Last updated: 23 June 2026

Positiv Cohort Ltd respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, store and share personal information when you visit our website, contact us, download content, register for an event, subscribe to updates or otherwise interact with us.

1. Who we are

Positiv Cohort Ltd is the controller responsible for the personal information described in this policy.

Company name: Positiv Cohort Ltd
Company number: 14611218
Registered address: Ferneberga House, Alexandra Road, Farnborough, England, GU14 6DQ
Website: positivcohort.com
Email: hello@positivcohort.com

References to “Positiv Cohort”, “we”, “us” or “our” in this policy mean Positiv Cohort Ltd.

2. The personal information we collect

Depending on how you interact with us, we may collect:

• your name;
• your work or personal email address;
• your telephone number, where provided;
• your job title and organisation;
• information you include in a contact form, enquiry or correspondence;
• your newsletter and communication preferences;
• information about resources, events or services in which you have expressed an interest;
• records of our communications and your engagement with relevant emails;
• technical information required to operate and protect the website, such as IP address, browser type, device information, timestamps and security logs; and
• cookie preferences and information collected through cookies or similar technologies.

We do not intentionally ask you to provide special category personal data through our website. Please avoid including sensitive or classified information in website forms or general enquiries.

3. How we collect personal information

We collect personal information:

• directly from you when you complete a form, contact us, subscribe, register for an event or download a resource;
• when you communicate with members of our team;
• when you engage with our business communications;
• through our website and its essential security and operational technologies;
• from publicly available professional sources, where appropriate for business-to-business communications; and
• through trusted partners or professional contacts where there is a relevant and legitimate reason for an introduction.

Website form submissions may be stored within our WordPress website using Elementor and may also be transferred to Mailchimp where the form relates to subscriptions, resources, events or relevant follow-up communications.

4. How and why we use your information

Responding to enquiries

We use the information you provide to:

• respond to your enquiry;
• discuss a programme, requirement or potential engagement;
• arrange meetings or appointments;
• provide information you have requested; and
• maintain a record of our correspondence.

Our lawful basis is our legitimate interest in responding to business enquiries and developing professional relationships. Where communications relate to steps requested before entering into a contract, we may also rely on the lawful basis of contract.

Delivering services and managing relationships

Where you are a client, supplier, partner or professional contact, we may use your information to:

• manage our working relationship;
• deliver and administer agreed services;
• coordinate programmes, projects, meetings and events;
• manage contracts, invoices and business records;
• maintain security and access controls; and
• meet legal, regulatory and assurance requirements.

Our lawful bases may include contract, legal obligation and our legitimate interests in managing our business and delivering services effectively.

Newsletters and industry updates

Where you subscribe to our newsletter or request relevant updates, we use your contact details and preferences to send those communications.

For personal email addresses, we normally rely on your consent. You may withdraw consent at any time by using the unsubscribe link in an email or contacting us.

For business contacts at corporate organisations, we may rely on our legitimate interests in providing relevant business-to-business information, subject to applicable electronic marketing rules. We will always provide a clear means of opting out.

Relevant business-to-business follow-up

Where you use a corporate email address to request a report, white paper, event place or other resource, we may follow up to ask whether it was useful and share closely related information.

We do this only where the communication is relevant to your role, organisation or original request. Our lawful basis is our legitimate interest in developing relevant business relationships and helping professional contacts understand our work.

You may object to this use of your information at any time. Every marketing email will provide an unsubscribe or opt-out option.

Events and appointments

We may use your information to:

• administer your registration;
• send joining instructions and event updates;
• contact you if arrangements change;
• manage attendance, security or venue requirements; and
• follow up with relevant event information.

Where a telephone number is required for an event or appointment, we will use it only where reasonably necessary to contact you about that booking.

Our lawful bases are our legitimate interests in administering events and, where applicable, taking steps at your request before providing a service.

Website operation and security

We use limited technical information to:

• operate and maintain our website;
• protect it against misuse, unauthorised access and security threats;
• diagnose technical issues; and
• record and respect your cookie preferences.

Our lawful basis is our legitimate interest in providing a secure and functional website and, where relevant, compliance with legal obligations.

Recruitment

Vacancies may be displayed on our website, but applications are submitted through a secure third-party recruitment provider.

When you follow a vacancy link, the provider’s own privacy information will apply to information submitted through its platform. Positiv Cohort may receive and use applicant information for recruitment, selection, communication and related record-keeping.

Our lawful bases may include taking steps at your request before entering into an employment contract, our legitimate interests in recruitment and, where required, legal obligations.

