At The PhD People Ltd (“we”, “us”, “our”), we are committed to protecting your privacy and handling your personal data responsibly. This Privacy Policy explains what information we collect about you, how we use it, the legal bases we rely on, and the rights you have under UK data protection law.

By accessing or using our website, services, courses, community or membership (collectively, the “Services”), you agree to this Privacy Policy. If you do not agree, please do not use the Services.

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Data Controller

The PhD People Ltd
C/O Zero Villa 532, 5th Fl The Grange
100 High Street
London, England
N14 6BN

Email: [email protected]

We are the “data controller” responsible for your personal data under the UK GDPR and Data Protection Act 2018.

What This Policy Covers

This Privacy Policy applies to personal data collected through:

• our website and landing pages

• email communications

• Circle (our community platform)

• live sessions, workshops, writing sessions and events

• purchases and membership interactions

• registration forms, quizzes, assessments and downloads

We may update this Privacy Policy from time to time. The “Last updated” date at the top reflects the latest version. Continued use of the Services means you accept the updated Policy.

Information We Collect

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

Identity & Contact Data

• Name

• Email address

• Programme of study and research area (if provided)

Account & Membership Data

• Membership status

• Payment history (processed securely via third-party payment providers)

• Subscription preferences

• Course or product purchases

Community & Interaction Data

• Posts, comments and engagement within Circle

• Messages you intentionally share in the community

• Profile information you choose to provide

Session Participation Data

When you attend live sessions (e.g., writing sessions, workshops, masterclasses, events), we may collect:

• audio and video recordings

• automatically generated transcripts

• chat messages and Q&A inputs

• attendance data

• AI-generated summaries or notes derived from recordings or transcripts

If you prefer not to appear in recordings, you may keep your camera off, use an alias, or choose not to speak.

Accessibility Adaptations Created by Members

Some members or participants may create their own personal accessibility adaptations (e.g., personal transcripts or notes).
These are created and controlled by the member for their own use.

We do not access, store or process these materials unless the member voluntarily chooses to share them.

Technical Data

• IP address

• Device information

• Browser type

• Pages visited

• Interaction with emails

• Cookies and tracking technologies (see our Cookie Policy)

How We Collect Your Information

We collect data in the following ways:

• When you register for an account, purchase a product or join the membership

• When you complete forms, assessments or quizzes

• When you interact with Circle or attend live sessions

• When you communicate with us via email or support

• Automatically through website analytics and cookies

• From publicly available sources where relevant (e.g., professional information)

How We Use Your Information

We use your personal data for the following purposes:

To deliver our Services (Performance of Contract)

• Creating and managing your membership

• Providing access to live sessions, replays, resources and community features

• Providing transcripts or alternative formats to support accessibility needs

• Processing payments

To operate and improve the services we offer (Legitimate Interests)

• Managing event bookings and attendance

• Recording sessions to provide replays and resources

• Generating AI summaries, transcripts and notes

• Moderating and safeguarding the community

• Analysing engagement to improve our Services

• Sending essential service communications

• Providing onboarding, support and updates

For marketing and communication (Legitimate Interests or Consent)

• Sending newsletters, offers or updates

• Behavioural or targeted advertising based on your interactions
  You may opt out of marketing at any time by emailing [email protected]

For legal, compliance or security reasons (Legal Obligation / Legitimate Interests)

• Fraud prevention

• Responding to legal requests

• Keeping appropriate business records

• Complying with our duties under the Equality Act 2010 (e.g., reasonable adjustments)

Lawful Bases for Processing

Under UK GDPR, we rely on the following lawful bases:

• Performance of Contract (Art. 6(1)(b))
  To provide the membership, deliver courses, process payments, and offer accessible alternatives where required.

• Legitimate Interests (Art. 6(1)(f))
  To run and improve our Services, deliver replays, record sessions, moderate the community, ensure safety, analyse engagement, and send essential communications.

• Legal Obligation (Art. 6(1)(c))
  Where required by law (e.g., accounting, safeguarding, Equality Act reasonable adjustments).

• Consent (Art. 6(1)(a))
  Only where explicitly required (e.g., certain marketing activities).
  You may withdraw your consent at any time.

How We Share Your Information

We do not sell your data.

We may share your data with carefully selected third-party processors who help us deliver the Services, including:

• Circle (community platform)

• Zoom or other video platforms (live sessions, recordings)

• Stripe / Zoho / payment processors

• Email service providers

• Analytics and ad service providers

• AI transcription or summarisation tools

These providers only process your data according to our instructions and are bound by confidentiality and data processing agreements.

We may also disclose your information:

• to comply with law or legal requests;

• to enforce our policies or protect the rights of users;

• in connection with a business transfer, merger or acquisition.

We do not disclose session recordings or transcripts outside the membership.

International Transfers

Some of our service providers may process data outside the UK. Where this occurs, we ensure appropriate safeguards are in place (such as Standard Contractual Clauses).

Retention of Your Information

We retain your data only for as long as necessary for the purposes described above.

Typical retention periods:

• General account & membership data: until 2 years after account closure

• Recordings, transcripts & summaries: typically 12–24 months

• Communications: up to 24 months

• Analytics & logs: 12–36 months (depending on system settings)

We may retain certain information longer if required for legal, financial or safeguarding purposes.

Anonymous or aggregated data may be kept indefinitely.

Your Data Protection Rights

You have the following rights under UK GDPR:

• Access to your personal data

• Correction of inaccurate data

• Erasure of data (“right to be forgotten”)

• Restriction of processing

• Objection to processing

• Data portability

• Withdrawal of consent (where applicable)

• Right to lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise these rights, email: [email protected]

We will respond in accordance with applicable law.

Cookies and Tracking Technologies

We use cookies and similar technologies to analyse site performance, personalise content, enhance user experience and support marketing activities.

For more details, please refer to our Cookie Policy.

Security

We take reasonable technical and organisational measures to protect your personal data from loss, misuse or unauthorised access.
However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Third-Party Links

Our Services may contain links to external websites not operated by us.
We are not responsible for the privacy practices or content of third-party sites.
We encourage you to review their privacy policies before providing personal information.

Contact & Data Protection Lead

If you have any questions, concerns or data requests, you may contact:

The PhD People Ltd
C/O Zero Villa 532, 5th Fl The Grange
100 High Street
London, England
N14 6BN
Email: [email protected]

We will respond in accordance with UK GDPR requirements.