Privacy & Data
Protection Policy
Last updated: January 2026
TeamLytica is committed to protecting personal data and handling it responsibly, transparently, and in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This policy explains how we collect, use, store, and protect personal data across:
- the TeamLytica website
- our marketing systems (including HubSpot)
- the TeamLytica online platform and reporting tools
1. Who we are
TeamLytica is a UK-based provider of team insight and development tools designed to support leaders, managers, coaches, and organisations to improve how teams work together.
For the purposes of data protection law, TeamLytica may act as:
- a Data Controller (for website visitors, marketing contacts, and platform users), and
- a Data Processor (when processing team and participant data on behalf of a client or accredited partner).
Contact details for data protection enquiries are provided at the end of this policy.
2. What data we collect
We collect different types of personal data depending on how you interact with us.
a. Website visitors and enquiries
This may include:
- name
- email address
- organisation
- job role
- IP address and basic usage data
- information submitted via contact forms or downloads
b. Marketing and communications (HubSpot)
If you opt in to receive communications, we may process:
- contact details
- communication preferences
- engagement data (e.g. email opens, link clicks)
HubSpot is used as our customer relationship and marketing automation platform. Data is processed in line with HubSpot’s GDPR-compliant framework and our contractual agreement with them.
c. Platform users (coaches, managers, administrators)
This may include:
- name
- work email address
- role and organisation
- login and access information
- platform usage data
d. Team and participant data
When the TeamLytica platform is used to gather team-level insight, we may process:
- questionnaire responses
- optional open-text comments
- aggregated and anonymised team scores
TeamLytica is designed to focus on team-level insight, not individual profiling or diagnosis. Individual responses are not reported back to managers or clients.
3. How we use personal data
We use personal data to:
- respond to enquiries and provide requested information
- deliver and administer access to the TeamLytica platform
- generate team-level reports and insights
- support coaches and clients using the platform
- send relevant communications where consent has been given
- improve our products and services
- meet legal and regulatory obligations
We do not sell personal data or use it for unrelated purposes.
4. Lawful basis for processing
We process personal data under the following lawful bases:
- Consent – for marketing communications and optional participation
- Contract – where processing is necessary to deliver our services
- Legitimate interests – to operate, improve, and secure our platform
- Legal obligation – where required by law
5. Data ownership and roles
- Organisations or accredited partners commissioning TeamLytica typically act as Data Controllers for team participant data.
- TeamLytica acts as a Data Processor, processing data only in line with agreed instructions.
- Full Data Processing Agreements are provided to clients and accredited partners within the platform or during contracting.
7. Data storage and security
We take appropriate technical and organisational measures to protect personal data, including:
- secure hosting within the UK and/or EU
- controlled access based on roles
- encryption and secure connections
- regular backups and monitoring
- clear procedures for access removal when users leave
We work with trusted third-party providers who meet GDPR requirements. A list of sub-processors is available to clients and partners on request.
6. Anonymity and ethical use
TeamLytica is designed to protect psychological safety and trust.
- Data is analysed and reported at team level, not individual level
- We avoid individual labelling, diagnosis, or automated decision-making
- TeamLytica is not intended for recruitment, performance management, promotion, or disciplinary use
Guidance on appropriate and ethical use is provided to accredited partners and clients.
7. Data storage and security
We take appropriate technical and organisational measures to protect personal data, including:
- secure hosting within the UK and/or EU
- controlled access based on roles
- encryption and secure connections
- regular backups and monitoring
- clear procedures for access removal when users leave
We work with trusted third-party providers who meet GDPR requirements. A list of sub-processors is available to clients and partners on request.
8. Data retention
We retain personal data only for as long as necessary for the purposes it was collected.
In broad terms:
- marketing data is retained until consent is withdrawn
- platform user data is retained for the duration of the relationship
- team data is retained in line with contractual agreements and can be deleted or anonymised on request
Detailed retention schedules are available to clients and partners.
9. Your rights
Under UK GDPR, individuals have the right to:
- access their personal data
- request correction of inaccurate data
- request erasure (where applicable)
- restrict or object to processing
- withdraw consent at any time
- lodge a complaint with the Information Commissioner’s Office (ICO)
Requests can be made using the contact details below. We may need to verify identity before responding.
10. Cookies
Our website uses cookies to ensure it functions properly and to understand how visitors use it.
Details of cookies used, and how to manage preferences, are provided in our separate Cookie Policy.
11. International transfers
We aim to keep personal data within the UK and EU.
Where data is processed by third-party providers outside these regions, appropriate safeguards are in place in line with UK GDPR requirements.
12. Changes to this policy
We may update this policy from time to time to reflect changes in law, guidance, or how we operate. The latest version will always be available on our website.
13. Contact us
For questions about this policy or how we handle personal data, please contact:
Email: policy@teamlytica.com
Organisation: TeamLytica
Address: 97 Ravencroft, Bicester, Oxon, OX266YE, UK