Let’s talk about your privacy
Registered name: Susan Room Limited
Registered address: Busby's Chartered Accountants, Unit 7, Pickhill Business Centre, Smallhythe Road, Tenterden, Kent TN30 7LZ
Contact: contact@susanroom.com
We are the controller of your personal data. This privacy notice tells you what to expect us to do with your personal information when you use our learning.susanroom.com site (for example, when you browse, sign up, buy a course, access course materials, or contact us).
We collect or use the following information to provide and improve products and services for clients:
Names and contact details
Addresses (for example, billing address details where needed)
Occupation (if you provide this to us)
Payment details (processed by our payment processing providers via Podia; we do not store full card details)
Transaction data (including details about payments to and from you and details of products and services you have purchased)
Usage data (including information about how you interact with and use our website, products and services)
Information relating to compliments or complaints
Video recordings (for example, where sessions are recorded)
Audio recordings (e.g. calls, where recorded)
Records of meetings and decisions
Account access information
Website user information
We collect or use the following personal information for information updates or marketing purposes:
Names and contact details
Website and app user journey information
We collect or use the following personal information to comply with legal requirements:
Name
Contact information
We collect or use the following personal information for dealing with queries, complaints or claims:
Names and contact details
Correspondence
Our learning.susanroom.com site uses cookies and similar technologies that are required for the site, checkout and course access to work. If we use optional analytics or advertising cookies, we will provide information and choices about them.
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below:
Your right of access – You can ask us for copies of your personal information.
Your right to rectification – You can ask us to correct or delete personal information you think is inaccurate or incomplete.
Your right to erasure – You can ask us to delete your personal information.
Your right to restriction of processing – You can ask us to limit how we can use your personal information.
Your right to object to processing – You can object to the processing of your personal data.
Your right to data portability – You can ask that we transfer the personal information you gave us to another organisation, or to you.
Your right to withdraw consent – When we use consent as our lawful basis you can withdraw your consent at any time.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legitimate interests – we collect or use information as it is necessary for our legitimate interests (for example, running our business, improving our services, preventing fraud, and keeping our systems secure). All of your data protection rights may apply, however the right to object applies.
Consent – where we ask for your consent (for example, if we record a session), you can withdraw it at any time. All of your data protection rights may apply, except the right to object.
Our lawful bases for collecting or using personal information for information updates or marketing purposes are:
Consent – we have permission from you after we gave you all the relevant information. You can withdraw your consent at any time.
Legitimate interests – where permitted, we may contact existing customers with information about similar services and offers, and you can opt out at any time.
Our lawful basis for collecting or using personal information to comply with legal requirements is:
Legal obligation – we have to collect or use the information so we can comply with the law (for example, accounting and tax requirements).
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
Legitimate interests – it is necessary for us to respond to queries, manage complaints, and handle claims fairly and efficiently.
Legal obligation – where we must process information to meet legal requirements relating to complaints or claims.
Directly from you
Suppliers and service providers
Companies and organisations who contract with me to do work for them
We keep personal information for as long as needed for the purposes set out in this notice. Typical retention periods include:
Customer purchase and accounting records: 6 years as required by HMRC for accounting and tax purposes.
Course access and support records: for duration of access + a short period after (for support/refunds)
Marketing records: kept for 24 months since last engagement (or until unsubscribe)
Podia Labs, Inc. provides our all-in-one platform for selling digital products, online courses and memberships (including sending emails where you subscribe via our Podia site).
Podia’s payment processing providers process payments made through our Podia checkout (we do not store full card details).
Busby’s Chartered Accountants provides accountancy and auditing services.
Publicly on our website, social media or other marketing and information media (only where relevant and appropriate, for example testimonials you have agreed to)
Suppliers and service providers
Where necessary, we may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.
For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.
Organisation name: Podia Labs, Inc
Category of recipient: software solutions / course platform provider
Country the personal information is sent to: USA
How the transfer complies with UK data protection law: UK Extension to the EU-US Data Privacy Framework (UK-US data bridge).
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: ICO “make a complaint” page
Last updated: 23 February 2026