5. Business-to-business marketing

Our business development and marketing activities are directed primarily towards professional contacts in Defence, Security and related sectors.

We may contact individuals at corporate organisations where:

• the subject is relevant to their professional role;
• we have a reasonable basis for believing the information will be useful;
• the communication clearly identifies Positiv Cohort; and
• an easy way to opt out is provided.

Where consent is legally required, we will obtain it before sending marketing.

We do not sell personal information to advertisers or unrelated third parties.

6. Who we share information with

We may share personal information with trusted service providers that help us operate our website and communications, including:

• IONOS SE, which provides website hosting;
• Elementor, whose WordPress tools support website forms and form-submission storage;
• Mailchimp, which provides email marketing, audience management and campaign communication services;
• Workable, our secure recruitment platform in relation to vacancies and applications;
• event, venue or booking providers where necessary to administer an event;
• professional advisers, auditors, insurers or certification bodies where reasonably necessary;
• delivery partners within our Defence and Security ecosystem where this is necessary for a relevant enquiry or engagement and appropriate safeguards are in place; and
• public authorities or law-enforcement bodies where disclosure is required by law.

Service providers are permitted to use personal information only for the agreed purpose and subject to appropriate contractual and security requirements.

We will not share an enquiry with a delivery partner without a legitimate business need and appropriate consideration of confidentiality and security.

7. International transfers

Some service providers may process personal information outside the United Kingdom.

In particular, Mailchimp may process information in the United States and other locations used by its approved service providers. Where personal information is transferred internationally, we rely on appropriate safeguards recognised under UK data protection law, such as adequacy regulations, the UK International Data Transfer Agreement or Addendum, or other approved contractual protections.

You may contact us for more information about the safeguards used for relevant transfers.

8. How long we retain information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected.

Unless a longer period is required for legal, contractual, security or operational reasons:

• general website enquiries will normally be deleted or anonymised six months after the last meaningful interaction if no business relationship develops;
• resource-download and campaign contacts will normally be reviewed after six months without further engagement;
• newsletter and marketing records will be retained while you remain subscribed or continue to engage with relevant communications, subject to periodic review;
• event-registration information will normally be retained for up to six months after the event, unless it forms part of an ongoing relationship;
• client, supplier and contractual records may be retained for up to six years after the relationship ends, where required for legal, tax, insurance or contractual purposes;
• recruitment information will be retained in accordance with the recruitment provider’s policy and Positiv Cohort’s recruitment requirements; and
• suppression records containing limited information may be retained to ensure that we continue to respect an unsubscribe or objection.

We do not rely solely on an email open to retain information indefinitely. Marketing records are reviewed according to the overall nature and recency of the relationship.

9. Security

We use appropriate technical and organisational measures to protect personal information against accidental loss, unauthorised access, alteration or disclosure.

These measures include controlled access, secure hosting, account protections, staff procedures and supplier oversight. However, no internet transmission or storage system can be guaranteed to be completely secure.

Please do not use general website forms to share classified information, security-sensitive programme details or other information requiring a controlled communication channel.

10. Your data protection rights

Depending on the circumstances, you may have the right to:

• ask for access to the personal information we hold about you;
• ask us to correct inaccurate or incomplete information;
• ask us to delete your information;
• ask us to restrict how we use your information;
• object to processing based on legitimate interests;
• object at any time to the use of your information for direct marketing;
• withdraw consent where we rely on consent;
• request the transfer of information you provided to us in a portable format; and
• complain to the Information Commissioner’s Office.

These rights are not absolute and may depend on the circumstances and applicable law.

To exercise a right, email hello@positivcohort.com. We may need to confirm your identity before acting on your request.

11. Unsubscribing from communications

You can unsubscribe from marketing emails at any time by:

• selecting the unsubscribe link in an email; or
• emailing hello@positivcohort.com.

We may retain limited information on a suppression list to ensure that we do not send you further marketing communications.

12. Complaints

Please contact us first if you have a concern about how we use your personal information:

Email: hello@positivcohort.com
Address: Positiv Cohort Ltd, Ferneberga House, Alexandra Road, Farnborough, England, GU14 6DQ

You also have the right to complain to the Information Commissioner’s Office, the UK supervisory authority for data protection.

13. Third-party websites

Our website may link to third-party websites, including recruitment, event, video, mapping or booking services. Those organisations control their own websites and personal-information practices. We recommend reading their privacy policies before submitting information.

14. Changes to this policy

We may update this Privacy Policy to reflect changes to our website, services, suppliers or legal responsibilities.

The date at the top of this page shows when it was last updated.