Privacy Policy

How we collect, use, store, and protect your personal data

Last Updated: January 15, 2026

Your Privacy Matters

HOTEP SEMINARS LTD is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal information when you use our website and register for our free educational webinar series on physical activity with pets. We collect only the minimum data necessary to deliver our services and never sell your personal information to third parties.

1 Introduction and Data Controller

This Privacy Policy applies to the website operated by HOTEP SEMINARS LTD (referred to as "we," "us," or "our" throughout this document). HOTEP SEMINARS LTD is the data controller responsible for your personal data as defined under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Our registered address is 16 Granville Street, ST. HELENS, WA9 1PF, United Kingdom. You may contact us regarding any privacy-related questions at [email protected].

This policy covers all personal data collected through our website, including the webinar registration form, the contact form, and any automated data collection through cookies and server logs. We encourage you to read this policy carefully so you understand how your personal data is handled, what rights you have, and how to exercise those rights.

2 What Data We Collect

We collect the following categories of personal data when you interact with our website:

Data You Provide Directly

Full name: provided when you register for a webinar session or submit a contact inquiry
Email address: provided when you register for a webinar session or submit a contact inquiry
Message content: provided when you use the contact form to send us a message

Data Collected Automatically

IP address: collected by our web server for security purposes and basic analytics
Browser type and version: collected through standard HTTP request headers
Device information: operating system, screen resolution, and device type
Usage data: pages visited, time spent on pages, referring URLs, and navigation paths
Cookies: small data files stored on your device (see Section 10 for detailed information)

3 How We Collect Data

We collect personal data through the following methods:

Registration and contact forms: When you fill out our webinar registration form or our contact form, the data you enter (name, email, and any message text) is transmitted to our server over an encrypted HTTPS connection. We do not collect data from any fields beyond those explicitly displayed in the forms.

Cookies and local storage: Our website uses cookies and the browser's localStorage feature to remember your cookie consent preference and to support basic website functionality. We may use analytics tools such as Google Analytics to understand how visitors interact with our website. Analytics data is aggregated and anonymized wherever possible.

Server logs: Our web hosting provider automatically records standard server log information, including IP addresses, timestamps, requested URLs, and HTTP response codes. These logs are used for security monitoring, troubleshooting, and basic traffic analysis.

4 Legal Basis for Processing (GDPR Article 6)

We process your personal data under the following legal bases as defined by Article 6 of the UK GDPR:

Consent (Article 6(1)(a))

When you voluntarily submit your name and email through our registration form, you consent to us processing this data for the purpose of delivering webinar-related communications. You may withdraw consent at any time by contacting us at [email protected].

Legitimate Interest (Article 6(1)(f))

We process certain automatically collected data (such as IP addresses, usage data, and analytics cookies) based on our legitimate interest in maintaining website security, understanding how our content is used, and improving the user experience. We have conducted a balancing test to ensure these interests do not override your fundamental rights and freedoms.

Contract Performance (Article 6(1)(b))

When you register for our free webinar, we process your data to fulfill our obligation to provide you with session details, access links, and related communications necessary for your participation in the event.

5 How We Use Your Data

The personal data we collect is used exclusively for the following purposes:

Webinar delivery: To send you registration confirmations, session dates and times, webinar access links, and post-session recordings. These emails are strictly related to the webinar you registered for.
Responding to inquiries: To reply to messages you send through our contact form and to provide you with requested information about our educational programs.
Website analytics: To understand visitor behavior in aggregate, identify popular content, and improve site usability and performance. This data is not used to identify individual visitors.
Security and fraud prevention: To protect our website and infrastructure from unauthorized access, spam, and malicious activity.
Legal compliance: To comply with applicable laws and regulations, including responding to lawful requests from public authorities.

We do not use your data for marketing purposes beyond webinar-related communications. We do not send unsolicited promotional emails, and we do not share your email address with marketing partners.

6 Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes described in this policy. Specific retention periods are as follows:

Data Type	Retention Period
Webinar registration data (name, email)	12 months after the webinar series concludes
Contact form submissions	24 months from the date of submission
Server log data (IP address, access logs)	6 months from the date of collection
Analytics cookies	13 months from the date set
Cookie consent preference (localStorage)	Until cleared by the user or browser

After the applicable retention period expires, your personal data is securely deleted or anonymized. You may request early deletion of your data at any time by contacting us (see Section 9).

7 Data Sharing and Third Parties

We do not sell, rent, or trade your personal data to any third party. Your data may be shared only with the following categories of service providers who assist us in operating our website and delivering our webinar:

Hosting provider: Our web hosting provider stores and serves our website files, including any form data submitted. They process data strictly on our instructions and under contractual data processing agreements.
Analytics provider: If Google Analytics or a similar service is used, anonymized and aggregated usage data may be processed by the analytics provider to generate reports on website traffic and user behavior.
Email delivery service: Webinar confirmation emails and access links may be sent through an email delivery service that processes your name and email address solely for the purpose of delivering those communications.

