Privacy Policy

1. Introduction

ManagerMate ("we," "our," or "us") respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform, website, and services.

By using ManagerMate, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our Service.

2. Information We Collect

We collect several types of information to provide and improve our Service:

Personal Information You Provide

• Account Information: Name, email address, password, job title, company name, and phone number (optional)
• Profile Information: Management experience level, team size, industry, areas of interest
• Payment Information: Billing address and payment details (processed securely by our payment provider)
• Communications: Messages you send to our support team or feedback forms

Information from Your Use of the Service

• Learning Activity: Training modules completed, time spent on platform, progress through courses, quiz results
• AI Coach Interactions: Questions asked, scenarios practiced, conversations with Hilary
• Usage Data: Pages visited, features used, session duration, click patterns
• Device Information: IP address, browser type, operating system, device identifiers
• Performance Data: Assessment results, skill development tracking, team insights (for Business plans)

Automatically Collected Information

• Cookies and Tracking: We use cookies and similar technologies to track activity and store preferences
• Analytics: We collect data on how you interact with our Service to improve user experience

3. How We Use Your Information

We use the information we collect for the following purposes:

Purpose	Description
Service Delivery	Provide access to training, AI coaching, and personalized recommendations
Personalization	Customize content and learning paths based on your needs and progress
AI Model Training	Improve our AI coach Hilary by training on anonymized interactions
Communication	Send service updates, newsletters, and respond to your inquiries
Payment Processing	Process subscription payments and prevent fraud
Analytics	Understand usage patterns to improve our Service
Legal Compliance	Comply with legal obligations and enforce our Terms

4. Legal Basis for Processing (UK GDPR)

ManagerMate is the data controller for your personal data. Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, our legal basis for collecting and using your personal information depends on the data and context:

• Contractual Necessity: Processing necessary to provide our Service to you
• Consent: You have given explicit consent for specific processing activities
• Legitimate Interests: Processing necessary for our legitimate business interests (e.g., improving our Service)
• Legal Obligation: Processing necessary to comply with the law

5. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

Service Providers

We work with third-party companies to provide essential services:

• Payment Processors: Stripe or similar providers to process payments securely
• Cloud Hosting: AWS, Google Cloud, or similar providers to host our platform
• Analytics Tools: Google Analytics or similar tools to understand usage patterns
• Email Services: Email service providers to send notifications and updates
• Customer Support: Tools that help us provide customer assistance

These providers have limited access to your data and are obligated to protect it.

Business Transfers

If ManagerMate is involved in a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

Legal Requirements

We may disclose your information if required by law or to:

• Comply with legal processes or government requests
• Enforce our Terms & Conditions
• Protect our rights, property, or safety
• Prevent fraud or security threats

Business Plan Customers

If your employer provides you access through a Business plan, we may share aggregated, anonymized analytics and insights with your organization's administrators. This does not include the specific content of your AI coach conversations.

6. Data Security

We implement industry-standard security measures to protect your information:

• Encryption: Data is encrypted in transit (TLS/SSL) and at rest
• Access Controls: Strict access controls limit who can view your data
• Secure Infrastructure: Our servers are hosted in secure, certified data centers
• Regular Audits: We conduct security audits and vulnerability assessments
• Employee Training: Our team is trained on data protection best practices

However, no method of transmission over the internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

7. Data Retention

We retain your personal information for as long as necessary to:

• Provide you with our Service
• Comply with legal obligations
• Resolve disputes and enforce agreements

Specifically:

• Account Information: Retained until you delete your account, plus 90 days for backup purposes
• Learning Activity: Retained while your account is active and for 2 years after account deletion
• AI Interactions: Anonymized and aggregated for AI model training; original conversations deleted after 1 year
• Payment Records: Retained for 7 years to comply with tax and financial regulations

8. Your Rights and Choices

You have the following rights regarding your personal information:

Access and Portability

You can request a copy of your personal data in a machine-readable format.

Correction

You can update or correct your account information at any time through your account settings.

Deletion

You can request deletion of your account and personal data. We will delete your information within 90 days, except where retention is required by law.

Opt-Out

• Marketing Emails: Unsubscribe using the link in any email or through your account settings
• Cookies: Adjust your browser settings to refuse cookies (may affect functionality)
• Analytics: Opt out of Google Analytics using their browser add-on

Withdraw Consent

Where processing is based on consent, you can withdraw consent at any time.

Lodge a Complaint

You have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's supervisory authority for data protection. You can contact the ICO at ico.org.uk or by phone on 0303 123 1113.

To exercise any of these rights, contact us at: info@managermate.co.uk

9. Children's Privacy

ManagerMate is not intended for users under 18 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child under 18, we will take steps to delete it immediately.

10. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Essential Cookies: Required for basic site functionality (e.g., login sessions)
• Analytics Cookies: Help us understand how users interact with our Service
• Preference Cookies: Remember your settings and preferences
• Marketing Cookies: Deliver relevant advertisements (with your consent)

You can control cookies through your browser settings. Refusing cookies may limit some features of our Service.

11. Third-Party Links

Our Service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to read their privacy policies.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will:

• Update the "Last Updated" date at the top of this policy
• Notify you by email or through a prominent notice on our platform
• Request your consent if required by law

Your continued use of the Service after changes become effective constitutes acceptance of the updated policy.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Email: info@managermate.co.uk

Data Protection Officer: info@managermate.co.uk

Address: ManagerMate, Cardiff, Wales, United Kingdom