Privacy Policy

This policy explains how EVO Ultra Limited ("ULTRA", "we", "us") collects and uses personal information, and what rights you have over it. We are the data controller for the information described here.

1. Information we collect

If you complete the enquiry form on this website, we collect the details you choose to give us:

• Your name and email address (both required)
• Your organisation, role and telephone number, if you provide them
• Which group you are interested in
• Anything you write in the free-text box

If you become a member, we hold the contact and organisation details needed to run your group — for example, to arrange meetings, issue invoices and keep you informed.

We do not ask for special category data, and you should not include health, political or similarly sensitive information in the enquiry form.

2. How we use it, and why we are allowed to

What we do	Lawful basis
Respond to your enquiry and discuss whether ULTRA is a fit	Legitimate interests — you have asked us to get in touch
Administer your membership and organise meetings	Performance of our contract with you
Keep accounting and tax records	Legal obligation
Send occasional updates about ULTRA	Consent, which you can withdraw at any time

We do not sell your information, and we do not use it for advertising.

3. Confidentiality within groups

ULTRA groups operate on the understanding that what is discussed in the room stays in the room. That is a commitment between members, and it sits alongside — not instead of — this policy. Enquiries you send us are seen by the Founder and are not shared with members.

4. Who else handles your information

We use a small number of service providers who process data on our behalf:

• Netlify — hosts this website and receives enquiry form submissions
• Google Fonts — serves the typefaces used on this site; your browser requests these directly from Google, which involves your IP address
• Our email, accounting and scheduling providers — used to correspond with you and administer membership

Some providers are based outside the UK. Where that is the case, transfers are covered by appropriate safeguards such as the UK International Data Transfer Addendum or an adequacy decision.

We may also disclose information where we are legally required to.

5. Cookies and analytics

This website does not set advertising or tracking cookies, and we do not run analytics on it. If that changes, we will update this policy and ask for your consent where required.

6. How long we keep it

• Enquiries that do not lead to membership: up to 24 months, then deleted
• Member records: for the duration of membership and up to six years afterwards
• Financial records: six years, as required by UK tax law

7. Your rights

Under UK data protection law you have the right to:

• Ask for a copy of the information we hold about you
• Have inaccurate information corrected
• Ask us to delete information, where we have no continuing reason to keep it
• Object to or restrict how we use it
• Ask us to transfer it to another provider
• Withdraw consent at any time, where consent is the basis we rely on

To exercise any of these, email info@evo-ultra.com. We will respond within one month.

If you are unhappy with how we have handled your information, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. We would appreciate the chance to put things right first.

8. Security

We take reasonable technical and organisational measures to protect your information, including encrypted connections to this website and access controls on the systems we use. No system is completely secure, but we take the responsibility seriously.

9. Changes to this policy

If we change this policy we will update the date at the top of this page. Material changes will be brought to the attention of members directly.