowledge of the client organisation, and findings are summarised and reported back in aggregate form.
Retention and purpose: Transcripts and analysis materials are stored securely and may be retained indefinitely for reference, learning, quality assurance, and methodological development. Where possible, we anonymise or pseudonymise data to protect individuals’ identities. These materials are never shared publicly or with other clients without explicit consent.
Safeguards (proportionate to a one‑person consultancy):
- Files stored in clearly labelled project folders;
- Contact details kept separate from transcripts and analysis outputs;
- Anonymised versions clearly marked (e.g., “_anon.txt”);
- Access restricted to Culturistics Ltd only;
- Use limited to legitimate interests and contractual delivery (see Section 6).
6. Lawful Basis for Processing
- Consent — when you actively subscribe or complete a form.
- Legitimate interest — maintaining professional relationships and improving our services.
- Contractual necessity — when data is required to deliver a workshop, project, or agreed service.
7. Your Rights
You have the right to:
- Request a copy of any personal data we hold about you;
- Ask for corrections or updates;
- Withdraw consent at any time (for instance, unsubscribing from emails);
- Ask us to delete your data (“right to be forgotten”).
To exercise these rights, email privacy@culturistics.co.uk and we will respond promptly.
8. Security
We take reasonable and proportionate steps to protect your data, including password protection, two‑factor authentication, and secure storage of online files. Only the owner of Culturistics Ltd has access to these systems.
9. Further Information
For more details on data protection and your rights under UK law, visit the Information Commissioner’s Office (ICO).