RITMOS SYSTEM LTD — Privacy Policy (UK GDPR Compliant)

Last updated: December 2025

Ritmos System Ltd (“we”, “us”, “our”, “Ritmos™”) is committed to protecting your privacy and respecting your personal data. This policy explains how we collect, use, store and protect your information when you interact with us online or offline.

1. Who We Are

Ritmos System Ltd
Company Number: SC864130
Registered in Scotland
Registered Address: 2 Alburne Crescent, Glenrothes, KY7 5RE
Email: [email protected]

We are the data controller of your personal data.

2. What Personal Data We Collect

We may collect and process the following types of data:

Information you provide directly

Name

Email address

Telephone number

Company name and size

Job title

Payment information (processed securely via third-party providers – we do not store card details)

Information submitted via forms, surveys, scorecards or webinars

Any correspondence with us (email, message, WhatsApp, etc.)

Information we collect automatically

IP address

Browser type and version

Device information

Usage data

Cookies and tracking technologies (see Section 11)

Information from third parties

Payment processors

Webinar platforms

Learning platforms

Social media platforms you interact with

3. How We Use Your Data

We use your personal data to:

Provide access to services, webinars, events and products

Communicate with you about Ritmos™ content, updates and launches

Send marketing communications where you have opted in

Deliver the Ritmos™ Scorecard, Membership and related tools

Process payments and manage subscriptions

Improve our website, systems and user experience

Comply with legal, regulatory and tax obligations

We do not sell your data.

4. Lawful Bases for Processing

Under UK GDPR, we rely on the following lawful bases:

Consent – when you opt in to downloads, Scorecards, webinars or marketing

Contract – when we deliver a paid or free service you have registered for

Legitimate Interests – for analytics, service improvement and system security

Legal Obligation – where required for accounting, tax or regulatory reasons

5. Marketing Communications

You will only receive marketing emails if:

You opted in, or

You are an existing client receiving relevant updates.

You can unsubscribe at any time via the link in our emails.

6. Sharing Your Information

We may share your data with trusted service providers, including:

Email and automation platforms (GoHighLevel)

Webinar platforms (Zoom)

Learning platforms (Kajabi)

Payment processors (Stripe, GoCardless)

Analytics tools (Google Analytics, ScoreApp)

These providers are contractually bound to comply with UK GDPR.
We do not sell your data.

7. International Transfers

Some providers may store data outside the UK (e.g. in the USA).
Where this occurs, we ensure appropriate safeguards, including:

Standard Contractual Clauses (SCCs)

Approved transfer mechanisms

GDPR-equivalent protections

8. Data Retention

We retain your personal data only for as long as necessary for the purposes outlined in this policy.

Retention periods include:

Marketing data: until you unsubscribe

Client data: six years after the contract ends

Scorecard/assessment data: up to three years

Financial data: six years (legal requirement)

How we decide retention periods:
We determine retention durations based on legal obligations, industry standards, and whether the data remains necessary for the purpose for which it was collected.

Once data is no longer needed, it is securely deleted.

9. Your Rights Under UK GDPR

You have the right to:

Access your personal data

Request corrections to inaccurate data

Request deletion (“right to be forgotten”)

Restrict processing

Object to processing

Request data portability

Withdraw consent at any time

To exercise any of your rights, contact us at [email protected].

10. Your Right to Complain

If you are unhappy with how we have handled your data, please contact us first so we can resolve the issue.

You also have the right to lodge a complaint with the UK supervisory authority:

Information Commissioner’s Office (ICO)
Website: www.ico.org.uk
Telephone: 0303 123 1113

11. Data Security

We use technical and organisational measures to keep your data secure, including:

Encrypted storage

Secure password and access controls

Regular system monitoring

GDPR-compliant third-party processors

However, no online system is completely risk-free.

12. Cookies

We use cookies to:

Improve your experience

Remember preferences

Track site usage

Support analytics and advertising

You can manage or disable cookies through your browser settings.
A full cookie policy is available on request.

13. Children’s Data

Our services are not intended for individuals under 18.
We do not knowingly collect children’s data.

14. Changes to This Policy

We may update this policy periodically.
The most recent version will always be available on this page.

15. Contact Us

For privacy questions, rights requests or concerns:

Email: [email protected]
Ritmos System Ltd (SC864130)
Registered Address: 2 Alburne Crescent, Glenrothes, KY7 5RE
Registered in Scotland