Privacy notice
Last updated: 31 October 2026
This notice explains how we use your personal data on williamcognity.com. We follow the EU General Data Protection Regulation (GDPR) and the UK GDPR. We try to collect as little as possible.
1. Who is responsible for your data
William Cognity is the controller of the personal data described here. Business details such as the business name, address and VAT number are shown on invoices and at checkout. To reach us about your data, write to hello@williamcognity.com.
2. What we collect
- Starter kit and newsletter sign-ups: your name, email address and role (for example counsellor, school leader or parent).
- Enquiry and booking forms and emails: your name, email, school or organisation, role, and the message you write.
- Purchases: your name, email, billing details and what you bought. Card details are handled by Stripe. We never see or store your full card number.
- Quiz answers: if you take the free "Find your 4 factors" quiz, your answers stay in your own browser. We do not receive them or store them on our servers.
- Technical data: basic information that servers need to show the site, such as your IP address and browser type. Our hosting provider handles this.
- Cookie choice: a small note in your browser that records the choice you made.
We do not collect special categories of data on purpose. Please do not put health or other sensitive details in forms or emails unless it is necessary for a coaching session.
3. Why we use your data, and our legal basis
| Purpose | Legal basis |
|---|---|
| Send the starter kit and the emails you asked for | Your consent (you can withdraw it at any time) |
| Deliver purchases, give invoices, give support | Contract, and our legal duties for accounts and tax |
| Answer enquiries and arrange 1:1 sessions or school demos | Contract steps you ask for, and our legitimate interest in replying |
| Send helpful emails about related products to customers | Legitimate interest, or consent where the law requires it. You can opt out in every email. |
| Keep the site secure and working | Legitimate interest |
| Measure visits (only if you accept analytics cookies) | Your consent |
4. Who we share data with
We do not sell your data. We share it only with the services we need to run the site and the business:
- Stripe to take payments.
- Cloudflare to host the website and to route email sent to our address.
- Our email sending provider to send the emails you asked for. We choose providers who protect your data.
- Accountants and advisers when we need them for tax and legal duties.
- Authorities if the law requires it.
These providers act under their own terms or under our instructions, depending on the service.
5. Transfers outside your country
Some providers process data in other countries, including the United States. Where this happens, we rely on safeguards the law allows, such as the EU-US Data Privacy Framework or Standard Contractual Clauses, as set out by each provider.
6. How long we keep data
- Sign-up details: until you unsubscribe, then only a short note so we do not email you again.
- Enquiries and emails: normally up to 24 months after our last contact.
- Invoices and payment records: for as long as the law requires, usually several years.
- Cookie choice: up to 12 months.
7. Your rights
You can ask us to: see your data, correct it, delete it, limit how we use it, move it to another service, or stop using it for emails or for our legitimate interests. If we use your data because you agreed, you can withdraw consent at any time. This does not affect what we did before. Every marketing email has an unsubscribe link. To use any right, email hello@williamcognity.com. We will reply within one month.
8. Children
Our products and emails are for adults: counsellors, teachers, school leaders and parents. We do not aim our website at children under 16 and we do not knowingly collect their data. If you think a child gave us data, please write to us and we will delete it. Parents may book a session on behalf of a child.
9. Security
The website uses HTTPS. Payments run through Stripe's secure system. We limit who can see your data and use trusted providers. No system is perfectly safe, so please use strong passwords and be careful with email.
10. Cookies
See our Cookie policy for what we store in your browser and how to change your choice.
11. Complaints
Please tell us first so we can help. You also have the right to complain to a data protection authority. In the EU, this is the authority in the country where you live or work. In the UK, it is the Information Commissioner's Office (ico.org.uk).
12. Changes to this notice
We may update this notice. The date at the top shows the latest version. If we make a big change, we will tell you on the website or by email.
13. Contact
Privacy questions: hello@williamcognity.com.