Proficiency Matrix

Legal

Privacy Notice

This Privacy Notice explains how Proficiency Matrix Ltd (“we”, “us”, “our”) collects and uses personal data through this website, www.proficiencymatrix.co.uk — principally the information you give us when you complete our contact form.

Proficiency Matrix Ltd — www.proficiencymatrix.co.uk

Data Controller
Proficiency Matrix Ltd
Company Registration No.
17177099 (England & Wales)
ICO Registration Reference
00015081971
Contact
privacy@proficiencymatrix.co.uk
Version
1.1
Effective date
18/08/2026
Last updated
18/08/2026

Scope of this notice

It does not cover our Academy, Hub or Insights services. Those are separate platforms with their own privacy information, provided to users at the point of registration or in the relevant customer agreement.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Proficiency Matrix Ltd is the Data Controller for the personal data described in this notice.

  • Legal entity: Proficiency Matrix Ltd
  • Registered office: Bartle House, Oxford Court, Manchester, M2 3WQ, United Kingdom
  • Company registration number:17177099 (registered in England & Wales)
  • ICO registration number: 00015081971
  • Data Protection Lead:Gareth Sykes, Director & CEO
  • Telephone: +44 (0) 161 399 4581
  • Privacy email: privacy@proficiencymatrix.co.uk

2. What we collect and why

Our contact form

When you submit our contact form, we collect the details you enter:

  • Your name
  • Your business email address
  • Your company or organisation name
  • Your telephone number (optional)
  • The approximate number of employees at your organisation (optional)
  • The subject of your enquiry and which of our services you are interested in
  • Your message

We use this to respond to your enquiry, answer your questions about our services, and follow up with you about the enquiry you raised. We do not add you to a marketing list on the basis of a contact form submission.

Lawful basis: legitimate interests (UK GDPR Article 6(1)(f)) — responding to a commercial enquiry that you initiated. Where your enquiry moves towards a contract, we also rely on Article 6(1)(b) (steps taken at your request before entering into a contract).

Our contact form is submitted directly from your browser to Formspree, the form service we use. This means Formspree also receives your IP address and browser user agent as part of the submission. Formspree acts as our processor and is described in section 3.

Please do not include health information, qualification records, or personal details about other people in the contact form. Where we need that kind of information, we collect it through the relevant service under separate privacy information.

Analytics

If you consent to analytics cookies, we use Vercel Analytics to understand how visitors use the site so we can improve it. This collects anonymised, aggregated page view and performance data. No analytics tool loads until you have given consent, and you can withdraw consent at any time using the “Manage cookies” button on any page.

Lawful basis: consent (Article 6(1)(a)), together with your consent under the Privacy and Electronic Communications Regulations.

Technical and hosting data

Our website is hosted by Vercel. As with any hosted website, standard technical log data is recorded when pages are requested, including IP address, browser type and request timestamps. This is used to keep the site available, performant and secure.

Lawful basis: legitimate interests (Article 6(1)(f)) — maintaining the security and availability of our website.

Cookies

This website stores your cookie preferences in your browser and, with your consent, uses analytics as described above. Full detail is in our Cookie Policy.

3. Who we share it with

We do not sell, rent or trade personal data, and we do not pass your details to third parties for their own marketing.

We share the data described above only with the following service providers, each acting as our processor under data protection terms, and only so far as needed to provide their service:

  • Formspree Inc. — receives and forwards contact form submissions.
  • Vercel Inc. — hosts this website, and provides the consent-gated analytics described above.
  • Google (Google Workspace) — our business email provider; contact form submissions are delivered to and stored in our business mailboxes.

We may also disclose information to legal or regulatory authorities where we are required to do so by law or by court order.

4. International transfers

Formspree Inc. and Vercel Inc. are both based in the United States, so personal data described in this notice is transferred outside the United Kingdom. Google also processes data outside the UK.

Where personal data is transferred outside the UK, we rely on the transfer safeguards in each provider's data processing terms, which incorporate the UK International Data Transfer Addendum to the EU Standard Contractual Clauses.

You can ask us for more detail about these transfers by emailing privacy@proficiencymatrix.co.uk.

5. How long we keep it

We keep personal data collected through this website for no longer than is necessary for the purpose it was collected for.

In practice this means we retain contact form submissions while we are dealing with your enquiry and for as long as there is a live or reasonably anticipated commercial relationship, after which they are deleted. Technical log data is retained only for the standard log retention period of our hosting provider.

6. Your rights

In relation to the personal data described in this notice, you have the right to:

  • Access — request a copy of the personal data we hold about you.
  • Rectification — ask us to correct information that is inaccurate or incomplete.
  • Erasure — ask us to delete your data where we no longer need it.
  • Restriction — ask us to pause our use of your data while a query or dispute is resolved.
  • Portability — request a copy in a structured, machine-readable format.
  • Object — object to processing we carry out on the basis of legitimate interests, including asking us at any time to stop contacting you about your enquiry.
  • Withdraw consent— withdraw your consent to analytics at any time, using the “Manage cookies” button on any page.

To exercise any of these rights, email privacy@proficiencymatrix.co.uk. We respond to valid requests within one calendar month.

7. Questions and complaints

If you have a question or concern about how we handle your personal data, please contact us first:

  • Proficiency Matrix Ltd, for the attention of Gareth Sykes, Director & CEO / Data Protection Lead
  • Bartle House, Oxford Court, Manchester, M2 3WQ, United Kingdom
  • Telephone: +44 (0) 161 399 4581
  • Email: privacy@proficiencymatrix.co.uk

You also have the right to complain to the UK supervisory authority for data protection:

  • Information Commissioner's Office (ICO)
  • Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, United Kingdom
  • Helpline: 0303 123 1113
  • www.ico.org.uk

8. Changes to this notice

We may update this notice to reflect changes to our website, our services, or our legal obligations. The current version number and effective date are shown at the top of this page.

Last updated: 18/08/2026