Privacy Notice - LAUNEX LTD

LAUNEX LTD PRIVACY NOTICE

INTRODUCTION

This privacy notice provides you with details of how we collect and process your personal data through your use of our site, www.launexltd.com.

By providing us with your data, you warrant that you are over 13 years of age.

LAUNEX LTD is the data controller, and we are responsible for your personal data (referred to as “we,” “us,” or “our” in this privacy notice).

Contact Details

Our full details are:

Full name of legal entity : LAUNEX LTD
Email address : info@launexltd.com
Postal address : 71 – 75 Shelton Street, Covent Garden, London, WC2H 9JQ

It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us at accounts@launexltd.com or updating your preferences through the account settings or preference centre available on our website.

1. REGULATORY & DATA PROTECTION COMPLIANCE

LAUNEX LTD is established in the United Kingdom, and our business operations are governed by the laws and jurisdiction of England and Wales. The collection and processing of personal data carried out through this website and our services is managed in compliance with the UK General Data Protection Regulation (UK GDPR) and the EU General Data Protection Regulation (EU GDPR), together with the UK Data Protection Act 2018.

Our services and website may be accessed by individuals located outside the United Kingdom; however, the data-protection and privacy requirements in other countries may differ from those that apply in the United Kingdom. Where you access our website or services from outside the United Kingdom, you remain responsible for ensuring that your use of our website complies with any data-protection or privacy obligations that apply in your country of residence.

Who Our Services Are Intended For

Our services, courses, membership resources, and coaching programmes are intended for adults. We do not knowingly collect personal data relating to children, and individuals providing their data to us warrant that they are over 13 years of age.

2. WHAT DATA DO WE COLLECT ABOUT YOU, FOR WHAT PURPOSE AND ON WHAT GROUND WE PROCESS IT

Personal data means any information capable of identifying an individual. It does not include anonymised data.

We may process the following categories of personal data about you:

Communication Data : This includes any communication that you send to us, whether through the contact form on our website, email, text, social media messaging, social media posting, or any other communication. We process this data for the purposes of communicating with you, record keeping, and the establishment, pursuance, or defence of legal claims. Our lawful ground for this processing is our legitimate interests, which in this case are to reply to communications sent to us, keep records, and establish, pursue, or defend legal claims.

Customer Data : This includes data relating to any purchases of goods and/or services, such as your name, title, billing address, delivery address, email address, phone number, contact details, purchase details, and card details. We process this data to supply the goods and/or services you have purchased and to keep records of such transactions. Our lawful ground for this processing is the performance of a contract between you and us and/or taking steps at your request to enter into such a contract.

User Data : This includes data about how you use our website and any online services, together with any data that you post for publication on our website or through other online services. We process this data to operate our website and ensure relevant content is provided to you, to ensure the security of our website, to maintain backups of our website and/or databases, and to enable publication and administration of our website, other online services, and business. Our lawful ground for this processing is our legitimate interests, which in this case are to enable us to properly administer our website and our business.

Technical Data : This includes data about your use of our website and online services, such as your IP address, login data, details about your browser, length of visit to pages on our website, page views and navigation paths, details about the number of times you use our website, time zone settings, and other technology on the devices you use to access our website. The source of this data is our analytics tracking system. We process this data to analyse your use of our website and other online services, administer and protect our business and website, deliver relevant website content and advertisements to you, and understand the effectiveness of our advertising. Our lawful ground for this processing is our legitimate interests, which in this case are to enable us to properly administer our website and our business, grow our business, and decide our marketing strategy.

Marketing Data : This includes data about your preferences in receiving marketing from us and our third parties and your communication preferences. We process this data to enable you to partake in our promotions, such as competitions, prize draws, and free giveaways, to deliver relevant website content and advertisements to you, and to measure or understand the effectiveness of this advertising. Our lawful ground for this processing is our legitimate interests, which in this case are to study how customers use our products/services, develop them, grow our business, and decide our marketing strategy.

Account and Enrolment Data : This includes data about information you provide when creating an account, enrolling in a course, booking coaching sessions, or accessing downloadable materials. This may include your username, password, course progress, and completion records. We process this data to manage your access to our training platform, record progress, and issue certificates where applicable. Our lawful ground for processing is the performance of a contract and our legitimate interest, which in this case are to deliver educational content efficiently, maintain secure client access, and ensure continuity of service for enrolled users.

Coaching and Support Data : This includes data about notes, feedback forms, or information voluntarily shared during coaching sessions, assessments, or support interactions. We process this data to provide tailored coaching or guidance and ensure service quality. Our lawful ground for processing is the performance of a contract and our legitimate interest in providing effective client support.

