QUPLEX LTD

PRIVACY NOTICE

Version
1.0
Date
23 June 2026
Company
QUPLEX LTD
Company number
17263894
Registered office
Regus House, 1010 Cambourne, Cambridge, CB23 6DP, England
Contact email
hello@quplex.co.uk

1. About this Privacy Notice

This Privacy Notice explains how QUPLEX LTD collects, uses, stores and shares personal data.

It applies to:

  1. clients;
  2. parents and guardians;
  3. students;
  4. prospective clients and students;
  5. participants in workshops, courses or programmes;
  6. business and institutional contacts;
  7. mentors, prospective mentors, contractors and service providers;
  8. people who contact the Company by email, message, form, social media or other communication channels;
  9. visitors to the Company’s website.

2. Who We Are

QUPLEX LTD is a company incorporated and registered in England and Wales with company number 17263894.

Registered office: Regus House, 1010 Cambourne, Cambridge, CB23 6DP, England.

Contact email: hello@quplex.co.uk.

For data protection purposes, the Company is usually the controller of personal data it collects and uses for its own business, client management, educational service delivery and legal compliance purposes.

In some B2B or institutional arrangements, the data protection roles may be agreed separately with the relevant Client Organisation.

3. Personal Data We May Collect

The personal data we collect may include:

  1. names;
  2. email addresses;
  3. phone numbers;
  4. postal addresses;
  5. parent or guardian details;
  6. student age or date of birth;
  7. school, university or educational background;
  8. academic records, grades, subjects, qualifications and learning history;
  9. student work, research drafts, essays, problem solutions, code, presentations or academic materials;
  10. learning goals, academic interests and support needs;
  11. scheduling information;
  12. payment and invoice information;
  13. correspondence with us;
  14. workshop or session attendance records;
  15. feedback, complaints or service records;
  16. safeguarding or welfare information where relevant and necessary;
  17. mentor or contractor information, including CVs, qualifications, references, identity information, invoices and payment details;
  18. website and technical information, such as IP address, browser type, device information and cookie information where applicable.

We may also receive information from parents, guardians, schools, universities, Client Organisations, mentors or other people involved in arranging or delivering services.

4. How We Use Personal Data

We may use personal data to:

  1. respond to enquiries;
  2. assess whether our services are suitable;
  3. prepare proposals, contracts, schedules and invoices;
  4. provide academic, educational, mentoring, tutoring, research, workshop, consulting and related services;
  5. match students or clients with suitable mentors or personnel;
  6. organise sessions, workshops, meetings and programmes;
  7. monitor delivery and service quality;
  8. provide feedback to clients, parents, guardians or Client Organisations where agreed or appropriate;
  9. manage payments, invoices, accounting and financial records;
  10. maintain safeguarding and professional standards;
  11. investigate complaints, incidents or disputes;
  12. comply with legal, tax, accounting, safeguarding and regulatory obligations;
  13. manage mentor and contractor relationships;
  14. protect our business, clients, students, mentors and legal rights;
  15. maintain records of our services;
  16. improve our services and operations.

5. Lawful Bases

We may process personal data on one or more of the following lawful bases:

  1. contract — where processing is necessary to enter into or perform a contract;
  2. legitimate interests — where processing is necessary for our legitimate business, educational, operational, safeguarding or administrative interests and those interests are not overridden by the rights of the individual;
  3. legal obligation — where processing is necessary to comply with legal, tax, accounting, safeguarding or regulatory obligations;
  4. consent — where we ask for and rely on consent for a specific purpose;
  5. vital interests — where processing is necessary to protect someone’s life or safety;
  6. substantial public interest or other special category condition — where applicable under data protection law, including where necessary for safeguarding or legal compliance.

6. Children and Students Under 18

We provide services that may involve students under 18.

Where a student is under 18, we may collect and use personal data about the student for the purpose of providing educational services, managing safeguarding and communicating with the relevant parent, guardian or Client Organisation.

We aim to use children’s personal data fairly, transparently and only where relevant to the services being provided.

Parents or guardians should provide information that is accurate and relevant to the services.

Students should not be asked to provide unnecessary personal information.

7. Special Category or Sensitive Information

We ask clients, students, parents, guardians and Client Organisations not to provide medical, psychological, special category, highly sensitive or confidential information unless it is relevant and necessary for the services or for safeguarding.

Where such information is provided, we will handle it carefully and use it only where appropriate, lawful and necessary.

8. Sharing Personal Data

We may share personal data where reasonably necessary with:

  1. Company directors, employees, mentors, consultants, academic leads, researchers, tutors, workshop instructors and subcontractors;
  2. clients, parents, guardians or Client Organisations where relevant to service delivery;
  3. payment providers, banks, accountants and bookkeepers;
  4. legal, tax, compliance or professional advisers;
  5. IT, email, cloud storage, scheduling, video conferencing and operational service providers;
  6. schools, universities, journals, competition organisers or other third parties where this is part of the agreed services or authorised by the relevant person;
  7. safeguarding professionals, emergency services or relevant authorities where necessary to protect a student or comply with legal obligations;
  8. public authorities where required by law.

We will share only what is reasonably necessary for the relevant purpose.

9. International Transfers

Some clients, students, parents, guardians, mentors, Client Organisations or service providers may be located outside the United Kingdom.

Where personal data is transferred internationally, we will take reasonable steps to ensure that the transfer is lawful and that appropriate safeguards are used where required.

10. Retention

We keep personal data only for as long as reasonably necessary for the purposes described in this Privacy Notice.

Retention periods may depend on the type of information and the reason it is held.

We may retain records for service delivery, safeguarding, accounting, tax, legal, dispute management, regulatory, insurance and legitimate business record-keeping purposes.

When personal data is no longer reasonably needed, we will delete, anonymise or securely archive it.

11. Security

We take reasonable steps to protect personal data against unauthorised access, loss, misuse, alteration or disclosure.

This may include access controls, appropriate communication channels, secure storage, confidentiality obligations and internal policies for mentors and personnel.

No method of transmission or storage is completely secure, but we aim to use appropriate safeguards for the nature of the information we hold.

12. Cookies and Website Data

Our website may use cookies or similar technologies to operate the website, understand website usage or improve user experience.

Where required, further information about cookies may be provided in a separate cookie notice or cookie banner.

13. Marketing

We may use contact details to respond to enquiries and provide information about our services.

We will not sell personal data to third-party advertisers.

Where marketing consent is required, we will seek consent. Where we rely on legitimate interests for limited business communications, individuals may object or unsubscribe.

14. Individual Rights

Individuals may have rights under data protection law, including the right to:

  1. request access to their personal data;
  2. request correction of inaccurate personal data;
  3. request deletion of personal data;
  4. request restriction of processing;
  5. object to processing;
  6. request data portability;
  7. withdraw consent where processing is based on consent;
  8. complain to a supervisory authority.

These rights may be subject to limits, depending on the circumstances and the lawful basis for processing.

Requests should be sent to hello@quplex.co.uk.

15. Complaints

If you have concerns about how we handle personal data, please contact us first at hello@quplex.co.uk.

Individuals also have the right to complain to the UK Information Commissioner’s Office. The UK Information Commissioner’s Office can be contacted through its website at ico.org.uk.

16. Updates to this Privacy Notice

We may update this Privacy Notice from time to time.

The latest version will be available on our website or provided on request.

Registered in England and Wales

Company No: 17263894

Registered office: Regus House, 1010 Cambourne, Cambridge, England, CB23 6DP

Email: hello@quplex.co.uk

© 2026 Quplex Ltd. All rights reserved.