Privacy policy

Hyphae Learning Ltd, a company registered in England with company number 15199329 is the controller and responsible for your personal data (referred to as "we", "us" or "our" in this privacy policy).

This privacy policy sets out how we use and protect personal data of the Platform user (“you”, “your”) during your use of Hyphae Learning (“Platform”), including any data you may provide when you visit our Platform, produce content for our Platform (as a “Content Provider”), purchase our content and other services (as a “Subscriber”) or sign up for our marketing.

This Platform is not intended for children and we do not knowingly collect data relating to children.

If you have any questions about this privacy policy, including any requests to exercise your legal rights (section 9), please contact us using the information set out in the contact details section (section 13).

Personal data means any information about an individual from which that person can be identified.

We may collect, use, store and transfer (collectively “process”) different kinds of personal data about you which we have grouped together as follows:

a) Identity data: first name, last name.

b) Professional data: if you are a commercial Subscriber, details of your organisation and job title.

c) Contact data: billing address, email address and telephone numbers.

d) Content Providers’ data: videos and images, professional biography and/or any other relevant information we may request from a Content Provider.

e) Communications data: if you contact us (including submitting enquiries), a record of our correspondence with you.

f) Transaction data: records of payments to and from you, and other details of the content you have purchased from us (“Subscription Packages” and/or “Independent Learning Courses”) and/or any other services you purchase that we may offer from time to time.

g) Technical data: internet protocol (IP) address, your login data, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this Platform.

h) Log-in data: your username and password when you create an account to access your Subscription Package(s) and/or Independent Learning Courses or any other services.

i) Profile data: purchases or orders made by you, your interests, preferences, feedback and survey responses.

j) Usage data: information about how you interact with and use our Platform, Subscription Packages, Independent Learning Courses and/or other services.

k) Marketing data: your preferences in receiving marketing from us and our third parties and your communication preferences, any feedback and responses to surveys sent by us (these are optional, you do not have to respond to them).

If you are a Content Provider, the content, any promotional material created for such content and shared on our Platform / social media channels is likely to contain videos and/or images of you. You should be aware that any information published on the internet will be accessible to millions of users across the world and it may be copied and used by any internet user (which could be outside our control). This means that once a photo or video is published on the internet, we may not have control over its subsequent use and disclosure.

We may also collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity. For example, we may aggregate individuals' Usage data to calculate the percentage of users accessing a specific Platform feature in order to analyse general trends in how users are interacting with our Platform to help improve the Platform and our service offering.

a) Your interactions with us. You may give us your personal data by filling in online forms or by corresponding with us by post, phone, email or otherwise as set out in section 2 above.

b) Automated technologies or interactions. As you interact with our Platform, we may collect Technical data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies but only if you accept the relevant cookies via the cookie controls available when you open our Platform.

c) Third parties. We may receive personal data about you from various third parties as set out below:

(i) Technical data is collected from analytics providers such as Google;

(ii) from advertising networks such as Landscaping Plus, Eljays 44 (based in the UK);

(iii) from our affiliate, The Landscaping Consultants;

(iv) Professional data may be collected from your employer / organisation. Disclosure by your employer/organisation will be subject to their privacy policies. If you have concerns regarding their disclosure of your personal data to us, you should contact your employer/organisation.

The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:

a) Performance of a contract with you: Where we need to perform the contract we are about to enter into or have entered into with you either as a Subscriber or a Content Provider.

b) Legitimate interests: We may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example to prevent fraud and enable us to give you the best and most secure customer experience. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

c) Legal obligation: We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to. We will identify the relevant legal obligation when we rely on this legal basis.

d) Consent: We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example if you are not a Subscriber but you choose to subscribe to our marketing.

4.2 Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use the various categories of your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Purpose/Use Type of data Legal basis

To register you as a new Subscriber; or engage you as a Content Provider; or when you submit an enquiry (a) Identity

(b) Contact

(c) Professional (a) Performance of a contract with you

(b) Legitimate interests (the proper administration of our business)

To process and provide your Subscription Package(s) and/or Independent Learning Courses including:

(a) manage payments, fees and charges;

(b) issue refunds (a) Identity

(b) Contact

(c) Financial

(d) Transaction

(e) Communications (a) Performance of a contract with you

(b) Necessary for our legitimate interests (to properly administer our Platform and our business; and to recover any debts due to us)

To promote and publish our content including but not limited to our Platform and social media channels Content Providers’ data (a) Performance of a contract with you

(b) Legitimate interests (the proper administration of and growth of our business)

To manage our relationship with you which will include:

(a) notifying you about changes to our terms and conditions or privacy policy

(b) dealing with your requests, complaints and queries (a) Identity

(b) Contact

(c) Profile

(d) Communications (a) Performance of a contract with you

(b) Necessary to comply with a legal obligation

(c) Necessary for our legitimate interests (to keep our records updated, properly administer our business, and manage our relationship with you)

