Who we are

4Capacities Ltd is responsible for the personal information described in this policy. We are based in Melrose, Scottish Borders. Contact us at enquiries@4capacities.co.uk or +44 (0) 7782 110497.

Information we collect

We may collect:

• your name, organisation, role and contact details;
• information you send through our contact form, email or telephone;
• information needed to provide coaching, development or quality assurance services;
• account and access information for the Client Learning Hub;
• your communication preferences; and
• basic technical information about how the website is used, such as device, browser and IP address.

How we use it

We use personal information to respond to enquiries, agree and deliver services, manage client relationships, provide secure access to programme materials, keep appropriate business records, improve the website and send updates where you have asked to receive them.

Our legal reasons

We use personal information where it is necessary to take steps towards or fulfil a contract, meet a legal obligation, pursue our legitimate business interests, or where you have given consent. You can withdraw consent for optional communications at any time.

Who we share information with

We do not sell personal information. We may use trusted providers for website hosting, email, secure document storage, video meetings, administration and mailing lists. They may only process information on our instructions. We may also disclose information where required by law or with your agreement.

International services

Some technology providers may process information outside the UK. Where this happens, we use providers and safeguards intended to protect personal information in line with UK data protection law.

How long we keep it

We keep information only for as long as it is needed. Enquiries that do not lead to work are normally deleted within two years. Client and financial records may be retained for up to seven years after the work ends. Learning Hub accounts are removed when access is no longer required. Mailing-list details are kept until you unsubscribe or the list is no longer in use.

Security

We use reasonable organisational and technical measures to protect personal information. Client areas are access-controlled, but no online service can be guaranteed completely secure. Please keep login details private and tell us if you believe an account has been compromised.

Your rights

Depending on the circumstances, you may ask us for a copy of your personal information, correct it, delete it, restrict or object to its use, or transfer it. You may also withdraw consent. Contact us to make a request. We may need to confirm your identity first.

If you are unhappy with how we use your information, please contact us so we can try to resolve it. You can also complain to the Information Commissioner’s Office.

Cookies

Cookies are small files saved on your device when you visit a website. Some are needed for the site to work; others help measure use or provide external features.

Type	What it does	Choice
Essential	Supports security, page operation, login sessions and your cookie preferences.	These cannot be switched off because the website needs them to function.
Analytics	Helps us understand visits and improve the website.	Used only if enabled and you agree.
External content	May be set when content or services from another provider—such as video or mailing-list tools—are used.	Used only where required and, when consent is needed, after you agree.

Managing cookies

You can accept or reject optional cookies through the website’s cookie controls, where shown. You can also delete or block cookies in your browser settings. Blocking essential cookies may stop login areas or other parts of the site from working correctly.

Updates

We may revise this page when our services, providers or legal responsibilities change. The latest revision date will appear at the top.

Contact us

Questions about privacy or cookies can be sent to enquiries@4capacities.co.uk or through our contact page.