Privacy policy

1. Who this notice is about

This notice explains how de kam Training and Consulting ('the Business', 'we', 'us', 'our'), a sole trader business operated by Dr Johannes de Kam, collects, uses, and protects your personal data when you interact with this website and our services.

The Business is the data controller for the purposes of UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as amended by the Data (Use and Access) Act 2025.

Contact details:

• Business Name: de kam Training and Consulting
• Proprietor: Dr Johannes de Kam
• Email: johan@johandekam.com
• ICO registration: ZC195613

2. What data we collect and why

The Business collects personal data when you interact with us. This occurs mainly through 1) through the contact form on this website, 2) Through direct communication (by email, WhatsApp, video calls, during [prospective] service engagement), and 3) through automated website analytics.

2a. Contact form

When you contact us via the website contact form or by email, we collect your name, email address, and the content of your message, in order to respond to your enquiry and manage any resulting working relationship. The data is collected via our website (hosted by Squarespace), routed through our domain infrastructure managed by GoDaddy, and processed within Microsoft 365 (Outlook). The lawful basis for this processing is Legitimate Interests (Article 6(1)(f) UK GDPR). You are initiating the contact and the data involved is limited to what you choose to share.

2b. Direct communication, virtual meetings, and service delivery

• Service Delivery: Where you or your organisation engage the Business to provide our services, we collect additional professional details, including job titles, organisational details, contract records, billing information, and operational notes to manage your account and deliver our services. All such records are stored within Microsoft 365. Where we engage approved associate trainers or sub-contractors to assist in delivering services, relevant operational data (such as delegate lists or venue contact details) may be shared with them strictly as required, under Data Processing Agreements compliant with Article 28 UK GDPR. The lawful basis for this processing is Performance of a Contract (Article 6(1)(b) UK GDPR).
• WhatsApp: We may occasionally exchange messages via WhatsApp, operated by Meta Platforms Inc. (US). WhatsApp is not our primary business communication channel and we do not retain WhatsApp conversations as official business records. Where contact is established via WhatsApp, any substantive communication is migrated to email. If you contact us via WhatsApp, we encourage you to follow up by email for anything requiring a formal response. The lawful basis for any incidental WhatsApp contact is Legitimate Interests (Article 6(1)(f) UK GDPR).
• Zoom & Virtual Meetings: We conduct client meetings, discovery calls, and virtual facilitation sessions via Zoom, operated by Zoom Video Communications Inc. (US) under its own Data Processing Agreement. Zoom processes your name, video, and audio during sessions. Where sessions are recorded, this will be communicated to you in advance, and recordings will be deleted once they are no longer needed. The lawful basis for this processing is Performance of a Contract (Article 6(1)(b) UK GDPR) or Legitimate Interests (Article 6(1)(f) UK GDPR), depending on the nature of the engagement.

2c. Website analytics

This website uses Squarespace's built-in analytics, which collects aggregated information about how visitors use the site, including pages viewed, approximate geographic location (country or region level), browser type, and device type. This data does not identify you as an individual.

The lawful basis for this processing is Legitimate Interests (Article 6(1)(f) UK GDPR). Squarespace sets certain cookies to support this functionality; for full details see squarespace.com/privacy.

Summary table

3. International transfers

Several of the cloud services we use to operate the Business are based in the United States. Your personal data may be transferred to and stored in the US when processed by these services:

• Squarespace Inc.: website hosting and analytics
• GoDaddy Inc.: domain registration and email infrastructure
• Microsoft Corporation: Microsoft 365 (email, cloud storage, and office applications)
• Zoom Video Communications Inc.: video calls and virtual meetings
• Meta Platforms Inc.: WhatsApp (where informal preliminary contact takes place)

Each of these providers relies on appropriate safeguards recognised under UK data protection law, including the UK Extension to the EU–US Data Privacy Framework and Standard Contractual Clauses (SCCs) embedded within our data processing agreements with them.

We do not transfer your personal data to any other country or organisation outside these systems.

4. Who we share your data with

We do not sell, rent, or share your personal data with third parties for marketing purposes. Your data is accessed or processed only by:

1. Our essential data processors: Squarespace Inc., GoDaddy Inc., Microsoft Corporation, Zoom Video Communications Inc., and Meta Platforms Inc. (where WhatsApp is used), each acting under their own data processing terms.
2. Approved sub-contractors or associate trainers: engaged to assist in delivering our services, each bound by Data Processing Agreements compliant with Article 28 UK GDPR.
3. Professional advisors: including accountants, legal advisors, or professional indemnity insurers, where strictly necessary for business operations.
4. Law enforcement or regulatory bodies: if we are under a legal obligation to disclose.

5. How long we keep your data

Enquiry and communication records (such as contact form submissions and email correspondence) are retained for 6 years from the date of last contact, on the basis of legitimate interests in maintaining adequate business records and managing any potential disputes. Incidental WhatsApp messages are not actively retained as business records. However, Meta Platforms Inc. retains data processed through WhatsApp on their own infrastructure in accordance with their privacy policy, over which we have no control.

Financial and contract records such as Invoices, contracts, and related transaction records are retained for 6 years from the end of the financial year of the last contract, in accordance with UK statutory tax and accounting requirements.

Analytics data collected via our website are retained by Squarespace in accordance with their own data retention schedule, over which we have no direct control.

6. Your rights

Under UK GDPR you have the following rights in relation to your personal data:

• Right of access: You can ask us to confirm whether we hold personal data about you and to provide a copy.
• Right to rectification: You can ask us to correct personal data that is inaccurate or incomplete.
• Right to erasure: You can ask us to delete your personal data where there is no longer a legitimate reason for us to hold it.
• Right to restriction: You can ask us to restrict processing of your data in certain circumstances, for example while a dispute is resolved.
• Right to object: Where we rely on legitimate interests as our lawful basis, you have the right to object. We will cease processing unless we can demonstrate compelling legitimate grounds that override your interests.
• Right to data portability: Where processing is based on your consent or a contract, you can ask for a copy of your data in a structured, machine-readable format.
• Rights related to automated decision-making: We do not carry out any automated decision-making or profiling in relation to your personal data. No decisions about you are made solely by automated means.

To exercise any of these rights, please email us at [your contact email]. We will respond within one month.

7. Complaints

If you have concerns about how we handle your personal data, please contact us first at johan@johandekam.com and we will do our best to resolve the matter promptly.

If you remain unsatisfied, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

• Website: ico.org.uk
• Telephone: 0303 123 1113
• Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

8. Cookies

This website uses cookies set by Squarespace. These include cookies necessary for the site to function and analytics cookies that help us understand how the site is used. A cookie banner is displayed on your first visit; if you decline non-essential cookies, analytics cookies will not be set. For Squarespace's full cookie list, see squarespace.com/privacy.

9. Changes to this notice

We may update this notice from time to time. The effective date at the top of this page will always reflect the most recent version. For significant changes, we will update the version number and date.