To enable you to take part in a promotional activity or complete a survey or provide us with feedback (a) Identity

(b) Contact

(c) Profile

(d) Usage

(e) Marketing

(f) Communications (a) Performance of a contract with you

(b) Necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business)

To administer and protect our business and this Platform (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) (a) Identity

(b) Contact

(c) Technical (a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)

(b) Necessary to comply with a legal obligation

(c) Performance of a contract with you

To deliver relevant Platform content, Subscription Packages, Independent Learning Courses and online advertisements to you and measure or understand the effectiveness of the advertising we serve to you (a) Identity

(b) Contact

(c) Profile

(d) Usage

(e) Marketing

(f) Communications

(g) Technical (a) Performance of a contract with you

(b) Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)

To use data analytics to improve our Platform, products/services, customer relationships and experiences and to measure the effectiveness of our communications and marketing (a) Technical

(b) Usage Necessary for our legitimate interests (to define types of customers for our products and services, to keep our Platform updated and relevant, to develop our business and to inform our marketing strategy)

To send you relevant marketing communications and make personalised suggestions and recommendations to you about services that may be of interest to you based on your Profile Data (a) Identity

(b) Contact

(c) Technical

(d) Usage

(e) Profile

(f) Marketing

(g) Communications If you are a Subscriber, necessary for our legitimate interests (to carry out direct marketing, develop our products/services and grow our business)

If you are not a Subscriber, consent, having obtained your prior consent to receiving direct marketing communications

To carry out market research through your voluntary participation in surveys (a) Identity

(b) Contact Necessary for our legitimate interests (to study how customers use our products/services and to help us improve and develop our products/services).

4.3 Direct marketing

a) During the registration process on our Platform when your personal data is collected or when you opt to join a waitlist, you will be asked to indicate your preferences for receiving direct marketing communications from us via email. You will receive marketing communications from us if you are a Subscriber and or purchased goods or services from us and you have not opted out of receiving the marketing.

b) Subject to (a) above, we may also analyse your Identity, Contact, Technical, Usage and Profile Data to form a view of which products, services and offers may be of interest to you so that we can then send you relevant marketing communications.

4.4 Third-party marketing

We do not share your personal data with third parties. If we intend to do so, we will get your express consent before we share your personal data with any third party for their own direct marketing purposes.

4.5 Opting out of marketing

If you do not or no longer want us to use your personal data for marketing, please either unsubscribe using the process set out in the relevant marketing communication or inform us at any time by contacting us at the contact details set out in section 13 below. If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative or customer service purposes for example relating to order confirmations for your Subscription Packages and/or Independent Learning Courses or a product/service, updates to our Subscriber Terms and Conditions, or checking that your contact details are correct.

a) our third-party services providers, agents, or sub-contractors for the purposes of providing parts of our services to you on our behalf (e.g. to host our Platform, social media channels to promote our content and services, to process payments, to send you marketing communications);

b) in the event that we sell or buy any business or assets, in which case we may share your personal data to the prospective seller or buyer of such business or assets; or if we or substantially all of our assets are acquired by a third party, in which case personal data held by us about our Subscribers and Content Providers will be one of the transferred assets. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy;

c) if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our Subscriber Terms and Conditions or other agreements;

d) to protect the rights, property or safety of Hyphae Learning Ltd, the Platform, our users and any third party we have engaged to provide our Platform and services.

We require third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

In future, if we should we transfer your personal data out of the UK to countries which have laws that do not provide the same level of data protection as the UK law, we will ensure that a similar degree of protection is afforded to it by ensuring that adequate safeguards compliant with then current applicable data protection laws are implemented.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

By law we have to keep basic information about our Subscribers and Content Providers (including Contact, Identity, Financial, Communications and Transaction data) for six years after they cease being customers / engaged with us for tax purposes.

In relation to Content Providers data, we will continue to use such data for as long as the content containing the data is available to our Subscribers and we may retain it for up to 10 years thereafter which we will irretrievably delete / anonymise this data.

In some circumstances you can ask us to delete your data: see section 9 below for further information.

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

You have the right to:

a) Request access to your personal data (commonly known as a "subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

b) Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

c) Request erasure of your personal data in certain circumstances. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

d) Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object.

e) You also have the absolute right to object any time to the processing of your personal data for direct marketing purposes (see section 4 for details of how to opt out from receiving direct marketing communications).

f) Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

g) Withdraw consent at any time where we are relying on consent to process your personal data (see the table in section 4 for details of when we rely on your consent as the legal basis for using your data). However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

h) Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in one of the following scenarios:

(i) If you want us to establish the data's accuracy;

(ii) Where our use of the data is unlawful but you do not want us to erase it;

(iii) Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or

(iv) You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

If you wish to exercise any of the rights set out above, please contact us using the details provided in section 13 below.

9.2 No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

9.3 What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

9.4 Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us (for example a new address or email address) using the contact details below or by updating your personal details within your dashboard on the Platform.

Email address: hello@hyphaelearning.com