Privacy Policy – Politics Online

Last updated: 18/8/2025

This Privacy Policy explains how Politics Online Limited (“we”, “us”, “our”) collects, uses, discloses and protects your personal data when you access our website, register for an account, or use our educational services.

We are committed to complying with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and all other applicable UK data protection and e-privacy laws.

1. Who We Are

Politics Online Limited is a registered company in England and Wales (company number: 15985148).
Our registered address is: 10 Whitegale Close, Hitchin, England, SG4 9LP.

We are the primary data controller for individual subscriber accounts. For centre (school/college) licences, we act as either controller or joint controller, depending on the specific processing activity.

You can contact us at admin@politicsonline.co.uk with any questions or concerns regarding your data.

Our website is built on WordPress and hosted securely in the UK by Krystal Hosting, both of whom act under our instruction in compliance with UK GDPR.

2. Who This Policy Applies To

This policy applies to all users of our website and services, including:

• Individual subscribers aged 16 and over.

• Students under 18 accessing via a school or centre licence.

• Staff at schools/centres administering licences and accounts.

Important: Users under the age of 16 must not register directly. Access for under-16s must only be arranged by a parent, guardian, or an educational institution that has secured verified parental consent. Responsibility for ensuring valid consent in such cases rests with the school, parent or guardian.

3. What Data We Collect

We may collect and process the following categories of personal data:

Identity & Account Data

• Full name

• Email address

• School or institution (if applicable)

Payment Data

• Processed by Stripe and PayPal (we do not store or process full card data).

Technical & Usage Data

• IP address and approximate geolocation (country/city level)

• Browser type/version, operating system, device type

• Login activity (times, session length, frequency)

• Pages viewed, clickstream data, interaction patterns

Cookie Data

• Cookie identifiers, consent preferences, and tracking data (see Section 5).

Non-personal information

• Referring/exit URLs

• Aggregate platform usage statistics

• General demographic insights (non-identifiable)

We do not collect or request special category data (e.g. political opinions, health data). Users are instructed not to submit such information through the platform.

4. Lawful Bases for Processing

We process personal data only where lawful under UK GDPR. The purposes and legal bases are:

We do not sell or rent your personal data to third parties.

5. Cookie Use and Tracking Technologies

We use cookies and similar technologies to:

• Authenticate users and secure login sessions

• Improve website performance and reliability

• Remember user preferences

• Analyse engagement for service improvement

You will be prompted to manage cookie preferences on first visit. Non-essential cookies are only set if you consent. You may withdraw consent at any time through our cookie control panel or your browser settings.

6. Children’s Data and Safeguarding

• Our service is designed for ages 16+.

• Under-16 users may only access via a school or guardian with appropriate parental consent.

• Schools/centres are responsible for ensuring lawful bases (usually parental consent or legitimate educational interest) before providing us with personal data of under-16s.

• If we become aware of unauthorised under-16 accounts without proper consent, we will delete those accounts promptly.

 

7. Data Retention

We retain data only as long as necessary for the stated purposes:

• Individual subscribers – retained for duration of subscription + 12 months post-cancellation.

• School/centre users – retained for duration of licence + 12 months post-expiry.

• Analytics data – typically retained for up to 24 months in aggregate form.

• Payment records – retained for 6 years to comply with UK tax and financial law.

Data may be retained beyond these periods where legally required (e.g. dispute resolution, fraud prevention).

8. Data Security

We implement technical and organisational measures including:

• SSL encryption for all in-transit data.

• UK-based encrypted servers via Krystal Hosting.

• Access controls and audit logs.

• Secure encrypted backups.

• PCI-DSS compliant payment gateways (Stripe, PayPal).

While we take robust measures, you acknowledge that no system is 100% secure.

9. International Data Transfers

Your data is stored primarily in the UK. Where third-party providers transfer data outside the UK/EEA, we ensure that one of the following applies:

• A UK adequacy decision is in place.

• Standard Contractual Clauses (SCCs) or equivalent safeguards are implemented.

• The transfer is otherwise permitted by UK GDPR.

Users outside the UK/EEA acknowledge that their data will be processed according to UK law, not local laws.

10. Your Rights Under UK GDPR

You have the right to:

• Access the personal data we hold about you.

• Request correction of inaccurate or incomplete data.

• Request erasure where no lawful basis for retention applies.

• Restrict or object to processing in certain circumstances.

• Request data portability.

• Withdraw consent where processing is based on consent.

To exercise your rights, contact admin@politicsonline.co.uk. We will respond within one month.

You also have the right to complain to the Information Commissioner’s Office (ICO) at www.ico.org.uk.

11. Business Transfers and Legal Disclosure

We may disclose or transfer data:

• To comply with legal obligations or lawful requests.

• In response to valid court orders or regulatory authorities.

• In the event of merger, acquisition, restructuring, or asset transfer.

12. Use of AI Tools in Content Development

We use AI-assisted tools in creating and refining educational resources.

• All AI outputs are reviewed by subject experts before publication.

• No personal data is used to train or input into AI systems.

• AI tools are used solely for content development, not for profiling users.

13. External Websites and Services

Our website may contain links to third-party websites. We are not responsible for, and disclaim liability for, their privacy practices. Users are advised to review external privacy policies.

14. Communications and Marketing Preferences

• Service communications (e.g. account confirmations, billing, policy updates) are mandatory and not subject to opt-out.

• Marketing communications (e.g. newsletters) require prior consent and may be withdrawn at any time using the unsubscribe link or by contacting us.

15. Changes to This Privacy Policy

We may update this Privacy Policy periodically. Any significant changes will be notified via email and our website.

16. Contact Us

Politics Online Limited
10 Whitegale Close
Hitchin, SG4 9LP
United Kingdom
Email: admin@politicsonline.co.uk