Full Privacy Notice

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Privacy Notice

Colour Dimensions Limited

Last updated: 10 March 2026

1. Who We Are

We are Colour Dimensions Limited, a company registered in England and Wales with company number 15129379 and registered office at 8 Park Street, Baldock, SG7 6EA.​

For data protection purposes, we are the data controller of your personal data when we collect it for our own business purposes. In limited situations, we act as a data processor when a client or accredited Insights Discovery facilitator asks us to generate and securely send an Insights profile report using the Insights client platform.​

Contact us about data protection:

• Email: johnnie@colourdimensions.co.uk
• Phone: 07917 424 650

2. What Personal Data We Collect

We collect and process limited personal data, primarily for correspondence, coordination (where requested), and billing.

2.1 Business contacts and clients

For client decision-makers, enquirers, and business contacts we may collect:​

• Name, job title, and organisation
• Contact details (email address, phone number, postal address)
• Information contained in email and other correspondence with you
• Invoicing and payment details (billing address, and where relevant bank details for      payment or refund)
• Records of engagements, proposals, contracts, and project communications

2.2 Workshop attendees (where we manage logistics)

In some cases, a client asks us to help coordinate a workshop or session that is delivered by an accredited Insights Discovery facilitator or by the client directly. In those situations, we may collect:

• Names      and contact details of attendees (for example, email address and role)
• Session      details (such as date, time, and location of the workshop)
• Basic      attendance information (whether a person attended or not)

This information is used only to support logistics and communication for that event and is deleted once the workshop is completed and the related invoice has been issued and paid, unless we need to retain it for a clear legal reason.​

2.3 Insights profiles and psychometric data

We do not collect or store Insights Discovery questionnaire responses or carry out any psychometric calculations ourselves.​

In most cases:

• Your employer or an accredited Insights Discovery practitioner (often within your organisation) enters participant details directly into the Insights client platform.
• Insights Learning & Development Limited then processes questionnaire responses and generates the profile report.

In a small number of cases:

• A client or accredited facilitator asks us to log into the platform, generate a completed profile, download the profile PDF, and email it securely to the designated facilitator or client contact.
• In doing this, we have temporary access to the profile report file for the sole purpose of sending it on.
• We do not keep a local copy of the profile beyond what is necessary to send the email and support the related workshop until invoicing. After that, we delete the file and any related email record that is not required for legal or accounting purposes.​

We do not keep ongoing psychometric records, development notes, or coaching notes relating to Insights profiles.

2.4 Special category data and children’s data

We do not intentionally collect special category data (such as health, race, religion, or political views) and we do not work with children’s data.​

If you send us special category data that we do not need (for example, in an email), we will usually delete or minimise it unless we must keep it for legal reasons.

3. Where Your Data Is Stored

Your personal data is stored securely in:​

• Our email accounts and associated cloud storage (for example, Microsoft 365 or Google Workspace) – for correspondence, attachments, and simple attendee lists where applicable.
• Our accounting software, Xero, for invoicing, payment records, and bookkeeping.
• Secure cloud-based document storage tools (such as OneDrive, or Google Drive) for business documents where needed.

We do not maintain a separate CRM or marketing database beyond our email and accounting systems.​

We do not operate or host the Insights Discovery platform – this is provided by Insights Learning & Development Limited, who have their own privacy notice and systems.

4. How We Use Your Personal Data (Purposes and Legal Bases)

We only use your personal data for the purposes set out below, in accordance with the UK GDPR and Data Protection Act 2018.​​

4.1 Business enquiries and client relationships

Purpose:
To respond to enquiries, communicate about potential or ongoing work, send proposals and statements of work, and manage our relationship with clients and suppliers.​

Legal basis:

• Performance of a contract (or steps taken at your request before entering into a contract).
• Legitimate interests (operating and developing our business, maintaining client relationships).

4.2 Supplying Insights products and coordinating workshops

Purpose:
To act as a reseller of Insights Discovery products, place orders on behalf of clients, provide practical support to accredited facilitators, and, where requested, help coordinate workshop attendance and communications.​

Legal basis:

• Performance of a contract with your organisation.
• Legitimate interests (enabling delivery of development services requested by our clients).

When we generate and email an Insights profile PDF at a client’s or facilitator’s request, we process that data only to fulfil their instructions, and we delete the file once the workshop and associated invoicing are complete, unless a longer retention is legally required.​

4.3 IT consultancy services

Purpose:
To provide IT consulting services to a small number of clients, including communication, documentation, and project coordination.​

Legal basis:

• Performance of a contract.
• Legitimate interests (delivering professional services and managing client relationships).

4.4 Invoicing and accounting

Purpose:
To issue invoices, record payments, maintain financial records, and meet our tax and accounting obligations.​

Legal basis:

• Legal obligation (compliance with tax, VAT, and company law).
• Legitimate interests (running our business and maintaining accurate financial records).

4.5 Record keeping and quality

Purpose:
To maintain basic records of past engagements and correspondence for reference, to respond to queries or disputes, and to improve our services.​

Legal basis:

• Legitimate interests (managing our business effectively and defending legal claims).

4.6 Automated decision-making and profiling

We do not use your data for automated decision‑making or profiling.​​

Insights Discovery profiles are generated by Insights’ own systems and are typically used by clients and facilitators as development tools under their own privacy arrangements. We do not use those profiles to make automated decisions about you.

