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4D Human Being 4DHB Ltd – Privacy Policy

4DHB Ltd – Privacy Policy

Last Updated: 12-11-2025

INTRODUCTION

4DHB Ltd (trade name 4D Human Being) (“4D Human Being”, “4DHB”, “4D”, “we”, “us”, or “our”) is committed to protecting your privacy and safeguarding your personal data. This Privacy Policy explains how we collect, use, store, and protect your personal information when you:

  • Visit our website (www.4dhumanbeing.com)
  • Subscribe to our 4D On Demand digital learning platform
  • Book our training, coaching, or consulting services
  • Contact us or sign up for our communications

Please read this policy carefully to understand how we handle your personal data. By using our website, platform, or services, you acknowledge that you have read and understood this Privacy Policy.

KEY INFORMATION

Data Controller: 4DHB Ltd Company Registration Number: 10353250 Registered Office: 8 King Edward Street, Oxford OX1 4HL

Contact Us:

  • Email: info@4dhumanbeing.com
  • Data Protection Enquiries: info@4dhumanbeing.com
  • Phone: +44 (0) 7480 892236
  • Registered Address: 8 King Edward Street, Oxford OX1 4HL

Regulatory Authority: If you have concerns about how we handle your data, you can contact the Information Commissioner’s Office (ICO):

1. PERSONAL DATA WE COLLECT

The personal data we collect depends on how you interact with us. “Personal data” means any information relating to you as an identifiable individual.

1.1 Website Visitors

When you browse our website, we may collect:

  • Technical data: IP address, browser type and version, time zone, device type, operating system, referring website
  • Usage data: Pages viewed, time spent on pages, links clicked, search terms used
  • Cookie data: See Section 8 for details about cookies

1.2 4D On Demand Platform Subscribers

When you subscribe to our digital learning platform, we collect:

  • Account information: Name, email address, password (encrypted), company/organization (optional)
  • Purchase and Subscription data: Products or Services purchased or licensed, Subscription type (monthly/annual), payment information (processed by our payment provider), billing address, subscription start and renewal dates
  • Usage data: Videos watched, courses started and completed, progress tracking, time spent on platform, features used, learning preferences
  • Device and technical data: Device type, browser, IP address, login times and frequency

1.3 Training & Coaching Service Clients

When you book our services, we collect:

  • Contact information: Name, email, phone number, postal address, job title, company
  • Professional information: Role, department, seniority level, development goals
  • Booking details: Service type, dates, number of participants, special requirements
  • Payment information: Billing details, purchase order numbers, payment history
  • Assessment data: Pre-training assessments, diagnostic results, feedback responses
  • Coaching records: For coaching clients – session notes, goals, progress, action items (stored confidentially)
  • Attendance records: Session attendance, certificate issuance if relevant

1.4 Newsletter & Marketing Contacts

When you sign up for our communications:

  • Contact details: Name, email address, and organization if provided
  • Preferences: Communication preferences
  • Engagement data: Email opens, link clicks, downloads if relevant

1.5 Job Applicants & Suppliers

  • Applicants: CV/resume, cover letter, references, qualifications, right to work documentation
  • Suppliers: Company details, contact information, bank details for payment, contract information

1.6 Sensitive Personal Data

We generally do not collect sensitive personal data (special category data such as health, racial/ethnic origin, religious beliefs, etc.).

Exceptions:

  • Accessibility needs – to ensure we can accommodate you appropriately
  • Coaching contexts – if you voluntarily share sensitive information during coaching sessions, it is kept strictly confidential

We only process sensitive data with your explicit consent or where necessary to fulfil legal obligations.

2.HOW WE COLLECT YOUR DATA

We collect personal data through:

2.1 Direct Interactions

When you:

  • Fill in forms on our website or platform
  • Create an account on 4D On Demand
  • Book our services via website, email, phone or video calls
  • Subscribe to our newsletters or publications
  • Attend our training, workshops, or coaching sessions
  • Contact us for enquiries or support
  • Respond to surveys or feedback requests
  • Apply for a job or consultancy position

2.2 Automated Technologies

  • Cookies and tracking: When you visit our website (see Section 8)
  • Platform analytics: When you use 4D On Demand
  • Email tracking: When you receive and interact with our marketing emails

2.3 Third-Party Sources

In limited circumstances, we may receive your data from:

