Privacy Policy (General) — Wai3 Limited

Effective date: 26th March 2026
Version: 1.1
Company: Wai3 Limited, 5 Cambridge Road, Coton, Cambridge, Cambridgeshire, England, CB23 7PJ

1. Introduction

This Privacy Policy explains how Wai3 Limited (“Wai3”, “we”, “us”, “our”) collects and uses personal data when you:

  • visit our website at https://wai3.co.uk (the “Website”);
  • use our online platform and modules (including Love My Job, Reflector, Explorer, and Marginal Gains) (the “Platform”); or
  • communicate with us or otherwise interact with us in a business context.

This Privacy Policy is intended for:

  • visitors to our Website;
  • Platform users (including client administrators and authorised users); and
  • business contacts (prospective clients, clients, partners, suppliers).

Survey participants (employees or workers)

If you take part in a survey or diagnostic delivered via the Platform as part of your employer’s (or another organisation’s) programme, a separate Participant Privacy Notice will normally apply. That notice explains the roles and legal bases in more detail for survey participation.

2. What data we collect

2.1 Data you provide

We may collect:

  • Contact details: name, business email address, employer/organisation, job title, phone number.
  • Account data: username, role/permissions and settings (where you have a Platform account).
  • Communications: emails and messages sent to us, including support tickets.
  • Commercial/administrative data: information needed to contract, invoice, and administer client accounts.

2.2 Data we collect automatically

We may collect:

  • Device and usage data: IP address, browser type, device identifiers, operating system, timestamps, pages/screens viewed, and actions taken.
  • Log and security data: authentication logs, audit logs, and security-related logs.

We configure monitoring and logging to reduce the likelihood of collecting sensitive content and, where feasible, to avoid capturing the content of survey responses in logs.

2.3 Survey and diagnostic data (in client programmes)

Depending on configuration by a client organisation, the Platform may process:

  • survey responses and derived analytics outputs;
  • engagement and wellbeing indicators;
  • demographic fields (which may include special category data such as ethnicity);
  • free-text comments (if enabled).

For survey participants, see the separate Participant Privacy Notice.

3. How we use your data

We use personal data to:

  • operate and provide the Website and Platform;
  • create and manage accounts and access permissions;
  • deliver support and respond to enquiries;
  • improve reliability and security, including monitoring, troubleshooting, and preventing misuse;
  • manage our business relationship with clients, suppliers and partners;
  • comply with law and protect our rights (including handling disputes and claims); and
  • send service communications (e.g., security updates, administrative messages).

Where permitted, we may also send marketing communications (you can opt out at any time).

4. Legal bases for processing

We rely on one or more of the following lawful bases under UK GDPR, depending on the context:

  • Contract (UK GDPR Article 6(1)(b)): to provide the Platform/services or respond to requests in connection with a contract or steps to enter a contract.
  • Legitimate interests (Article 6(1)(f)): to operate, secure, and improve our services, manage relationships, and run our business (balanced against your rights).
  • Legal obligation (Article 6(1)(c)): where required (e.g., tax/accounting).
  • Consent (Article 6(1)(a)): where required (e.g., certain cookies/trackers; some direct marketing contexts).

Special category data

If special category data is processed (UK GDPR Article 9), this typically occurs in the context of client programmes and is governed by the Participant Privacy Notice and the client’s instructions (where Wai3 acts as processor), and/or explicit opt-in where Wai3 acts as independent controller for specific secondary uses.

5. Data retention

We keep personal data only as long as necessary for the purposes described above, including legal/compliance and dispute resolution.

Retention will vary by data type. Further detail is set out in our Data Retention Policy.

6. Sharing your information

We share personal data only where necessary, including with:

  • Service providers (subprocessors) that help us run the Website and Platform.
    • DigitalOcean (hosting/infrastructure) is used to host and operate elements of the Platform and related services.
  • professional advisers (legal, accounting) where necessary;
  • regulators, law enforcement or courts where required by law; and
  • parties involved in a business transaction (e.g., merger/acquisition), subject to safeguards.

We do not sell personal data.

7. Your rights

You may have rights including:

  • access, rectification, erasure, restriction, objection, and data portability.

To exercise rights, contact support@wai3.co.uk.

Where Wai3 processes personal data as a processor on behalf of a client organisation (for example, survey participation), the client organisation is the controller and rights requests should usually be directed to that organisation. We will support the controller as required under our data processing commitments.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) ICO No. ZC069624

8. Cookies and tracking

We use cookies and similar technologies. See our Cookie Policy for details and controls.

9. Data security

We maintain appropriate technical and organisational security measures designed to protect personal data, including access controls, encryption where appropriate, logging/monitoring, backups, and incident response.

10. International transfers

We aim to minimise international transfers. Where transfers occur, we use appropriate safeguards (such as the UK IDTA and/or the UK Addendum) and apply technical and organisational measures to protect the data.

11. Contact details

Wai3 Limited
5 Cambridge Road, Coton, Cambridge, Cambridgeshire, England, CB23 7PJ
Email: support@wai3.co.uk
Website: https://wai3.co.uk