1. Introduction

This Privacy Policy explains how James Craig Consultancy t/a HubDub (“HubDub”, “we”, “our”, or “us”) collects, uses, discloses, and protects personal information when you use:

• Our website hubdub.io
• Associated subdomains
• The HubDub software platform
• HubDub coaching services
• HubDub consultancy services
• Any associated communication channels, documents, forms, or digital resources(collectively, the “Service”).

We are committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By accessing or using the Service, you agree to this Privacy Policy.

2. Data Controller

The data controller responsible for your personal information is:

James Craig Consultancy t/a HubDub United Kingdom Email: jc@jamescraigconsultancy.com

3. Information We Collect

We collect and process only the personal information necessary to operate the Service, deliver coaching or consultancy services, and maintain communication with clients.

a. Information you provide directly

This may include:

• Name, email address, phone number
• Organisation or club name
• Billing information (processed via Stripe)
• Account credentials (software users)
• Information shared during coaching sessions or consultancy projects
• Documents you choose to upload or send (e.g., business plans, workflows, assets)
• Responses to forms, surveys, or onboarding questionnaires
• Preferences, goals, and objectives relating to coaching/consultancy engagements

b. Information automatically collected

Collected when using the software or website:

• Usage data (pages viewed, features used, activity logs)
• Technical data (IP address, browser type, device type, operating system)
• Cookies and analytics identifiers

c. Payment information

Processed via Stripe. HubDub does not store full payment card details.

d. Coaching and Consultancy Information

To deliver coaching or consultancy effectively, we may collect or record:

• Session notes
• Call recordings (only with explicit consent)
• Business documents you voluntarily share
• Strategic goals, challenges, and operational information
• Messages exchanged via email, chat, or within the platform

This information is used only to deliver the service you have requested.

4. Purpose and Legal Basis for Processing

We process personal data for the following lawful purposes:

Access to Your Sub-Account

As part of providing the Service, the owner of HubDub, James Craig, will have administrative access to your HubDub account. This access is necessary to deliver onboarding, configuration, technical support, coaching, and ongoing optimisation of your system.

However, HubDub does not access, process, or store your end-client or member data except as strictly necessary to provide support or resolve an issue. Any access to such data is:

1. Limited to what is required for troubleshooting, configuration, or support;
2. Used solely for the purpose of assisting you and not for any independent processing activity;
3. Not downloaded, exported, retained, or reused outside your HubDub app environment;
4. Revoked upon cancellation of your account.

HubDub does not collect, copy, store, or otherwise retain your CRM records, contact lists, pipeline data, communications, or customer content from your HubDub account.

You remain the Data Controller for all data stored within your HubDub account, and HubDub acts only as a support provider, accessing data strictly under your instruction, in accordance with UK GDPR principles.

5. Data Retention

We retain personal data only for as long as necessary:

• Software accounts: deleted or anonymised within 90 days of cancellation
• Coaching/Consultancy notes: held for up to 24 months unless you request earlier deletion
• Financial records: stored for 6 years as required by HMRC
• Call recordings: deleted within 30 days unless otherwise agreed

You may request deletion at any time, subject to legal obligations.

6. Data Sharing and Sub-Processors

We only share data with trusted providers necessary to operate our business:

Additional Notes

• All processors are bound by contractual obligations under UK GDPR.
• We do not sell or trade your personal information.
• We do not share coaching or consultancy data with third parties unless required by law.

7. International Data Transfers

Where data is transferred outside the UK (e.g., to the USA), such transfers are safeguarded using:

• Standard Contractual Clauses (SCCs)
• UK Addendum
• Equivalent protection mechanisms approved under UK GDPR

8. Data Subject Rights

You have the right to:

• Access your personal data
• Request correction or deletion
• Restrict or object to processing
• Withdraw consent where applicable
• Request data portability

Contact: jc@jamescraigconsultancy.com We respond within one calendar month.

9. Security

We use appropriate technical and organisational controls to protect your information, including:

• Encryption
• Multi-factor authentication
• Access controls
• Secure data centres
• Limited access to coaching/consultancy notes
• Regular security reviews

Clients are responsible for maintaining the security of their own sub-accounts.

10. Cookies

HubDub uses cookies for login, security, and analytics. Details are provided in our Cookie Policy.

11. Marketing Communications

You may receive emails about updates, training, events, or offers. You may unsubscribe at any time via the link in each message.

12. Complaints

If you believe we have not handled your data correctly, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.

13. Confidentiality in Coaching & Consultancy

HubDub maintains strict confidentiality regarding information shared during coaching or consultancy.

We will never disclose your business information, session content, strategies, or documents unless:

• You provide written permission
• Disclosure is required by law
• It is necessary to prevent harm or unlawful activity

We do not sell or share confidential business information with any third party.

14. Changes to This Policy

We may update this Privacy Policy periodically. The latest version will always be available at hubdub.io/privacy-policy.