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Legal

Privacy Notice

Last updated: 2 September 2026

Ground and Air Limited is the controller of your personal information. This notice explains what personal information we collect, why we use it, where it comes from, how long we keep it, who we share it with and the rights available to you.

Contact details

Ground and Air Limited
Company number: 11637236
Registered office: Camburgh House, 27 New Dover Road, Canterbury, Kent, CT1 3DN
Email: info@groundandair.co.uk

What information we collect, use and why

Providing and improving services

We may collect names, contact details, occupation or role information, transaction information, records of meetings and decisions, and other information needed to administer and deliver agreed professional services.

Website analytics

Where you choose to allow analytics cookies, we may collect information about how you use our website, such as pages viewed, interactions and device or browser information. We use this information to understand and improve the performance and content of our website.

Our lawful basis for optional website analytics is consent. You can withdraw that consent at any time by changing your choices through Cookie settings.

Legal requirements

We may collect names, contact information and other personal information required to meet legal, accounting and reporting obligations.

Queries, complaints and claims

We may use names, contact details, service history, client records and correspondence to answer queries, investigate complaints and establish, exercise or defend legal claims.

Website operation and security

We may use limited technical and security information, including IP address, browser and device information, website activity, security logs and cookie or consent preferences, to operate, maintain and protect our website and online services.

Please do not submit confidential health, medical, biometric or other sensitive personal information through the general contact form.

Our lawful bases

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

  • Contract — where processing is necessary to enter into or perform a contract directly with you, or to take steps you have asked us to take before entering into one.
  • Legitimate interests — where necessary to administer and improve our professional services, respond to queries and complaints, maintain relevant business records, and operate and secure our website, provided those interests are not overridden by your rights.
  • Legal obligation — where we need to process information to comply with the law.
  • Consent — for optional website analytics and in any other situation where we specifically ask for consent.

Where a contract is with your employer or another organisation rather than with you personally, we normally rely on our legitimate interests in administering and delivering the agreed professional service.

Your data protection rights

Depending on the circumstances, you may have the right to:

  • ask for copies of your personal information;
  • ask us to correct inaccurate or incomplete information;
  • ask us to delete your personal information;
  • ask us to restrict how we use your information;
  • object to processing based on legitimate interests;
  • ask us to transfer information you provided to another organisation or to you; and
  • withdraw consent at any time where we rely on consent.

These rights can be subject to legal conditions and exemptions. If you make a valid request, we will respond without undue delay and normally within one month.

To make a data protection rights request, email info@groundandair.co.uk or use our privacy request form.

Your right to object

Where we rely on legitimate interests, you have the right to object to our use of your personal information. We will consider your objection and stop processing unless we have a compelling legitimate reason to continue or need the information for legal claims.

Where we get personal information from

We may receive personal information:

  • directly from you;
  • from publicly available sources;
  • from organisations that engage Ground+Air, including authorised client sponsors or programme contacts; and
  • through professional introductions or referrals.

We do not ask client sponsors to provide sensitive personal, health or coaching information through this route.

How long we keep information

We keep personal information only for as long as we reasonably need it for the purposes described in this notice, including meeting legal, accounting and reporting obligations.

As a general guide:

  • general enquiries and prospective-client records that do not lead to an engagement are normally retained for up to 24 months after our last meaningful contact;
  • client and contractual records are normally retained for the duration of the relationship and for up to six years after it ends, where appropriate for legal, contractual, accounting or claims purposes;
  • correspondence and meeting records connected with an engagement normally follow the retention period of the relevant client record;
  • complaint or legal-claim records may be retained for up to six years after the matter closes, or longer where a legal requirement or ongoing claim makes this necessary;
  • website and security information is retained only for as long as reasonably necessary for security, troubleshooting, fraud prevention and compliance; and
  • cookie and consent records are retained for as long as needed to record and demonstrate visitor choices.

We periodically review the information we hold and delete or anonymise it when it is no longer required.

Who we share information with

We use service providers to support our website, CRM, online forms, business email, calendars, document storage and collaboration. These include HubSpot, Google Workspace and Microsoft 365 where those services are used. They process information on our behalf under contractual controls.

We may also share relevant personal information with:

  • professional or legal advisers;
  • organisations we are legally required to share information with; and
  • coaches, facilitators and specialist practitioners involved in agreed Ground+Air services, where they need the information to perform their role.

Sharing information outside the UK

Some service providers may use approved affiliates or subprocessors outside the UK. Where personal information is transferred internationally, we use an applicable UK adequacy regulation or another approved safeguard, such as contractual protections required under UK data protection law.

For more information about safeguards relevant to a transfer, contact us using the details above.

How to complain

If you have concerns about how we use your personal information, email info@groundandair.co.uk. We will acknowledge data protection complaints within 30 days, investigate them appropriately, keep you informed and communicate the outcome without undue delay.

If you remain unhappy after raising a complaint with us, you can complain to the Information Commissioner's Office:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Make a complaint to the ICO