All third-party service providers are contractually obligated to protect your data in accordance with UK GDPR requirements. They may not use your data for their own purposes. We do not share data with advertisers, social media platforms, or data brokers.

8 International Data Transfers

Our primary operations are based in the United Kingdom. In some cases, your data may be processed by third-party service providers located outside the United Kingdom or the European Economic Area (EEA). When such transfers occur, we ensure appropriate safeguards are in place, including:

Standard Contractual Clauses (SCCs) approved by the UK Information Commissioner's Office (ICO)
Adequacy decisions where the destination country provides an adequate level of data protection as recognized by the UK government
Binding corporate rules or other recognized transfer mechanisms under UK data protection law

You may request more information about the safeguards in place for any international data transfer by contacting us at the email address provided below.

9 Your Rights Under GDPR (Articles 15-22)

Under the UK GDPR, you have the following rights concerning your personal data. You may exercise any of these rights free of charge by sending a request to [email protected].

Right of Access (Art. 15)

You can request a copy of all personal data we hold about you, along with information about how it is being processed.

Right to Rectification (Art. 16)

You can ask us to correct any inaccurate or incomplete personal data we hold about you.

Right to Erasure (Art. 17)

You can request the deletion of your personal data where there is no compelling reason for us to continue processing it.

Right to Restrict Processing (Art. 18)

You can ask us to temporarily suspend the processing of your data in certain circumstances.

Right to Data Portability (Art. 20)

You can request your personal data in a structured, commonly used, machine-readable format.

Right to Object (Art. 21)

You can object to processing based on legitimate interests. We will stop processing unless we have compelling legitimate grounds.

Right to Withdraw Consent

Where processing is based on consent, you may withdraw consent at any time. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.

We will respond to any valid data rights request within one calendar month. If your request is complex or we receive many requests simultaneously, we may extend this period by up to two additional months, in which case we will inform you of the extension and the reason. If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling their helpline.

10 Cookies

Our website uses cookies and similar technologies. A cookie is a small text file placed on your device by your web browser. Cookies help us provide a better experience and understand how our site is used. Below is a summary of the types of cookies we use:

Essential / Technical Cookies

These cookies are necessary for the website to function properly. They include your cookie consent preference stored in localStorage. They do not track you across websites or collect personal information for marketing purposes.

Duration: Session-based or until cleared by user

Analytics Cookies

If enabled, analytics cookies help us understand visitor behavior by collecting anonymous, aggregated data such as pages visited, time on site, and traffic sources. This data helps us improve our content and website structure. Analytics cookies are only set if you accept them through our cookie consent banner.

Duration: Up to 13 months

Marketing / Advertising Cookies

We do not use marketing, advertising, or retargeting cookies. No data is collected for behavioral advertising, and no third-party advertising scripts are loaded on our website.

You can manage cookie preferences through our cookie consent banner displayed on your first visit, or through your browser settings. Most browsers allow you to block or delete cookies. Please note that blocking essential cookies may affect the functionality of our website.

11 Children's Privacy

Our website and webinar are designed for a general adult audience. We do not knowingly collect personal data from children under the age of 16. If we become aware that we have inadvertently collected personal data from a child under 16, we will take immediate steps to delete that information from our records.

If you are a parent or guardian and believe that your child has provided us with personal data without your consent, please contact us at [email protected] so we can take appropriate action.

12 Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. These measures include:

SSL/TLS encryption (HTTPS) for all data transmitted between your browser and our server
Restricted access to personal data, limited to authorized personnel who need it for operational purposes
Regular security reviews and updates to our hosting infrastructure and website software
Contractual obligations on third-party service providers to maintain equivalent security standards

While we take all reasonable precautions to protect your data, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security, but we continually work to improve our protective measures.

13 Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. When we make changes, we will update the "Last Updated" date at the top of this page and, where appropriate, notify registered users by email.

We encourage you to review this page periodically to stay informed about how we protect your personal data. Continued use of our website after any modifications indicates your acceptance of the updated Privacy Policy. Material changes will be highlighted clearly on our website.

14 Contact Details

If you have any questions, concerns, or requests regarding this Privacy Policy or our data processing practices, please contact us using the details below:

Data Controller

HOTEP SEMINARS LTD

Registered Address

16 Granville Street, ST. HELENS, WA9 1PF, United Kingdom

Privacy Contact Email

[email protected]

Supervisory Authority

Information Commissioner's Office (ICO), United Kingdom