PRIVACY
Your information.
Clear expectations.
This notice covers our website, enquiries, demonstrations and learning resources. A client toolkit may also have a specific notice explaining the agreed arrangements for that programme.
1. Who is responsible
Ownmentor Ltd, company number 13515932. Registered office: 10 Carnoustie Court, Sutton Bridge, PE12 9QP, United Kingdom. Email: info@ownmentor.com.
Ownmentor Ltd is responsible for personal information we handle to operate this website, respond to enquiries and manage our business relationships. Where we provide a tool on an organisation’s instructions, that organisation may be the controller for its use and we may act as its processor. The relevant agreement and programme notice explain those roles.
To ask a privacy question or exercise a right, email us with “Privacy enquiry” in the subject line. You may also write to our registered office.
2. Information we handle and why
| Information | Purpose and basis |
|---|---|
| Your name, email address and the information you choose to include in an enquiry. | To respond, arrange a discussion and manage the relationship. We rely on our legitimate interest in answering relevant business enquiries, or steps requested before entering a contract and performing that contract where applicable. |
| Business contact, service, billing and contractual records. | To administer agreed services, payments and legal obligations. Depending on the record, the basis is performance of a contract, a legal obligation, or legitimate interests in maintaining and protecting our business. |
| Technical information such as IP address, request time, browser details, requested pages and errors. | To deliver the site, diagnose faults and protect it against misuse. Our basis is legitimate interests in operating a reliable and secure service. |
| Messages, instructions, generated responses and technical interaction information submitted to an AI tool. | To provide the interaction you request and operate the tool. For optional public demonstrations we rely on consent for processing personal information you choose to submit. A client service may use a different basis identified by the controller in its programme notice. |
| Information stored or accessed by an optional embedded tool on your device. | To run that feature. We request your permission before loading optional third-party tools; strictly necessary technology may be used where legally permitted. |
Giving us information is generally voluntary. We need a reply address to answer an enquiry, and a tool needs the input relevant to the interaction. Do not provide more detail than is necessary. To request demo access, we ask for your email address so we can respond and arrange access personally. The request is stored privately in WordPress and an email notification is sent to OwnMentor. Requesting access does not subscribe you to a mailing list.
3. Using AI tools safely
Use fictional examples or non-identifying descriptions. Do not enter names, candidate records, health information, confidential workplace documents, client matters or information that identifies another person. A story can identify someone even when their name is omitted.
When you activate a Voiceflow tool, your browser connects to Voiceflow and your messages are processed through the services used by that tool, including its configured AI model provider. Requests and responses may be recorded by those providers for service operation, security or other purposes permitted by the applicable arrangement. An anonymous-looking chat is not a guarantee of anonymous processing.
We do not promise zero retention, deletion when a tab closes, or that a provider never uses information for a particular purpose unless that has been verified for the relevant tool. Check any programme-specific notice before using organisational information. If you need the provider or retention details for a tool, contact us before entering such information.
Our tools are for preparation, practice and learning. This website does not make decisions about your employment or other rights solely through automated processing.
4. Service providers and sharing
Our website hosting is provided by DreamHost. Fastmail handles our domain email. Activated AI tools use Voiceflow and the providers configured for the relevant tool. These suppliers may handle technical information, communications or tool inputs as needed to provide their services. WordPress is the website software; using it does not itself mean your information is sent to WordPress.com.
The retained LMA Manager Training page uses an older Zapier integration. It remains disabled while the toolkit is suspended. A programme-specific notice and provider review are needed before reactivation.
We may also share information with professional advisers and authorities where necessary for legal obligations, obtaining advice, protecting rights or dealing with a genuine business transfer. We do not add advertising trackers or sell website enquiry information.
A client organisation’s access to programme information depends on the agreed service. Do not assume an employer can see your conversation, or that it cannot: the relevant programme notice must explain this before use involving personal information.
5. International processing
Our suppliers can process information outside the United Kingdom. Where we make a restricted transfer, we must use an applicable lawful transfer mechanism, such as UK adequacy regulations or appropriate contractual safeguards, and assess the protection needed for that transfer. The mechanism depends on the supplier and service.
You can contact us for information about the safeguards relevant to a service and how to obtain a copy where available. Do not submit confidential or sensitive information to a demonstration while assessing whether it is appropriate for your organisation.
6. How long information is kept
We keep enquiry information for the period needed to respond and manage any resulting discussion. We review it when that purpose ends, considering whether a reasonable follow-up, an unresolved complaint or a legal claim requires continued retention.
Service and business records are retained for the relevant contractual, accounting, tax and legal requirements. Technical logs are retained for the operational and security purposes for which they are collected, in accordance with the hosting configuration. Tool transcripts, technical logs and backups have their own provider and service settings.
There is no single deletion period that applies to every record or provider. We consider the purpose, sensitivity, legal requirements, unresolved issues and whether the purpose can be met with less information. Ask us for the current arrangements for a particular tool. Closing a tab or clearing your browser does not itself delete server records.
7. Cookies, storage and your choices
You can read the public pages without activating an AI widget. Optional tool code loads only when you choose to enable that tool. The tool’s notice explains the provider and the purpose of the connection. Choosing not to enable it leaves the rest of the website available.
Use “Disable tool” to stop the embedded tool and further use on that page. This does not erase information already sent or necessarily remove storage the provider has already created. You can clear site data using your browser settings and contact us about information already submitted. Enabling a tool again requires another choice.
We do not add advertising or audience analytics to this version of the website. Administrators use necessary login cookies to manage the site. External websites reached through links have their own cookie and privacy arrangements.
8. Your rights and complaints
Depending on the circumstances, you can request access to your personal information, correction, deletion, restriction of processing or a portable copy. You can object to processing based on legitimate interests and to direct marketing. Where we rely on consent, you can withdraw it at any time; this does not affect processing that was lawful before withdrawal.
Email info@ownmentor.com to make a request. Give enough information to help us locate the relevant records without sending unnecessary sensitive information. We may need proportionate information to verify your identity. Some legal exceptions apply, and a provider’s own records may require a request to that provider. We will explain the position when responding.
If we process information on a client organisation’s behalf, we may need to refer the request to that organisation and assist it under our agreement.
You can complain to the UK Information Commissioner’s Office at ico.org.uk/make-a-complaint. We would welcome the opportunity to address your concern first, but you do not have to contact us before contacting the ICO.
9. Updates to this notice
We will update this notice when our services or data-handling arrangements change. Material changes affecting a toolkit should also be explained to its users through the relevant programme or tool notice. This website is intended for adults in professional contexts and is not designed to collect information from children.