Confidentiality and Safeguarding

Information shared during coaching or support interactions is treated as confidential and is used only for the purposes of providing coaching, support, training, and service quality. In rare circumstances, we may be required to disclose information where we believe there is a risk of harm, where we are under a legal obligation to do so, or where disclosure is necessary for the protection of an individual’s vital interests.

Sensitive Data

We need to collect the following sensitive data about you in order to deliver coaching services and training products:

Health Data : We require your explicit consent for processing sensitive data, so when you submit your details, we will send you a further communication asking for you to confirm your consent to this processing.

Where we are required to collect personal data by law, or under the terms of the contract between us, and you do not provide us with that data when requested, we may not be able to perform the contract (for example, to deliver services to you). If you don’t provide us with the requested data, we may have to cancel a product or service you have ordered, but if we do, we will notify you at the time.

We will only use your personal data for the purpose it was collected for or a reasonably compatible purpose if necessary. For more information on this, please email us at coaching@launexltd.com. In case we need to use your details for an unrelated new purpose, we will let you know and explain the legal grounds for processing.

We may process your personal data without your knowledge or consent where this is required or permitted by law.

Where health or wellbeing information is shared voluntarily during coaching, support, or reflective discussion, we process this information only with your explicit consent and for the purposes of providing tailored coaching or guidance. You may withdraw your consent at any time, although this may limit our ability to continue providing certain aspects of the service.

We do not carry out automated decision-making or any type of automated profiling.

3. HOW WE COLLECT YOUR PERSONAL DATA

We may collect data about you by you providing the data directly to us (for example, by filling in forms on our website, by sending us emails, during coaching sessions, or participating in support groups). We may automatically collect certain data from you as you use our website by using cookies and similar technologies.

We may receive data from third parties such as:

Analytics providers : such as Google Analytics (based outside the UK and/or EU) which supply aggregated information about how visitors use our website.
Advertising and social-media networks : including Meta (Facebook and Instagram), LinkedIn, and Google Ads (based outside the UK and/or EU).
Search-information providers : such as Google Search (based outside the UK and/or EU).
Providers of technical, payment, and delivery services : including Stripe Payments UK Ltd, PayPal (Europe) S.à r.l., IONOS by 1&1 Internet Ltd, and Eventbrite UK Ltd who assist us in processing secure transactions, hosting this website, and delivering online services.
Survey, form, and event platforms : such as Google Forms and Typeform (Spain) used for course enrolments, coaching questionnaires, and feedback.
Video and conferencing providers : such as Zoom Video Communications Inc. (US – certified under the UK–US and EU–US Data Privacy Frameworks).
Marketing and communication services : such as Mailchimp (Intuit Inc.) or Brevo (Sendinblue SAS) used for newsletters and marketing preferences management.

We may also receive data from publicly available sources such as Companies House and the Electoral Register based inside or outside the UK and/or the EU. We may collect additional information through online events, course enrolment forms, or surveys that you voluntarily complete in connection with our coaching, training, or educational services.

4. MARKETING COMMUNICATIONS

Our lawful ground of processing your personal data to send you marketing communications is either your consent or our legitimate interests (namely to grow our business).

Under the Privacy and Electronic Communications Regulations, we may send you marketing communications from us if (i) you made a purchase or asked for information from us about our goods or services or (ii) you agreed to receive marketing communications and in each case you have not opted out of receiving such communications since. Under these regulations, if you are a limited company, we may send you marketing emails without your consent. However, you can still opt out of receiving marketing emails from us at any time.

Before we share your personal data with any third party for their own marketing purposes, we will get your express consent.

You can ask us or third parties to stop sending you marketing messages at any time by logging into the website and adjusting your marketing preferences in your account settings OR by following the opt-out links on any marketing message sent to you OR by emailing us at support@launexltd.com at any time.

If you opt out of receiving marketing communications, this opt-out does not apply to personal data provided as a result of other transactions, such as purchases, warranty registrations, etc.

5. DISCLOSURES OF YOUR PERSONAL DATA

We may have to share your personal data with the parties set out below:

Service providers who provide IT and system administration services.
Professional advisers including lawyers, bankers, auditors, and insurers.
Government bodies that require us to report processing activities.
Third-party platforms and suppliers who assist us in delivering our services, including payment processors (Stripe, PayPal), hosting and technical providers (IONOS, WordPress, WooCommerce), email and automation tools (Mailchimp or Brevo), learning and course-delivery systems (LearnDash or MemberPress), and analytics or advertising providers (Google Analytics, Google Ads, Meta/Facebook, LinkedIn). Cloud-storage and collaboration services (Google Drive, Microsoft OneDrive), event-management tools (Eventbrite), security and backup providers (UpdraftPlus, Kaspersky), and design platforms (Canva, Adobe Creative Cloud). Video-conferencing and training-delivery platforms (Zoom). Third parties to whom we sell, transfer, or merge parts of our business or our assets.