5. Who We Share Your Data With

We do not sell your personal data.​

We only share it where reasonably necessary with:

5.1 Service providers and processors

• Email      and productivity providers (such as      Microsoft 365 or Google Workspace) – for business communications and      document storage.
• Xero –  for invoicing and bookkeeping.
• Cloud storage providers (such as OneDrive, or Google      Drive) – for secure document storage.
• Our accountant or bookkeeper – for tax and      accounting purposes.​

These organisations act either as:

• Processors following our instructions under appropriate data processing terms, or
• Independent controllers for their own limited purposes (for example, running their platform securely).

5.2 Insights Learning & Development Limited

Where we order Insights products for you or your organisation, or where we are asked to generate a profile report, data is processed on the Insights Discovery platform operated by Insights Learning & Development Limited.

Insights has its own privacy notice and data protection responsibilities, which you can find at:
**https://www.insights.com/general-privacy-notice/**​

In most cases, your employer or an accredited facilitator manages participant details and profile generation directly with Insights. Our access is typically limited to ordering products and, in some cases, temporarily accessing a profile PDF to send it to the facilitator.

5.3 Professional advisers

We may share limited information with legal, financial, or other professional advisers where necessary for the operation of our business or to protect our interests.​

5.4 Regulatory authorities and legal obligations

We may share data with authorities or regulators where required by law, including:​

• HMRC (for tax and VAT compliance)
• The Information Commissioner’s Office (ICO)
• Courts or tribunals
• Law enforcement agencies

6. International Transfers

Some of our service providers and their infrastructure may be located outside the United Kingdom or European Economic Area.​​

Where personal data is transferred internationally, we ensure appropriate safeguards are in place, such as:

• UK government adequacy decisions for the destination country, or
• Standard Contractual Clauses or equivalent approved transfer mechanisms, plus appropriate technical and organisational measures.

You can contact us for more information about specific providers and safeguards.

7. How Long We Keep Your Data

We keep personal data only for as long as necessary for the purposes described above, and to comply with legal, accounting, and regulatory requirements.​

7.1 Emails and correspondence

We typically keep emails and related correspondence for up to 7 years from our last interaction, to align with limitation periods and to support any queries or disputes.​

If you reasonably request earlier deletion and we have no legal or legitimate reason to retain your data, we will delete it sooner.

7.2 Accounting records and invoices

We keep invoices and related accounting records in Xero for at least 6 years after the end of the relevant tax year, as required by HMRC.​

7.3 Workshop attendees and Insights profile PDFs

For workshops where we manage attendee lists:

• Attendee lists and related logistics information are deleted once the workshop is completed and the associated invoice has been issued and paid, unless we need to retain specific data for a clear legal reason.​

For Insights profile PDFs that we download and email at the request of a client or facilitator:

• We retain the profile file only as long as needed to send it securely and to support the related workshop and invoicing.
• We then delete the file and any unnecessary copies (including email attachments) that are not required for legal or accounting purposes.​

7.4 Marketing and enquiry data

If you make an enquiry but do not become a client, we generally retain your contact details and related correspondence for up to 2 years to allow for reasonable follow‑up and record‑keeping.​

7.5 Deletion and anonymisation

After the relevant retention periods, personal data is securely deleted or anonymised where reasonably practicable.​

8. Your Rights

Under UK data protection law, you have the following rights in relation to your personal data:​​

• Right of access – to obtain a copy of your personal data.
• Right to rectification – to correct inaccurate or incomplete data.
• Right to erasure – to request deletion of your data in certain circumstances.
• Right to restriction – to limit how your data is used in certain cases.
• Right to object – particularly to processing based on legitimate interests.
• Right to data portability – in some cases, to receive your data in a portable format.
• Right to withdraw consent – where processing is based on consent (although most of our processing is based on contract or legitimate interests).

To exercise any of these rights, please contact us using the details in Section 1. We may need to verify your identity before responding. We will respond within one month, or explain if more time is needed due to complexity or volume.​​

If your data is processed by your employer or by Insights, you may also need to contact them directly to exercise your rights in relation to that processing.

9. Making a Complaint

If you have concerns about how we handle your personal data, please contact us first. We will do our best to resolve your concerns quickly and fairly.​​

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

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

10. Security

We take appropriate technical and organisational measures to protect your personal data, including:​​

• Using reputable, password‑protected cloud services with multi‑factor authentication where available.
• Encrypting data in transit (for example, using HTTPS and TLS) and at rest where supported by our providers.
• Keeping devices and software up to date and protected with antivirus, firewalls, and endpoint security.
• Limiting access to personal data to those who need it to perform their role, and ensuring they are bound by confidentiality.
• Periodically reviewing our security arrangements.

No system is completely secure, but we work proportionately to reduce risks and protect the limited data we hold.

11. Marketing Communications

We do not operate bulk email marketing lists or newsletters.​

We may occasionally contact existing or recent clients about services that may be relevant to them where it is within our legitimate interests to do so. You can ask us at any time to stop such communications and we will do so.

12. Cookies and Website

We do not currently operate a website with cookies or tracking technologies.​

If this changes, we will update this notice and, where required, provide a separate cookie notice.

13. Changes to This Notice

We may update this privacy notice from time to time to reflect changes in the law, our services, or how we handle personal data.​​

The latest version will always show the “last updated” date at the top and will be available:

• On request by contacting us.
• On our website (if and when we launch one).
• Via links in relevant client communications.

If changes significantly affect how we use your personal data, we will try to notify you directly where reasonably practicable.

14. Contact Us

If you have any questions about this privacy notice or how we handle your personal data, please contact:

Colour Dimensions Limited
8 Park Street
Baldock, SG7 6EA

Email: johnnie@colourdimensions.co.uk
Phone: 07917 424 650