  • Your employer (if they book training for you or sponsor your coaching)
  • Event organizers (if you attend a conference where we’re speaking)
  • Referrals (if someone refers you to our services with your knowledge)
  • Publicly available sources (e.g., LinkedIn for professional contacts, company websites)

3.HOW AND WHY WE USE YOUR DATA

We use your personal data for the following purposes, based on the legal grounds described:

3.1 To Provide Our Services

Purpose: Delivering the services you’ve signed up for

Data used: Contact information, booking details, payment information, usage data, professional information

Legal basis:

  • Contract performance: Necessary to fulfil our contract with you
  • Legitimate interests: Providing excellent service and managing our business

Examples:

  • Processing your 4D On Demand access or subscription
  • Delivering training workshops and coaching sessions
  • Providing access to learning content or newsletters
  • Issuing certificates
  • Managing bookings and logistics
  • Providing customer support

3.2 To Process Payments

Purpose: Billing and payment processing

Data used: Payment information, billing address, purchase history

Legal basis:

  • Contract performance: Necessary to process payments for services
  • Legal obligation: Maintaining financial records for tax purposes

Examples:

  • Charging subscription or purchase fees
  • Invoicing corporate clients
  • Processing refunds
  • Maintaining payment records

3.3 To Communicate with You

Purpose: Responding to enquiries and providing information

Data used: Contact information, enquiry details

Legal basis:

  • Legitimate interests: Responding to your requests and maintaining customer relationships
  • Contract performance: Where communication relates to services provided

Examples:

  • Responding to your questions or support requests
  • Sending booking confirmations
  • Providing updates about your services
  • Notifying you of changes to terms or policies

3.4 To Improve Our Services

Purpose: Understanding how our services are used and making improvements

Data used: Usage data, feedback responses, assessment results

Legal basis:

  • Legitimate interests: Improving our services and developing new offerings

Examples:

  • Analysing which videos are most popular on 4D On Demand
  • Understanding learning patterns and effectiveness
  • Evaluating training feedback to improve content
  • Testing and improving platform functionality
  • Conducting satisfaction surveys

3.5 For Marketing and Communications

Purpose: Sending you 4D content, resources, relevant information about our services, events, and content

Data used: Contact information, preferences, engagement history

Legal basis:

  • Consent: For email marketing to individuals who are not existing clients
  • Legitimate interests: For business-to-business marketing and marketing to existing/past clients about similar services
  • Soft opt-in: Where you’ve previously engaged with us and haven’t opted out

Examples:

  • Sending newsletters and blog updates
  • Promoting new courses or training programs
  • Inviting you to events and webinars
  • Sharing relevant industry insights
  • Announcing new features on 4D On Demand

You can opt out at any time by clicking “unsubscribe” in emails or contacting us.

3.6 For Website and Platform Administration

Purpose: Running and securing our website and platform

Data used: Technical data, usage data, account information

Legal basis:

  • Legitimate interests: Ensuring security, preventing fraud, and maintaining service quality
  • Legal obligation: Complying with regulations

Examples:

  • Preventing fraud and unauthorized access
  • Monitoring for security threats
  • Troubleshooting technical issues
  • Analysing website and platform performance
  • Managing user accounts

3.7 For Legal and Regulatory Compliance

Purpose: Complying with legal obligations

Data used: Various types depending on the requirement

Legal basis:

  • Legal obligation: Required by law
  • Legitimate interests: Protecting our legal rights

Examples:

  • Maintaining financial records for tax purposes
  • Protecting against legal claims
  • Complying with regulatory requirements

3.8 For Business Development

Purpose: Managing and growing our business

Data used: Contact information, engagement history, professional information

Legal basis:

  • Legitimate interests: Developing business relationships and growing our organization

Examples:

  • Identifying potential clients or partners
  • Managing business relationships
  • Analysing market trends and opportunities
  • Strategic planning

4.LEGAL BASES FOR PROCESSING

Under UK GDPR, we must have a legal basis for processing your personal data. We rely on the following:

4.1 Consent

Where you have given clear, specific consent (e.g., subscribing to marketing emails, agreeing to cookies).

You can withdraw consent at any time by:

4.2 Contract Performance

Where processing is necessary to fulfil a contract with you (e.g., delivering services you’ve purchased).

4.3 Legal Obligation

Where we must process data to comply with legal requirements (e.g., tax laws, court orders).

4.4 Legitimate Interests

Where processing is necessary for our legitimate business interests, provided these don’t override your rights and interests.