We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.

6. INTERNATIONAL TRANSFERS

We operate our business under the laws and regulatory framework of England and Wales. We may provide our services to clients located outside the United Kingdom; however, all processing of personal data is managed in accordance with UK GDPR and the Data Protection Act 2018.

We are subject to the provisions of the UK General Data Protection Regulations that protect your personal data. Where we transfer your data to third parties outside of the UK, we will ensure that certain safeguards are in place to ensure a similar degree of security for your personal data. As such:

We may transfer your personal data to countries that the relevant regulatory authorities in the United Kingdom have approved as providing an adequate level of protection for personal data.
If we use US-based providers that are part of a UK regulator-approved privacy framework, we may transfer data to them, as they have equivalent safeguards in place.
Where we use certain service providers who are established outside of the UK, we may use specific contracts or codes of conduct or certification mechanisms approved by the United Kingdom regulators which give personal data the same protection it has in the UK.

This includes service providers such as Mailchimp, Stripe, PayPal, Google Analytics, IONOS, and Dropbox, which may store or process data on servers located in the United States or other jurisdictions outside the UK and EEA. Each of these providers has implemented recognised transfer safeguards under the applicable UK or EU data-protection frameworks.

If none of the above safeguards is available, we may request your explicit consent to the specific transfer. You will have the right to withdraw this consent at any time.

7. DATA SECURITY

We have put in place security measures to prevent your personal data from being accidentally lost, used, altered, disclosed, or accessed without authorisation. We also allow access to your personal data only to those employees and partners who have a business need to know such data. They will only process your personal data on our instructions and they must keep it confidential.

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

8. DATA RETENTION

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

When deciding what the correct time is to keep the data for, we look at its amount, nature and sensitivity, potential risk of harm from unauthorised use or disclosure, the processing purposes, if these can be achieved by other means, and legal requirements.

For tax purposes, the law requires us to keep basic information about our customers (including Contact, Identity, Financial, and Transaction Data) for six years after they stop being customers.

In some circumstances, we may anonymise your personal data for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

In addition to the periods listed, certain categories of data such as coaching notes, course enrolment records, access and activity logs, and consent records may be retained for limited periods where necessary to support service continuity, safeguard records, dispute resolution, or professional governance requirements. Where data is no longer required, it is securely deleted or anonymised in accordance with our internal Data Retention Schedule.

Category	Retention Period	Reasoning & Compliance Context
Inactive Accounts	12 months	Gives returning clients or members a chance to re-activate before deletion.
Pending Orders	60 days	Allows time to follow up on incomplete checkouts (potential leads) and ensures inclusion in monthly backups.
Failed Orders	60 days	Provides a limited audit trail for payment gateway issues while balancing privacy.
Cancelled Orders	60 days	Keeps records long enough for troubleshooting or manual outreach before clean-up.
Refunded Orders	6 years	Required under HMRC and Companies Act for accounting and legal proof.
Backups	Monthly (with 45-day full data window)	Ensures snapshot consistency with WooCommerce data retention cycle.
Coaching Session Notes (Non-safeguarding)	3 years from last interaction	Supports continuity of service, reflective practice, and client request history while remaining proportionate.
Coaching Session Notes (Where safeguarding or risk concerns were discussed)	6 years	Retained for evidence and duty-of-care purposes in line with potential dispute or complaint timeframes.
Course Enrolment & Progress Records	6 years	Supports entitlement verification, support handling, and dispute resolution.
Consent & Preference Records (including marketing opt-out)	6 years	Maintains evidence of consent or withdrawal under GDPR and PECR requirements.

9. YOUR LEGAL RIGHTS

Under data protection laws, you have rights in relation to your personal data that include the right to request access, correction, erasure, restriction, transfer, to object to processing, to portability of data, and (where the lawful ground of processing is consent) to withdraw consent.

If you are within the UK, you can see more about these rights at: ICO Individual Rights. If you wish to exercise any of the rights set out above, please email us at support@launexltd.com.

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, or refuse to comply with your request in these circumstances.

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.

We try to respond to all legitimate requests within one month. Occasionally, it may 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.

If you are within the UK and are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would appreciate it if you would contact us first if you do have a complaint so that we can try to resolve it for you.

If you are within the EU and are not happy with any aspect of how we collect and use your data, you have the right to complain to the data protection authority of the country in which you are based. We would appreciate it if you would contact us first if you do have a complaint so that we can try to resolve it for you.

10. THIRD-PARTY LINKS

This website may include links to third-party websites, plug-ins, and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

11. COOKIES

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see our Cookie Policy at https://www.launexltd.com/cookie-policy.