WorkTravel Academy Privacy Policy

Effective date: 19.08.2026

 1. Who we are

WorkTravel Academy is operated by **Q9 Trade Limited**, a company registered in England and Wales with company number **09194117** and registered office at **21 Heavitree Road, Exeter, England, EX1 2LD**.

Q9 Trade Limited uses the trading names **WorkTravel AI Agency Academy** and **Saulius-Systems** in connection with relevant products, services, learning programmes, community activity, and digital resources.

For privacy questions, data-rights requests, account support, order support, cancellations, or refund enquiries, contact - mailto: uk@worktravel.agency.

 

## 2. Scope of this notice

This notice explains how we collect and use personal data when you visit [**www.worktravel.agency**](http://www.worktravel.agency), create an account, buy or access a digital product, programme, membership, plan, service, or community feature, contact us, or submit a Local Hubs enquiry.

The Local Hubs enquiry flow and its related AI-first marketing workflow are intended for adults aged **18 or over**. Please do not include confidential customer information, health information, financial information, or other sensitive personal data in an open enquiry field unless we specifically request it through a secure channel.

 

## 3. Information we may collect

Depending on the service you use, we may collect the following categories of information:

- identity and contact information, such as your name and email address;

- account, membership, plan, purchase, payment-reference, and service-access information;

- messages, support requests, Local Hubs enquiry details, stated interests, workflow goals, and optional responses you choose to provide;

- programme, community, event, referral, or participation information where you use those features;

- technical, device, browser, security, cookie, and usage information; and

- your marketing permissions and communication preferences.

We collect only information that is reasonably necessary for the stated purpose. Payment-card data is handled by the relevant payment service provider and is not stored by us unless necessary for a specific lawful payment arrangement.

 

## 4. Why we use personal data

We use personal data to operate the website and account features; provide digital products, programmes, memberships, services, and support; process transactions; protect the site and prevent fraud; respond to self-submitted enquiries; maintain records; improve our services; and meet legal obligations.

Where applicable, we use personal data because it is necessary to perform a contract or take steps at your request before entering into a contract, to comply with a legal obligation, because you have given permission, or for our legitimate interests.

Our legitimate interests include operating, securing, and improving WorkTravel Academy; responding to an enquiry that you have asked us to handle; preventing misuse; maintaining proportionate business records; and assessing aggregate service needs. We balance these interests against your rights and do not rely on legitimate interests for direct marketing where a separate permission is required.

 

## 5. Marketing preferences

We use separate, optional, unticked permissions for marketing. These may cover:

1. relevant pathway resources connected with a stated interest;

1. Local Hubs or city updates; and

1. general WorkTravel Academy news, resources, and offers.

You can withdraw a marketing permission at any time using an unsubscribe link, a preference centre where available, or by contacting [**uk@worktravel.agency**](mailto:uk@worktravel.agency). We do not sell personal data.

 

## 6. AI-assisted operations and Local Hubs

We may use AI-assisted systems to help prepare internal summaries, route a self-submitted enquiry, identify requested topic areas, prepare content or response suggestions, and analyse aggregate service signals.

For the Local Hubs AI-first workflow, we design the AI layer to use minimised or redacted routing data where practicable; generate recommendations and drafts for review; record the relevant workflow and version; and avoid an identifiable-lead memory store within the AI layer.

An AI system does not independently change your consent choice, publish content, make a binding decision about you, or send a marketing message in the initial governed release. If AI-assisted communications are activated later, they will remain subject to the applicable permission, suppression checks, approved templates, and the controls explained at the point of collection or activation.

 

## 7. Sharing and service providers

We may use carefully selected providers for website hosting, payment processing, communications, analytics, customer support, cloud infrastructure, and service operations. We share personal data only where necessary for the relevant service, to meet a lawful obligation, to protect rights, or as otherwise explained when information is collected.

Where personal data is transferred outside the United Kingdom or European Economic Area, we use the safeguards required by applicable law, where required.

 

## 8. Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, to provide the relevant product or service, meet legal or accounting obligations, resolve disputes, and enforce agreements.

Retention periods may vary by account, purchase, support request, Local Hubs enquiry, consent state, legal obligation, and security need. Marketing permissions are retained until withdrawn or until the applicable communication list is reviewed and removed. We maintain a retention and deletion schedule with documented ownership and periodic review.

 

## 9. Your rights

Subject to applicable law, you may ask for access to your personal data, correction, deletion, restriction, portability, or objection to processing. You may withdraw consent at any time where processing relies on consent.

To make a request, contact [**uk@worktravel.agency**](mailto:uk@worktravel.agency). You may also have the right to complain to the relevant supervisory authority, including the UK Information Commissioner’s Office.

 

## 10. Cookies and similar technologies

We use essential technologies needed for website security, login, language, performance, and core service operation. Where non-essential cookies or similar technologies are used, they are managed through the applicable consent mechanism.

You can also manage cookies through browser settings, although doing so may affect some site features.

 

## 11. Third-party links and community content

The site may link to third-party services. Their privacy practices are governed by their own notices. Community members are responsible for the information they choose to post publicly; please avoid sharing sensitive personal information in community areas.

 

## 12. Changes and contact

We may update this notice when our processing activities, services, or legal obligations change. The current version and effective date will be shown on this page.

For privacy questions, data-rights requests, account support, order support, cancellation requests, or refund enquiries, contact [**uk@worktravel.agency**](mailto:uk@worktravel.agency).

## References

[1]: https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/individual-rights/the-right-to-be-informed/what-privacy-information-should-we-provide/ "ICO: What privacy information should we provide?"

[2]: https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/direct-marketing-and-privacy-and-electronic-communications/guide-to-pecr/ "ICO: Guide to PECR"

[3]: https://support.google.com/merchants/answer/12756116?hl=en "Google Merchant Center: Follow Merchant Center guidelines to keep your account approved"