Our legitimate interests include:

  • Providing and improving our services
  • Understanding our customers and their needs
  • Running and growing our business
  • Preventing fraud and ensuring security
  • Marketing to business contacts and existing customers

We have carefully balanced our interests against yours and only process data where necessary and proportionate.

5.WHO WE SHARE YOUR DATA WITH

We do not sell, rent, or lease your personal data to third parties. However, we may share your data with the following categories of recipients:

5.1 Service Providers

We use trusted third-party service providers to help operate our business. These include:

Website and Platform Hosting:

  • Cloud hosting providers to store data securely

Payment Processing:

  • Payment gateway providers to process transactions securely 
  • Stripe
  • They handle payment data according to PCI-DSS standards

Email and Communications:

  • Email service providers for sending newsletters and transactional emails 
  • Hubspot

Analytics:

  • Analytics tools to understand website and platform usage
  • Google Analytics, Google Search Console, Hubspot.

Video Streaming:

  • Video hosting and streaming providers for 4D On Demand content
  • Vimeo, YouTube

Customer Support:

  • Help desk and support tools
  • For example our internal hosting or IT support

All service providers are carefully selected and:

  • Only process data on our instructions
  • Are bound by data protection agreements
  • Implement appropriate security measures

5.2 Professional Advisers

We may share data with:

  • Lawyers (for legal advice and dispute resolution)
  • Accountants (for financial compliance)
  • Insurance brokers (for insurance purposes)
  • Business consultants (where necessary for business purposes)

5.3 Corporate Clients

For training/coaching services:

  • If your employer/organization books services for you, we may share:
    • Attendance records
    • Certificate issuance if relevant
    • High-level progress summaries (not detailed session content)
  • For coaching: We agree in advance what feedback, if any, will be shared with sponsors. Detailed coaching content remains confidential unless you explicitly consent otherwise.

5.4 Other Third Parties

When required by law:

  • Law enforcement, regulators, or government agencies (if legally required)
  • Courts and legal representatives (in connection with legal proceedings)

Business transfers:

  • If we sell, merge, or reorganize our business, your data may be transferred to the new owners (you’ll be notified if this happens)

With your consent:

  • Any other parties where you’ve given specific permission

5.5 No Data Sharing for Marketing

We do not share your personal data with third parties for their marketing purposes.

6.INTERNATIONAL DATA TRANSFERS

6.1 Where Your Data is Stored

Your personal data is primarily stored and processed within the United Kingdom and European Economic Area (EEA).

6.2 Transfers Outside the UK/EEA

Some of our service providers may be located outside the UK/EEA, which means your data may be transferred internationally. This might occur with:

  • Cloud hosting services
  • Email marketing platforms
  • Analytics tools
  • Payment processors

6.3 Safeguards

When we transfer data internationally, we ensure it is protected by using one or more of the following safeguards:

  • Adequacy decisions: Transferring to countries deemed by the UK Government to have adequate data protection (e.g., EEA countries)
  • Standard Contractual Clauses (SCCs): Using approved contracts that require recipients to protect data to UK/EU standards
  • US Data Privacy Framework: For US-based companies certified under this framework
  • Binding Corporate Rules: For multinational companies with approved internal data protection policies

You can request details about specific safeguards by contacting us at info@4dhumanbeing.com.

7.DATA SECURITY

7.1 How We Protect Your Data

We take security seriously and implement appropriate technical and organizational measures to protect your personal data against:

  • Unauthorized or unlawful access
  • Accidental loss or destruction
  • Damage or alteration
  • Disclosure to unauthorized parties

7.2 Security Measures

Our security measures include:

Technical Measures:

  • Encryption: Data is encrypted in transit (HTTPS/TLS) and at rest
  • Secure authentication: Passwords are encrypted and never stored in plain text
  • Access controls: Strict controls over who can access personal data
  • Firewalls and security software: Protection against cyber threats
  • Regular security updates: Keeping systems and software up to date
  • Security monitoring: Detecting and responding to security incidents

Organizational Measures:

  • Staff training: Regular data protection training for all staff
  • Confidentiality agreements: All staff and contractors are bound by confidentiality
  • Data minimization: We only collect and retain necessary data
  • Access restrictions: Personal data accessible only to those who need it
  • Secure disposal: Secure deletion/destruction of data no longer needed
  • Vendor management: Ensuring third parties maintain adequate security

7.3 Your Responsibilities

You also have a role in keeping your data secure:

For 4D On Demand accounts:

  • Choose a strong, unique password
  • Keep your password confidential
  • Don’t share your account
  • Log out after using shared devices
  • Notify us immediately of any unauthorized access

7.4 Data Breaches

Despite our best efforts, no system is 100% secure. If we experience a data breach that poses a risk to your rights, we will:

  • Notify you without undue delay
  • Report to the ICO where required by law
  • Take steps to mitigate the impact

8.COOKIES AND TRACKING TECHNOLOGIES

8.1 What Are Cookies?

Cookies are small text files stored on your device when you visit websites. They help websites remember information about your visit.

