Privacy Policy

Last updated: June 2026

Introduction

Rook Leadership Ltd is committed to protecting your personal information and handling it responsibly.

This Privacy Policy explains what information we collect, how we use it, who we share it with, and the choices available to you.

If you have any questions about this policy or how your information is used, please contact us using the details at the end of this page.

Who We Are

Rook Leadership Ltd provides leadership diagnostics, facilitation, coaching, consulting, and leadership development services.

For the purposes of UK data protection law, Rook Leadership Ltd is the data controller for the information described in this policy.

Information We Collect

Depending on how you interact with us, we may collect:

  • Name

  • Email address

  • Job title or role

  • Organisation or team name

  • Information submitted through contact forms

  • Assessment responses and diagnostic results

  • Information shared during coaching, consulting, facilitation, or leadership development engagements

  • Technical information relating to the use of our website and online services

Lawful Bases for Processing

We only process your personal information when we have a legal basis to do so. We rely on the following bases under UK data protection law:

  • Performance of a contract: where we need to process your information to perform a contract with you or take steps before entering into a contract.

  • Legitimate interests: where processing is necessary for our legitimate interests, provided your interests and rights do not override those interests. This may include responding to enquiries, managing our business, improving our services, and maintaining appropriate records.

  • Legal obligation: where we need to process information to comply with legal, regulatory, accounting, or reporting requirements.

If you choose not to provide personal information requested by us, we may not be able to provide services or respond to your enquiry.

How We Use Information

We use personal information to:

  • Generate diagnostic reports and assessment outputs

  • Deliver leadership development services

  • Communicate with clients and prospective clients

  • Respond to enquiries

  • Improve our services and client experience

  • Maintain business records

  • Meet legal, regulatory, and contractual obligations

Assessment Data

Assessment responses are used to generate diagnostic reports and support leadership development services.

Responses are treated confidentially and are only accessed where necessary to deliver services, provide support, maintain systems, or meet legal obligations.

Assessment data is never sold to third parties.

We use Airtable for data storage, database management, and tracking. We use OneDrive / Microsoft services for securely storing finalised PDF diagnostic reports and related business records.

Third-Party Service Providers

We use trusted third-party service providers to help operate our business, automate workflows, and deliver services. These include:

  • Tally: form collection and assessment intake

  • Make: workflow automation between systems

  • Airtable: data storage, database management, and tracking

  • OneDrive / Microsoft: file storage, document handling, and productivity services

  • GitHub and Render: website infrastructure, technical deployment, and application hosting

These providers only receive the information necessary to perform their services and are expected to handle information securely and in accordance with applicable data protection requirements.

International Data Transfers

Some of our third-party service providers may be located outside the UK or may host data outside the UK, including in the United States or the European Economic Area.

Where personal information is transferred outside the UK, we rely on appropriate safeguards where required, such as recognised data transfer mechanisms, approved contractual terms, or applicable adequacy arrangements.

Data Retention

We retain personal information only for as long as reasonably necessary to fulfil the purposes we collected it for, including satisfying legal, accounting, reporting, contractual, or legitimate business requirements.

  • Client account, contract, and assessment data: we retain identifiable client records, including raw response data within Airtable and finalised diagnostic or coaching reports within OneDrive, for 6 years after the end of the relevant client relationship or contract. This aligns with UK limitation periods for contract-related claims.

  • Post-6-year deletion or anonymisation: once this period expires, personal data will be securely deleted or anonymised where appropriate. Once data is fully anonymised, it is no longer personal data under UK data protection law.

  • Enquiries: if you contact us but do not become a client, we will normally delete your information after 24 months.

Your Rights

Under UK data protection law, you may have the right to:

  • Request access to your personal information

  • Request correction of inaccurate information

  • Request deletion of your information in certain circumstances

  • Restrict or object to certain processing activities

  • Request transfer of your information where applicable

  • Withdraw consent where processing is based on consent

To exercise any of these rights, please contact us using the details below.

Complaints

If you are unhappy with how your information has been handled, we would appreciate the opportunity to address your concerns first.

You also have the right to lodge a complaint with the Information Commissioner’s Office, the UK regulator for data protection issues.

Website: https://ico.org.uk
Helpline: 0303 123 1113

Contact

Rook Leadership Ltd
Email: ben@rookleadership.co.uk

Changes to This Policy

We may update this Privacy Policy from time to time. Any updates will be published on this page with the revised date shown above.