Privacy
Privacy policy
Your privacy matters to us. This policy explains what personal data Teamscapes collects, why, how we look after it and the choices you have. We’ve tried to keep it plain and specific. If anything is unclear, ask us.
Last updated: 10 November 2026
1Who we are
Teamscapes Ltd is the controller of the personal data described in this policy. We are registered in England under company number 07195858. Our registered address is Larch House, Welford Road, Creaton, Northampton, Northamptonshire, NN6 8NX. We are registered with the Information Commissioner’s Office (ICO) under registration number ZB345526.
2Who this policy covers
This policy applies to:
- people who visit our website, www.teamscapes.co.uk
- people who contact us, request information or book a Team Diagnostic
- our clients and the people who take part in our events, programmes, coaching and Lumina Spark profiling
- business contacts who receive our emails and updates
Our website links to other websites. We don’t control how those sites use your data, so check their privacy policies before sharing anything with them.
3The data we collect
Depending on how you deal with us, we may collect the following. We do not knowingly collect data about children, or data about criminal convictions or offences.
| Type of data | Examples | Where it comes from |
|---|---|---|
| Identity | Name, title | You, or your employer when they book us |
| Contact | Email address, phone number, postal address | You, or your employer |
| Business | Organisation, job title, team size | You |
| Enquiry and booking | What you tell us in our forms, such as the challenge your team faces and your preferred timing | You, through our website forms |
| Team Diagnostic | A transcript of your Team Diagnostic call and the Team Snapshot we write from it | Your call with us (see section 5) |
| Psychometric profile | Your Lumina Spark assessment answers and portrait results | You, through the Lumina Learning platform |
| Health and access | Health, mobility or dietary information that affects how you take part in an event | You |
| Billing | Invoice details and payment records. Clients pay by bank transfer; we never handle card details | You, or your employer |
| Marketing preferences | Whether you want to hear from us, and your unsubscribe choices | You |
| Technical and usage | IP address, browser, device, pages visited and how you arrived | Cookies and similar technologies (see section 13) |
4How we use your data, and our lawful basis
The law requires a lawful basis for every use of personal data. These are ours:
| What we do | Data used | Lawful basis (UK GDPR) |
|---|---|---|
| Reply to your enquiry and arrange your Team Diagnostic | Identity, contact, business, enquiry and booking | Steps you ask for before a contract (Article 6(1)(b)), or our legitimate interest in responding to business enquiries (Article 6(1)(f)) |
| Transcribe your Team Diagnostic call and prepare your Team Snapshot | Team Diagnostic | Your consent (Article 6(1)(a)), which you can withdraw at any time |
| Deliver our services | Identity, contact, business | Contract (Article 6(1)(b)). If your employer booked us, our legitimate interest in delivering what they asked for (Article 6(1)(f)) |
| Run Lumina Spark profiling and debriefs | Identity, contact, psychometric profile | Contract (Article 6(1)(b)) or legitimate interests (Article 6(1)(f)) |
| Tailor events to your health, mobility or dietary needs | Health and access | Contract (Article 6(1)(b)), plus your explicit consent for health data (Article 9(2)(a)) |
| Invoice and keep financial records | Identity, contact, billing | Contract (Article 6(1)(b)) and legal obligation (Article 6(1)(c)) |
| Send you news, insights and offers by email | Identity, contact, marketing preferences | Your consent (Article 6(1)(a)). For business contacts, our legitimate interest in telling you about similar services (Article 6(1)(f)). Every email lets you unsubscribe. |
| Understand how our website is used and improve it | Technical and usage | Your consent through our cookie banner (Article 6(1)(a)) |
| Keep business records and protect our legal rights | Any of the above, as needed | Legitimate interests (Article 6(1)(f)) and legal obligation (Article 6(1)(c)) |
We only use your data for the purpose we collected it for, or a compatible one. If we need to use it for an unrelated purpose, we will tell you first and explain the legal basis.
5The Team Diagnostic, transcription and AI
The Team Diagnostic is a 45-minute Microsoft Teams call with Lucy or a senior member of our team, followed by a written Team Snapshot. Here is exactly what happens to what you tell us.
- We transcribe, we don’t record. With your permission, Teams produces a written transcript of the call. We do not keep an audio or video recording. Teams shows everyone on the call when transcription starts.
- It’s your choice. We ask for your consent when you book and again at the start of the call. If you’d rather not be transcribed, a senior member of our team takes notes instead and you still receive your Team Snapshot.
- We use AI to help draft your Snapshot. We use Claude, an AI assistant made by Anthropic, to turn the transcript into a first draft using our own templates, on Anthropic’s business (Team) plan, under which Anthropic does not use our content to train its models. A senior member of our team reads, edits and approves every Snapshot before it reaches you.
- No automated decisions. AI helps us write. It never decides anything about you or your organisation.
- We delete the transcript after 90 days, from Teams, our CRM and the AI tool. Your Team Snapshot is kept with your other business records (see section 6). You can ask us to delete it sooner, at any time.
We sometimes use the same AI tool to help draft emails and proposals. A person always reviews them before they are sent.
