Effective date: 7 April 2025
Totem Learning Ltd. is committed to safeguarding your personal data and respecting your privacy. This notice outlines what to expect when we collect and process your personal information. It applies to:
Visitors to our websites
Complainants and individuals making data protection or freedom of information enquiries
People who use our services
Job applicants and current or former employees
Individuals whose data is submitted via our platforms
1. What Information We Collect and Why
Website Analytics
When you visit our website, we collect data such as:
Browser, network, and device details
IP address and general location
Pages viewed and time spent on each
Clicks, scrolls, searches, and timestamps
Referring and exit web pages
This is processed under our legitimate interests to improve user experience, monitor performance, and ensure security.
Our site is hosted on Squarespace, which collects and processes this data in accordance with their own privacy terms. Some analytics may be handled via Google Analytics or similar tools, anonymised where possible.
Cookies
We use cookies and similar technologies to deliver, secure, and improve our website.
Essential cookies: Required for core site functionality and security
Analytics cookies: Used to understand traffic and usage (only activated with your explicit consent)
We use a cookie banner to manage your consent preferences in accordance with the UK Privacy and Electronic Communications Regulations (PECR) and UK GDPR.
For more details, see: The Cookies Squarespace Uses
For Customers
All payments are processed through PayPal. Totem Learning Ltd. does not store any payment or financial data. PayPal acts as the data controller for payment information, processing data in accordance with their own privacy policy.
For Webform Submissions
If you submit a form through our website, we collect the information you provide (e.g., name, email, message).
This data is shared with:
Squarespace (hosting platform)
Mailchimp (email provider)
Zapier (data integration tool)
We use this data only to respond to your enquiry or request. Lawful basis: consent or legitimate interest, depending on context.
Marketing Emails
With your consent, we may send you newsletters or updates. You may unsubscribe at any time via the link in any email.
We use Mailchimp to manage and send marketing communications. Mailchimp may process data outside the UK; appropriate safeguards (e.g., Standard Contractual Clauses) are in place.
Fonts
We use fonts from Google Fonts and Adobe Fonts. These services may process your IP address and browser metadata to deliver font files.
2. Your Rights (UK, EU, and US Visitors)
If you're based in the UK or EU, under the UK GDPR or EU GDPR, you have the right to:
Access your personal data
Correct inaccurate data
Request deletion
Restrict or object to processing
Data portability
Not be subject to automated decision-making or profiling
If you're based in the US, you may have additional rights under laws such as the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA). These include the right to:
Know what personal information is being collected
Request access or deletion of your data
Opt-out of the sale of personal data (Totem does not sell your data)
You can exercise your rights at any time by emailing: info@totemlearning.com
3. Complaints and Enquiries
If you make a complaint, we’ll create a secure file containing details of the issue and the people involved. This is used only to manage and resolve the complaint.
We may need to share the identity of the complainant with the subject of the complaint to fully address the matter.
Complaints are retained for two years from closure and securely deleted thereafter, in line with our retention policy.
4. Service Users
If you use our services, we collect only the data necessary to deliver what you’ve requested. This may include your contact details, preferences, or service history.
We never use this information for unrelated marketing or share it with third parties without your consent.
5. Job Applicants and Employees
Applicant data is used only for recruitment and monitoring
Data from unsuccessful applicants is deleted after 12 months
Successful candidates will have a secure employment file, used only for HR purposes
Ex-employee data is retained and deleted in accordance with our retention policy
We will never share candidate or employee information without consent, unless legally required to do so.
6. Data Transfers
Some of our third-party providers (e.g. Squarespace, Mailchimp) may process data outside the UK/EEA (e.g., in the US). Where this occurs, we ensure:
Standard Contractual Clauses (SCCs) are in place
Transfers are covered by adequacy decisions or other legal mechanisms
We carefully select providers with strong data protection standards.
7. No Children’s Data
We do not knowingly collect data from individuals under the age of 18. If we become aware of such data being submitted, we will delete it promptly.
8. No Automated Decision-Making
Totem Learning Ltd. does not use any automated systems that make legal or similarly significant decisions about individuals based solely on personal data.
9. External Websites
Our website may link to external sites. This privacy notice does not apply to them. We encourage you to read their privacy notices before submitting any personal data.
10. Changes to This Privacy Notice
We review our privacy policy regularly and will update it when necessary. This version was published on 7 April 2025.
11. Contact Us
If you have any questions, requests, or concerns about this privacy notice or how we handle your data, you can contact us at:
📧 info@totemlearning.com
📮 Totem Learning Ltd, 3 & 4 Pegasus House, Pegasus Court, Olympus Avenue, Warwick, CV34 6LW
You also have the right to contact the Information Commissioner’s Office (ICO) if you are unhappy with how we’ve handled your data.