Privacy Policy

We take your privacy seriously. This page explains what data we collect, why we collect it, how we use it, and the choices you have.

If anything here isn’t clear, email hello@waycollective.co.uk and we’ll help.

Who we are

Way Collective Ltd (“we”, “us”, “our”) is the data controller for waycollective.co.uk.

Company number: 16606864
Registered office: 128 City Road, London, EC1V 2NX, United Kingdom
Contact: hello@waycollective.co.uk

The information we collect

Information you give us

Contact form details: name, email, organisation, message, attachments.
Emails you send us and any follow-up notes.
Newsletter sign-ups (if you opt in): name and email.
Event registrations: name, role, organisation, contact details.
Recruitment applications: CV, cover letter, interview notes.
Client onboarding and delivery: key contacts, correspondence, contracts, statements of work, invoicing details.

Information we collect automatically

Basic analytics about how the site is used (pages visited, device/browser type, approximate location based on IP).
Cookies and similar technologies (see “Cookies” below).

Information we receive from others

Referrals and introductions (someone sharing your name/contact with us).
Service providers (e.g., calendar or meeting tools confirming bookings).

We don’t collect more than we need, and we don’t sell your data. Ever.

How we use your information (and our legal bases)

We use your information to reply to enquiries and keep conversations moving. When you contact us, we’ll use the details you provide to respond, ask clarifying questions, and arrange next steps. We do this under our legitimate interests as a business (and, if we’re discussing a potential engagement, as steps taken before entering a contract).
If we work together, we use your information to provide our services; scoping and agreeing the work, delivering the project, communicating with stakeholders, and handling invoicing. This processing is necessary to perform our contract with you (or with the organisation you represent).
We also use some information for business operations: project management, internal reporting, accounting, audit, and record-keeping. Where we’re meeting legal duties (like tax and financial records), the basis is legal obligation. For the rest, we rely on legitimate interests to run and improve our business in a sensible, proportionate way.
For hiring and recruitment, we use application details to review candidates, arrange interviews, and make decisions. The basis is legitimate interests. If we ever ask for optional or sensitive information, we’ll explain why and rely on consent where required, and you can say no.
We may send light-touch updates you’ve asked for (for example, way.open resources, event invites, or news). We’ll do this with your consent, which you can withdraw at any time. For B2B contacts, we may also rely on legitimate interests where appropriate, you’ll always have a clear unsubscribe option.
We collect limited usage data (and cookies if you allow them) to keep the site secure and improve it; things like page performance, basic analytics, and preventing abuse. We do this under legitimate interests and only keep what we need.

Sharing your information

We share data only when necessary:

Service providers acting on our instructions (hosting, email, document storage, analytics, scheduling, video platforms).
Professional advisers (legal, accounting, insurance).
Regulators or law enforcement when legally required.
Business change (e.g., merger or acquisition) — we’ll ensure protections travel with your data.

We require all suppliers to protect your information and use it only for our stated purposes.

International transfers

Some providers may process data outside the UK. Where that happens, we use recognised safeguards (UK adequacy decisions, the UK IDTA / EU SCCs with the UK Addendum, and additional measures where needed).

How long we keep information

We keep data only as long as necessary:

Enquiries: 12 months after last contact (unless we start working together).
Clients and projects: typically 7 years (contracts, invoices, work records) to meet legal/accounting requirements.
Newsletter subscribers: until you unsubscribe.
Recruitment: normally 12 months for unsuccessful applicants (or sooner if you ask us to delete).
Website analytics: per tool retention settings [e.g., 14 months].

Your rights

Under UK data protection law, you can:

Access the personal data we hold about you.
Correct inaccurate or incomplete data.
Erase data in certain circumstances.
Restrict or object to certain processing.
Port data to another provider (where applicable).
Withdraw consent at any time (it won’t affect past lawful use).

To exercise any right, email hello@waycollective.co.uk. We’ll respond within one month (usually faster).

You also have the right to complain to the Information Commissioner’s Office (ICO) if you’re unhappy with how we handle your data: ico.org.uk.

Cookies

We use cookies and similar technologies to make the site work and to understand how it’s used.

Essential cookies – required for core functionality (these can’t be switched off).
Analytics cookies – help us improve content and performance [enabled only with your consent].

You can control cookies via our banner and your browser settings.

Children

Our site and services are aimed at adults. We don’t knowingly collect personal data from children.

Security

We use reasonable technical and organisational measures to protect your data, including encryption in transit (HTTPS), access controls, and least-privilege principles. No method is 100% secure, but we work to keep risks low and review our setup regularly.

Third-party links

Our site may link to other websites. Their privacy practices are their own, so please check their policies.

Changes to this notice

We’ll update this page when we make material changes (for example, new tools or uses of data). We’ll adjust the “Last updated” date and, where appropriate, let you know by email or on the site.

Questions?

Email hello@waycollective.co.uk — we’re happy to help.

Statement details

Prepared: 2 September 2025
Last reviewed: 2 September 2025
Next review due: 2 December 2025