8.2 How We Use Cookies

We use cookies and similar technologies on our website and 4D On Demand platform for. You can find details of these in the provided link.

9.EMAIL MARKETING AND COMMUNICATIONS

9.1 Types of Communications

We may send you:

Transactional Emails:

  • Order confirmations and receipts
  • Account notifications
  • Service updates
  • Password resets
  • Technical notices

You cannot opt out of these as they’re essential for the services you’ve signed up for.

Marketing Emails:

  • New course or training announcements
  • Event invitations
  • Promotional offers
  • Industry insights

9.2 Legal Basis for Marketing

We send marketing emails based on:

Legitimate Interests (Soft Opt-in):

  • You’re an existing or past client, AND
  • The marketing relates to similar services, AND
  • You haven’t opted out

Soft Opt-In for Existing Clients and Account Holders

When you register via the 4D Human Being website or otherwise for a 4D On Demand account, purchase a course, or otherwise engage our services, we may send you occasional emails about similar 4D Human Being programmes, resources, or events under the soft opt-in exemption of the Privacy and Electronic Communications Regulations (PECR) 2003. You will always be given the opportunity to opt out at the time of registration and in every subsequent email.

Business-to-Business:

  • Corporate contacts about relevant professional services

9.3 How to Opt Out

You can stop receiving marketing emails at any time by:

  • Clicking “unsubscribe” at the bottom of any marketing email
  • Emailing us at info@4dhumanbeing.com
  • Updating your email preferences in your account settings

We’ll process your request promptly 

9.4 Email Tracking

Our marketing emails may include tracking to measure:

  • Open rates
  • Click-through rates
  • Engagement timing
  • Device and email client used

This helps us understand what content you find valuable and improve our communications.

10.HOW LONG WE KEEP YOUR DATA

We only retain personal data for as long as necessary for the purposes we collected it. Retention periods vary depending on:

  • The type of data
  • Why we collected it
  • Legal or regulatory requirements

11.YOUR RIGHTS

Under UK GDPR and Data Protection Act 2018, you have important rights regarding your personal data:

11.1 Right of Access

You have the right to request:

  • Confirmation that we’re processing your personal data
  • A copy of your personal data
  • Information about how we use it

How to request: Email info@4dhumanbeing.com with “Subject Access Request” in the subject line.

Response time: We’ll respond within one month (may be extended by two months for complex requests).

Cost: Free for the first request; we may charge a reasonable fee for additional copies or manifestly unfounded/excessive requests.

11.2 Right to Rectification

You have the right to request correction of inaccurate or incomplete personal data.

How to request: Email info@4dhumanbeing.com or update your account settings directly.

Response time: We’ll correct data within one month.

11.3 Right to Erasure (“Right to be Forgotten”)

You have the right to request deletion of your personal data in certain circumstances:

  • The data is no longer necessary for the purpose we collected it
  • You withdraw consent (where processing was based on consent)
  • You object to processing and we have no overriding legitimate grounds
  • The data has been unlawfully processed
  • Required by legal obligation

Important: We may not be able to delete all data if we need to retain it for:

  • Legal obligations (e.g., financial records for tax)
  • Legal claims or defence
  • Archiving, research, or statistical purposes

How to request: Email info@4dhumanbeing.com

11.4 Right to Restriction of Processing

You have the right to request we restrict processing (i.e., store but not use) your data when:

  • You contest the accuracy (while we verify)
  • Processing is unlawful but you don’t want erasure
  • We no longer need the data but you need it for legal claims
  • You’ve objected to processing (while we verify our legitimate grounds)

How to request: Email info@4dhumanbeing.com

11.5 Right to Data Portability

You have the right to receive your personal data in a structured, commonly used, machine-readable format and transfer it to another controller where:

  • Processing is based on consent or contract
  • Processing is carried out by automated means

How to request: Email info@4dhumanbeing.com

11.6 Right to Object

You have the right to object to processing based on:

  • Legitimate interests: You can object and we must stop unless we demonstrate compelling legitimate grounds that override your interests
  • Direct marketing: You can object at any time and we must stop immediately

How to object:

11.7 Rights Related to Automated Decision-Making

We do not make decisions based solely on automated processing that significantly affect you. If this changes, we’ll inform you and you’ll have the right to:

  • Obtain human intervention
  • Express your point of view
  • Contest the decision

11.8 Right to Withdraw Consent

Where processing is based on consent, you can withdraw it at any time by:

Important: Withdrawing consent doesn’t affect the lawfulness of processing before withdrawal.

