Privacy Policy
Last updated: August 2026 · Memory Robin Ltd · ICO registration ZC130820
Memory Robin Ltd ("Memory Robin", "we", "us") is committed to protecting your personal information. This policy explains what we collect, why, and the choices you have. We work with grief, which means people often share sensitive things with us; we treat that trust as the foundation of the business, not a compliance exercise.
Who we are
Memory Robin Ltd is registered in England and Wales, company number 17145244, with its registered office at Suite 47 Harrogate Business Centre, Hammerain House, Hookstone Avenue, Harrogate, HG2 8ER. We are the data controller for the personal information described in this policy and are registered with the Information Commissioner's Office (ICO), registration ZC130820. Contact us about privacy at info@memoryrobin.com.
What we collect
Enquiries and bookings. When you contact us or book training we collect your name, work email address, organisation, role and the details you choose to share about what you need.
Training delivery. To run sessions we process attendee names and work email addresses provided by your employer, attendance records, and anonymous before-and-after confidence measures. Certified Grief First Aiders and Grief Literacy attendees are entered on the Grief Confident Register with their name, organisation and certification date.
Waitlist. If you join the platform waitlist we collect your name and email address, used only to keep you informed about the platform.
Website. We collect only the technical data needed to serve and secure the site. We do not use advertising trackers.
How we use it
We use personal information to respond to enquiries, deliver and coordinate training, maintain the Grief Confident Register, provide the quarterly reports your organisation receives, meet our legal obligations, and send updates you have asked for. Our lawful bases are contract (delivering what your organisation has bought), legitimate interests (running and improving our services), and consent (waitlist and updates, which you can withdraw at any time).
What we never do
We never sell personal information. We never share what an individual says in a training session with their employer; reporting to employers is aggregate and anonymised. Anything shared with a counsellor is confidential to that clinical relationship, subject only to safeguarding obligations.
Sharing and processors
We share personal information only with service providers who help us operate (such as email, scheduling and video-call providers), under contracts that meet UK GDPR requirements, and where the law requires it. Counselling is delivered by independently contracted BACP-registered counsellors in regular clinical supervision. We are happy to complete data processing agreements with client organisations.
Where data lives and how long we keep it
Data is hosted in the UK. We keep enquiry data for up to two years, training and Register records for the life of the certification plus one year, and financial records for the period required by law. Waitlist data is deleted when you unsubscribe or when the waitlist closes.
Cookies and local storage
Essential storage. Our website stores a small number of settings directly on your device (using your browser's local storage) so the site works properly: your accessibility preferences (such as text size), your scroll position when you move between pages, and your cookie choice. These are strictly necessary, never leave your device, and are never used to identify or track you.
Analytics, only with your consent. If you accept analytics in our cookie banner, we use Google Analytics to understand how the site is used, with IP anonymisation enabled. If you choose "Essential only", no analytics cookies are set and nothing is sent to Google. You can change your mind at any time via the "Cookie choices" link in the footer, and you can clear all stored settings through your browser.
Children
Our website and training services are for adults. The Memory Robin platform, launching in 2027, will include spaces designed for children; those will launch with their own age-appropriate privacy notice, safeguarding framework and parental controls, overseen by our named Designated Safeguarding Lead.
Your rights
Under UK GDPR you can ask for a copy of your data, ask us to correct or delete it, object to or restrict processing, and withdraw consent. Email info@memoryrobin.com and we will respond within one month. You can also complain to the ICO at ico.org.uk, though we would welcome the chance to resolve any concern first.
Changes to this policy
We will post any changes on this page and update the date at the top. Material changes will be flagged to client organisations directly.