1. Overview
This Privacy Policy explains what personal data we collect, how we use it, how long we keep it and the choices available to you when you use the SimplicityHub website, contact forms, customer portal, downloads and related services.
2. What we collect
Depending on how you use the site, we may collect the following categories of information:
- contact details such as your name and email address when you contact us, create an account, download a resource or complete a purchase
- account and access information, including login details stored in a secure format and records of products linked to your account
- transaction and fulfilment information, including purchase records, product access status and payment confirmations from our payment provider
- technical and usage information such as IP address, browser type, device information, pages viewed and general usage patterns
- communications you send to us through forms, emails or support requests
3. How we collect it
We collect information directly from you when you submit forms, create an account, purchase a product, log in, download a resource or contact us. We also collect some information automatically through cookies, server logs and similar technologies used to run and improve the site.
4. How we use personal data
We use personal data to operate, protect and improve SimplicityHub, including to:
- provide access to digital products, downloads and customer workspaces
- process purchases and fulfil orders
- send transactional emails such as account messages, password resets, access emails and purchase confirmations
- respond to enquiries and support requests
- monitor basic performance, security and service reliability
- comply with legal, regulatory or tax obligations where required
5. Legal bases
Where UK data protection law applies, we rely on one or more of the following legal bases:
- contract, where processing is needed to provide a service, fulfil a purchase or manage account access
- legitimate interests, where processing is reasonably necessary to run, secure and improve the site
- consent, where we ask for it, for example for optional cookies or marketing communications
- legal obligation, where we must keep or disclose information to comply with the law
6. Payments
Payments are processed by third-party providers such as Stripe. We do not store full card details on our own systems.
7. Sharing information
We do not sell your personal data. We may share information only where needed with trusted service providers that help us run the site, such as hosting, payment processing, email delivery, analytics, security or technical support. We may also disclose information where legally required or where reasonably necessary to protect our rights, users or systems.
8. Data retention
We keep personal data only for as long as it is reasonably needed for account management, purchase records, customer support, platform security and legal or accounting obligations.
9. AI Coach conversations
Some of our products include an AI Coach feature (for example in the SimplicityHub Assistant and the Academy). When you use the AI Coach, we store the messages you send and the replies the AI returns for up to 90 days, after which the message text is automatically deleted. Anonymous usage counts (such as the number of tokens used and the estimated cost) may be kept for longer for billing reconciliation and service monitoring.
- We use this short-lived log to investigate technical errors, detect and prevent abuse of the service, and improve response quality.
- The lawful bases are (a) performance of our contract with you to deliver the AI service and (b) our legitimate interest in keeping the platform secure and reliable.
- Access to retained AI Coach messages is restricted to authorised administrators.
- If you delete your account, all of your AI Coach messages are deleted at the same time.
Please do not paste sensitive personal data, health information, commercial secrets or data belonging to third parties into the AI Coach. Treat it as a coaching tool, not a confidential vault.
10. Your rights
Depending on applicable law, you may have rights to request access to your personal data, ask for correction of inaccurate data, request deletion in some circumstances, object to certain processing, restrict processing, or request transfer of data where applicable.
11. Security
We use reasonable administrative, technical and organisational measures designed to protect personal data. However, no online service can guarantee absolute security.
12. Contact us
If you have questions about privacy or want to exercise a data-related request, please use the Contact page.