12.CHILDREN’S PRIVACY

Our services are not intended for children under 18 years of age. We do not knowingly collect personal data from children.

If you are under 18, please do not:

  • Use our website or platform
  • Subscribe to 4D On Demand
  • Submit personal information to us

If we become aware that we’ve collected data from a child under 18 without parental consent, we will delete it promptly.

Parents/Guardians: If you believe your child has provided us with personal data, please contact us immediately at info@4dhumanbeing.com.

13.THIRD-PARTY LINKS AND WEBSITES

Our website and communications may contain links to third-party websites, services, or resources.

We are not responsible for:

  • Third-party privacy practices
  • Third-party content or services
  • How third parties collect or use your data

We recommend:

  • Reading the privacy policies of any websites you visit
  • Being cautious about sharing personal information
  • Understanding that third-party practices are beyond our control

Links don’t imply endorsement: The presence of links doesn’t mean we endorse or have any association with the third party.

14.CHANGES TO THIS PRIVACY POLICY

14.1 Updates

We may update this Privacy Policy from time to time to reflect:

  • Changes in our practices
  • New legal requirements
  • Service improvements
  • User feedback

14.2 How We Notify You

Significant changes:

  • Email notification to registered users
  • Prominent notice on our website/platform
  • Pop-up or banner notification

Minor changes:

  • Updated policy posted on our website
  • “Last Updated” date changed at the top

14.3 Your Continued Use

Continued use of our services after changes take effect means you accept the updated policy.

14.4 Review Regularly

We recommend reviewing this policy periodically to stay informed about how we protect your data.

15.CONTACT US AND COMPLAINTS

15.1 Questions or Concerns

If you have questions, concerns, or requests about:

  • This Privacy Policy
  • How we handle your personal data
  • Exercising your rights

Contact us:

15.2 Data Protection Officer

For data protection-specific queries, contact: info@4dhumanbeing.com

15.3 Complaints

Internal complaints: We take data protection seriously. If you’re not satisfied with how we’ve handled your data:

  1. Contact us at info@4dhumanbeing.com
  2. We’ll acknowledge your complaint within 2 working days
  3. We’ll investigate and respond within 14 days
  4. If the issue is complex, we’ll update you on progress

Regulatory complaints: You have the right to lodge a complaint with the supervisory authority:

Information Commissioner’s Office (ICO)

  • Website: www.ico.org.uk
  • Helpline: 0303 123 1113
  • Live Chat: Available on ICO website
  • Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

You can complain to the ICO at any time, but we’d appreciate the opportunity to address your concerns first.

16.LEGAL INFORMATION

16.1 Data Controller

4DHB Ltd is the data controller responsible for your personal data.

16.2 Legal Framework

This Privacy Policy complies with:

  • UK General Data Protection Regulation (UK GDPR)
  • Data Protection Act 2018
  • Privacy and Electronic Communications Regulations (PECR) 2003

16.3 Governing Law

This Privacy Policy is governed by the laws of England and Wales.

SUMMARY – YOUR PRIVACY AT A GLANCE

We collect personal data to:

  • Provide our services (website, platform, training, coaching)
  • Improve our services
  • Communicate with you
  • Comply with legal requirements

We protect your data through:

  • Encryption and secure systems
  • Access controls and staff training
  • Careful selection of service providers
  • Regular security reviews

Your key rights:

  • Access your data
  • Correct inaccurate data
  • Request deletion
  • Object to processing
  • Opt out of marketing anytime

We DON’T:

  • Sell your data to third parties
  • Share your data for others’ marketing
  • Keep data longer than necessary
  • Use your data for purposes you haven’t been told about

Questions? Contact us at info@4dhumanbeing.com

This Privacy Policy was last updated on 12-11-2025

Company Registration: 10353250 (England & Wales) Registered Office: 8 King Edward Street, Oxford OX1 4HL