Privacy Policy

Who We Are

Vetting Hub is operated by Graham Johnson. Our website is vettinghub.co.uk and you can contact us at [email protected]. Vetting Hub is a specialist compliance subscription service providing UK organisations with access to Charlotte our AI compliance advisor, specialist courses and digital compliance toolkits.

What Information We Collect

We collect information you provide directly to us when you subscribe to Vetting Hub, contact us by email, complete a form on our website or use the Charlotte demo. This information may include your name, email address, job title, organisation name and payment information. We also collect information automatically when you visit our website including your IP address, browser type, pages visited and time spent on pages. This information is collected through cookies and similar tracking technologies.

How We Use Your Information

We use the information we collect to provide and manage your Vetting Hub subscription, create and manage your account in The Vetting Hub platform, deliver your 22 digital compliance toolkits on enrollment, send you course completion certificates, process your subscription payments through Stripe, send you service emails including renewal confirmations and payment notifications, respond to your enquiries and provide support, improve our website and services and comply with our legal obligations. We do not sell your personal data to third parties. We do not use your personal data for advertising purposes.

Legal Basis for Processing

We process your personal data on the following legal bases. We process your data to perform the contract we have with you as a subscriber. We process your data where we have a legitimate interest in operating and improving our business. We process your data where we have a legal obligation to do so. Where we rely on your consent we will make this clear at the point of collection.

Cookies

Our website uses cookies to understand how visitors use our site and to improve your experience. We use Google Analytics to collect anonymous information about website traffic and usage. You can control cookies through your browser settings. By continuing to use our website you consent to our use of cookies in accordance with this policy.

Data Retention

We retain your personal data for as long as your subscription is active and for a reasonable period afterwards in case you choose to resubscribe. We retain financial records for seven years in accordance with HMRC requirements. We will delete or anonymise your personal data on request where we are not required by law to retain it.

Your Rights

Under the UK General Data Protection Regulation you have the following rights in relation to your personal data. You have the right to access the personal data we hold about you. You have the right to correct inaccurate personal data. You have the right to request deletion of your personal data where we are not required by law to retain it. You have the right to restrict or object to our processing of your personal data. You have the right to data portability. You have the right to withdraw consent where processing is based on consent. To exercise any of these rights please contact us at [email protected]. You also have the right to lodge a complaint with the Information Commissioner's Office at ico.org.uk.

Data Security

We take the security of your personal data seriously. Your data is stored securely within our GHL platform. Payment information is processed securely through Stripe and we do not store your payment card details. We use appropriate technical and organisational measures to protect your personal data against unauthorised access, loss or disclosure.

Third Party Services

We use the following third party services to operate Vetting Hub. GoHighLevel provides our platform, members portal and email delivery. Stripe processes subscription payments. Google Analytics collects anonymous website usage data. OpenAI provides the AI model that powers Charlotte. Each of these providers has their own privacy policy and data processing practices. We only share the minimum personal data necessary with each provider to deliver our services.

Charlotte and AI Processing

Charlotte is our AI compliance advisor powered by GPT-4.1. When you use Charlotte your questions and conversation data are processed by OpenAI's systems. We do not store Charlotte conversation transcripts as personal data beyond what is retained in our platform for service delivery purposes. Charlotte is provided for guidance and compliance information purposes only and does not constitute legal advice.

Changes to This Policy

We may update this privacy policy from time to time. We will notify subscribers of any significant changes by email. The date at the top of this policy indicates when it was last updated. Continued use of Vetting Hub after changes are posted constitutes acceptance of the updated policy.

Contact Us

If you have any questions about this privacy policy or how we handle your personal data please contact us at [email protected]. You can also write to us at Vetting Hub, United Kingdom.