6How long we keep your data
We keep personal data only for as long as we need it:
| Type of data | How long we keep it |
|---|---|
| Identity, contact, business, enquiry and booking | 5 years after our last contact with you |
| Team Diagnostic call transcripts | 90 days after the call |
| Team Snapshots | 5 years after our last contact with you |
| Psychometric profiles (Lumina Spark) | Our copy: 5 years after your portrait was completed. Lumina Learning holds the original on its own platform, under its own privacy notice |
| Health and access information | Deleted within 3 months after the event it was collected for |
| Invoices and financial records | 6 years after the end of the financial year they relate to (an HMRC requirement) |
| Marketing preferences | Until you unsubscribe. We then keep a minimal record so we don’t contact you again. |
| Website analytics | 14 months |
7Who we share your data with
We never sell your personal data. We share it only with trusted suppliers who help us run our business, under contracts that require them to protect it and use it only on our instructions:
| Supplier | What they do for us | Where the data is held |
|---|---|---|
| Hostinger | Hosts our website | UK (backups held in Germany) |
| HubSpot | Our CRM, website forms, meeting booking and marketing emails | EU (Germany), with some access from the USA |
| Microsoft (Microsoft 365 and Teams) | Email, documents, video calls and call transcription | UK |
| Anthropic (Claude) | AI assistance drafting Team Snapshots and other documents | USA |
| Google (Google Analytics) | Website analytics, only if you accept analytics cookies | USA / EU |
| Lumina Learning | Runs the Lumina Spark assessment and portrait platform | UK, with some transfers outside the UK and EEA under Lumina Learning’s own safeguards |
| Telephone provider | Making and receiving calls | UK |
| Associate facilitators and coaches | Deliver sessions and coaching with us. They receive names, roles and the brief for the work | UK |
| Yellow Tree Wellbeing | Delivers our wellbeing sessions. They receive delegate names and session details | UK |
| Venues and our partner hotel | Host our events. They receive delegate names and any dietary or access needs | UK |
| FreeAgent and our accountant | Accounting and invoicing. They receive invoice and billing details | FreeAgent: Ireland (EU). Our accountant: UK |
We may also share personal data if we sell, transfer or merge part of our business, in which case the new owner may use it as this policy describes. We will share it if the law requires, for example to comply with a court order.
8Transfers outside the UK
Some of our suppliers hold data outside the UK, mainly in the EU and the USA. When they do, we make sure it has the protection UK law requires, using one of the following:
- UK adequacy regulations, which cover the EU and, for certified US companies, the UK Extension to the EU–US Data Privacy Framework (the “UK–US data bridge”)
- the ICO’s International Data Transfer Agreement, or the UK Addendum to the EU Standard Contractual Clauses
To find out which safeguard applies to a particular supplier, contact us.
9Keeping your data secure
We take sensible steps to protect your data:
- only the people who need your data can access it, and they must keep it confidential
- we choose suppliers with strong security, and they process data under contract
- we have procedures for handling data breaches, including telling you and the ICO when the law requires it
10Your rights
Under UK data protection law, you have the right to:
- be told how we use your data (this policy)
- get a copy of the data we hold about you (see section 11)
- have inaccurate or incomplete data corrected
- have your data deleted
- restrict how we use your data
- object to how we use your data, including for marketing, at any time
- withdraw your consent at any time, where we rely on it
- receive data you gave us in a format you can reuse elsewhere (data portability)
- not be subject to decisions based solely on automated processing. We don’t make decisions like this.
To use any of these rights, contact us using the details in section 14. Please tell us if your details change, so we keep them accurate.
11Asking for a copy of your data
You can ask for a copy of the personal data we hold about you (a “subject access request”) by email or post. It is usually free. We may charge a reasonable fee, or refuse, if a request is manifestly unfounded or excessive. We may ask you to confirm your identity first.
We will respond within one month. If a request is complex, we can extend this by up to two more months, and we will tell you if that is needed.
12Marketing and your choices
Every marketing email we send has an unsubscribe link. You can also contact us at any time to stop hearing from us. The Telephone Preference Service (TPS) and Corporate Telephone Preference Service (CTPS) can also help cut down unwanted marketing calls.
13Cookies
Cookies are small files that a website stores on your device. The first time you visit our site, a banner lets you accept or reject cookies that aren’t essential. You can change your choice at any time using the cookie settings link at the bottom of every page. You can also block or delete cookies in your browser, but some parts of the site may not work properly if you do.
| Cookie | Provider | Purpose | Duration |
|---|---|---|---|
| __hs_cookie_cat_pref | HubSpot | Essential. Remembers your cookie choices | 6 months |
| __hs_opt_out, __hs_do_not_track | HubSpot | Essential. Records that you have declined tracking | 6 months |
| wordpress_test_cookie | WordPress | Essential. Checks your browser accepts cookies | Session |
| _ga, _ga_<ID> | Google Analytics | Analytics. Distinguishes visitors and sessions so we can see how the site is used | 2 years |
| __hstc | HubSpot | Analytics and marketing. Tracks visits so we can understand interest in our services | 6 months |
| hubspotutk | HubSpot | Analytics and marketing. Links your visits to a form you submit | 6 months |
| __hssc, __hssrc | HubSpot | Analytics. Tracks sessions and counts page views | 30 minutes / session |
Analytics and marketing cookies are only set if you accept them.
14Contact us and complaints
For anything to do with your personal data, including a subject access request or a complaint, contact us:
- Email: lucy@teamscapes.co.uk
- Phone: 01604 731790
- Post: Teamscapes Ltd, Larch House, Welford Road, Creaton, Northampton, NN6 8NX
If you are unhappy with how we have used your data, please tell us first so we can put it right. We will acknowledge your complaint within 30 days and respond fully without undue delay.
You also have the right to complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or on 0303 123 1113.
15Changes to this policy
We will update this policy when the law changes or when we change how we use personal data. The latest version is always on this page, with the date it was last updated at the top. If we make a significant change, we will tell you directly where we can.