How we look after your information.

Who we are

This website is run by Harlequin Training Solutions Limited (“Harlequin”, “we”, “us”). We are the controller of the personal information described in this notice, which means we decide how and why it is used.

Company

Harlequin Training Solutions Limited, registered in England and Wales, company number 03286772

Registered office

1 Southlands, Helmsley, York YO62 5DH

ICO registration

ZC039351

Contact

john.lawton@harlequinsolutions.com

We are a small business and are not required to appoint a data protection officer. Please contact John Lawton with any privacy question.

What we collect

When you use our enquiry form or email us

• Your name and email address.
• Your phone number, if you choose to give it.
• Anything you tell us in your message, such as your organisation, role and project.

Please don’t include sensitive information, such as health details, in your message. We don’t need it to reply.

If we work together

• Business contact details for you and your colleagues, such as names, job titles, work email addresses and phone numbers.
• Information needed to invoice and get paid, such as purchase order numbers and billing contacts.
• Notes, emails and feedback exchanged during the project.

Sometimes a client shares personal information within project materials, for example names in a system walkthrough or a voiceover recording. In that case we handle it as the client’s processor, following their instructions and our contract with them.

When you visit the website

Like any website, our hosting provider and the services that deliver our fonts and form automatically receive technical information such as your IP address, browser type and the time of your visit. We don’t use this to identify you.

How we use it and why

Data protection law requires us to have a lawful basis for each use of your information. These are ours:

You don’t have to give us any information, but we need your name and email address to reply to an enquiry. We don’t make decisions about you by automated means alone, and we don’t profile you.

Who we share it with

We don’t sell your information or share it for others’ marketing. We use a small number of trusted services to run the business:

• Web3Forms, which delivers enquiry form messages to our inbox. See the Web3Forms privacy policy.
• Google Workspace, our email and file storage provider.
• Zarbi Ltd, our website hosting provider.
• Fontshare, which supplies the typefaces used on this site. Your browser requests them directly, which shares your IP address.
• Philip Gurnhill Accountants, our accountants, with whom we share invoicing details for our accounts and tax records.
• Specialist freelancers, such as voiceover artists or developers, only where needed for your project and under a confidentiality agreement.

We may also disclose information if the law requires it, or to protect our legal rights.

Transfers outside the UK

Some of the services above may store or process information outside the UK, for example in the European Economic Area or the United States. Where they do, we rely on the protections UK law provides, such as UK adequacy regulations, the UK Extension to the EU–US Data Privacy Framework, or the International Data Transfer Agreement or Addendum. You can ask us for more detail.

How long we keep it

• Enquiries that don’t lead to a project: up to 12 months after our last contact, then deleted.
• Client project records and correspondence: for 7 years after the project ends, in case of questions or claims.
• Accounting records: for 6 years from the end of the financial year they relate to, as required by law.

Keeping it secure

We use password-protected accounts with two-factor authentication, encrypted devices and reputable providers. Access is limited to the people who need it. The website and form use HTTPS, so information is encrypted in transit.

Cookies

This website does not set cookies and does not use analytics, advertising or social media tracking. If that changes, we will update this notice and ask for your consent first where the law requires it.

Your rights

You have the right to:

• Access: ask for a copy of the information we hold about you.
• Rectification: ask us to correct anything that is wrong or incomplete.
• Erasure: ask us to delete your information, where we have no good reason to keep it.
• Restriction: ask us to limit how we use your information.
• Portability: ask for information you gave us in a reusable format, where we rely on contract.

To use any of these rights, email john.lawton@harlequinsolutions.com. There is normally no charge. We will reply within one month, and may need to confirm your identity first.

Complaints

If you are unhappy with how we have handled your information, please tell us first so we can put it right. You can email john.lawton@harlequinsolutions.com, use the enquiry form on this page, or write to us at 1 Southlands, Helmsley, York YO62 5DH. We will acknowledge your complaint within 30 days, look into it and tell you the outcome.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator:

• Website: ico.org.uk/make-a-complaint
• Helpline: 0303 123 1113
• Post: Information Commissioner’s Office, 4th Floor, No.3 Circle Square, 5 Hawkshaw Street, Manchester M1 7BL

Changes to this notice

We review this notice regularly and update it when the way we use information changes. The date at the top shows when it was last updated.