Privacy Policy

1. Introduction

This policy explains how personal data is collected, used, stored, shared and protected across the VYKN website, demo requests, communications, platform use and services. It should be read with the Cookie Policy, the Terms of Use, the Demo Confidentiality and Limited Use Terms, and any customer agreement or data processing agreement that applies to you.

2. Who we are

The website and the VYKN platform, including VYKN Academy and VYKN Assure, are owned and operated by VYKN UK LTD, company number 17214840, incorporated in England and Wales. Office: Room 234, 9 Greyfriars Road, Reading, RG1 1NU, United Kingdom. Registered office: C/O RPGCC, 40 Gracechurch Street, London, EC3V 0BT. The intellectual property in the platform and its content is owned by VYKN IP LTD, company number 17215244, and licensed to VYKN UK LTD. VYKN IP LTD does not operate the website or the platform unless stated otherwise. "VYKN", "we", "us" and "our" refer to VYKN UK LTD unless the context requires otherwise.

3. Our role under data protection law

VYKN UK LTD acts as a controller for website visitors, enquiries, marketing contacts and suppliers. It acts as a processor for client organisations when handling learner accounts, assignments, progress, assessments, certificates and training records. For learner data the client is usually the controller and is responsible for the lawful basis and for informing its own staff and learners. The laws that apply are the UK GDPR, the Data Protection Act 2018 and, where applicable, the EU GDPR.

4. Scope

This policy covers the website, forms, demo booking, sales, marketing and events, onboarding, the platform, learner records, support, bespoke and white-label training, supplier and partner relationships, intellectual property protection, and legal and administrative purposes. It does not cover third-party sites or services that VYKN does not control.

5. Personal data we collect

• Website visitors: IP address, device and browser details, pages visited, referral source, approximate location, cookie identifiers, analytics and logs.
• Demo requests and enquiries: name, job title, organisation, business email, phone, sector, jurisdictions, learner numbers, training interests and anything else you submit.
• Scheduling tools: meeting times, time zone, booking responses, notes and rescheduling details.
• Prospects, clients and partners: contact details, correspondence, commercial and procurement information, contracts, billing and payment details.
• Platform learners: account details, enrolments, progress, completion, assessment answers and scores, pass or fail status, certificates, login and usage data.
• Client administrators: job title, permissions, login records, management and reporting activity.
• Bespoke projects: contact details, client materials, scenarios and review notes. Clients are asked to avoid including personal data where possible.
• Marketing and events: contact details, preferences, engagement history, downloads, attendance and consent records.
• Suppliers and advisers: contact, contract, payment, due diligence and service records.

6. How we collect personal data

Directly from you; from employers and client administrators; automatically through cookies and logs; from scheduling, CRM, email and video tools; from public sources such as company websites, business directories, regulatory registers and Companies House; and from referrals, partners and materials supplied for engagements.

7. How we use personal data

To operate and secure the website; respond to enquiries; arrange and assess demos; decide whether to grant access to proprietary material; manage sales and client relationships; deliver platform services (accounts, assignments, certificates, reports); support compliance reporting for authorised client personnel; provide customer support; develop bespoke and white-label content; market our services; analyse usage; prevent security incidents and fraud; and meet legal and contractual obligations.

8. Lawful bases

For controller activities we rely on contract performance, pre-contract steps, legitimate interests, legal obligations and consent (for example for some marketing and for non-essential cookies). Learner data processed for clients follows the client's instructions. You can withdraw consent at any time.

9. Legitimate interests

Running and improving the website and services, handling business enquiries, managing sales, protecting intellectual property, preventing misuse and fraud, securing systems, keeping records and enforcing legal rights. We weigh the impact on individuals and do not rely on legitimate interests where your rights override them.

10. Special category and criminal offence data

We do not generally seek special category data or criminal offence data. Please do not submit it unless specifically requested and a lawful basis exists. Clients providing such data in case studies or bespoke content must be lawfully entitled to do so and should anonymise or fictionalise it where possible. Data provided inadvertently is handled under applicable law and may be deleted if not needed.

11. Children's data

The platform is aimed at organisations and professional users. It is not directed at children and we do not knowingly collect children's data. If you believe a child has provided data, contact us.

12. Cookies and similar technologies

Cookies support site operation, usage analysis, user experience, demo booking, security and, where permitted, marketing. Some are necessary; others require consent. See the Cookie Policy.

13. Sharing personal data

Recipients include client organisations (learner data and reports for administrators, HR, managers and boards); VYKN IP LTD, in limited cases to protect intellectual property; service providers such as hosting, cloud, learning platform, email, CRM, scheduling, analytics, support, payment, IT, video, cookie consent and document management providers; professional advisers; regulators and authorities where required by law; and parties to a corporate transaction, subject to confidentiality protections.

14. International transfers

Data may be transferred outside the UK or EEA where providers, clients or operations require it. Safeguards include adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, the EU Standard Contractual Clauses or other lawful mechanisms. Platform data is hosted in the United Kingdom.

15. Security

Access and authentication controls, role-based permissions, encryption where appropriate, secure hosting, staff confidentiality, monitoring, logging, vendor due diligence, backups and incident management. No system can be guaranteed to be completely secure. You are responsible for protecting your login credentials and for reporting suspected unauthorised access. See the Information Security Statement.

16. Retention

• Website enquiries and demo requests: up to 24 months from the last meaningful interaction.
• Demo access and confidentiality records: up to 6 years.
• Marketing records: until you unsubscribe or object, plus suppression records.
• Client contract and account records, supplier and adviser records: the relationship plus up to 7 years.
• Support records: up to 6 years. Security logs: a limited period.
• Learner, training and certificate records: as set out in the client agreement and the client's regulatory requirements.
• Records relating to legal claims: as long as necessary.

17. Your rights

Subject to applicable law and exemptions, you have the right to be informed, to access, correct and erase your data, to restrict or object to processing, to data portability, to withdraw consent, and rights relating to automated decisions. Make a request using the contact details below. Requests about data processed for your employer may be referred to that organisation. We may need to verify your identity.

18. Automated decision-making and learning analytics

Assessment results, completion data and activity are used for reporting, oversight and training effectiveness reviews, including TECS effectiveness scoring. VYKN does not make decisions about individuals based solely on automated processing. Clients remain responsible for how they use records and analytics.

19. Marketing

We may send marketing to business contacts where permitted. Unsubscribe using the link in any email or by writing to contact@vykn.com. Necessary service communications continue.

20. Third-party links, tools and services

The website and platform may link to or embed third-party tools, including scheduling, video, analytics, CRM, social media and payment services. We are not responsible for their privacy practices; please review their policies.

21. Client responsibilities and data processing agreements

Clients must ensure they have a lawful basis for providing data, that individuals receive privacy information, that learner data is accurate, that access permissions and training assignments are appropriate, that bespoke materials contain only lawful and necessary personal data, and that internal use of records and reports complies with law. Where VYKN processes data for a client, the work is governed by contract, which may include a data processing agreement covering scope, data categories, instructions, confidentiality, security, sub-processors, transfers, rights assistance, breach notification, deletion or return, and audits.

22. Complaints

Please contact us first at contact@vykn.com or by post. You may also complain to the Information Commissioner's Office (www.ico.org.uk, telephone 0303 123 1113). If you are outside the United Kingdom you may complain to your local data protection authority.

23. Changes

Updates are published on this page with a revised "Last updated" date. For material changes we may take additional steps to notify affected individuals.

24. Contact

VYKN UK LTD, Room 234, 9 Greyfriars Road, Reading, RG1 1NU, United Kingdom. Company number 17214840. Email: contact@vykn.com.