Welcome to Head Set Immersive Ltd’s (“Head Set”, “we”, “us”, “our”) privacy policy.

We take your privacy very seriously. Please read this privacy policy carefully as it contains important information about who we are and how and why we collect, store, use and share your personal data when you participate in one of our immersive training experiences (‘Events’) either in-person or remotely, when we supply our services (‘Services’) to your organisation, or when you browse our website. It also explains your rights in relation to your personal data and how to contact us or supervisory authorities in the event you have a complaint.

Head Set is the data controller and is responsible for certain personal data about you. 

If you have any questions about this policy or about how we handle your data, please contact our data privacy team:

Email: info@headsetimmersive.com

Address: 71-75 Shelton Street, London, Greater London, United Kingdom, WC2H 9JQ

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You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

We keep our privacy policy under regular review. This version was last updated on 4th December 2023.

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It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Our website may include links to third-party websites. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

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We are currently using Hotjar in order to better understand our users’ needs and to optimize this service and experience. Hotjar is a technology service that helps us better understand our users’ experience (e.g. how much time they spend on which pages, which links they choose to click, what users do and don’t like, etc.) and this enables us to build and maintain our service with user feedback. Hotjar uses cookies and other technologies to collect data on our users’ behaviour and their devices. This includes a device's IP address (processed during your session and stored in a de-identified form), device screen size, device type (unique device identifiers), browser information, geographic location (country only), and the preferred language used to display our website. Hotjar stores this information on our behalf in a pseudonymized user profile. Hotjar is contractually forbidden to sell any of the data collected on our behalf. For further details, please see the ‘about Hotjar’ section of Hotjar’s support site.

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

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We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

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Participants in events

• Identity Data: includes name, job title, employer/organisation, date of birth, gender. 

• Contact Data: includes email address and telephone number. 

• Event Data: that you provide when you register to attend an Event, such as hostile environment experience, medical history, dietary requirements and other information applicable to the metrics of the Event. 

• Participation Data: includes images, photos and video footage taken during an Event and written accounts of the same. 

• Profile Data: includes attendance at an Event, and any other information or feedback you chose to provide. 

• Results Data: includes behavioural performance of a Participant during an Event such as heart rate and breathing. 

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Representatives of organisations to whom we supply our services

• Identity Data: includes name, job title, employer/organisation.

• Contact Data: includes email address and telephone number.

• Marketing Data: Your preferences in receiving marketing communications from us on behalf of your organisation. 

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Website visitors or browsers

• Technical Data: includes your computer’s Internet Protocol (IP) address, your browser type and version, the pages you visit, the time and date of your visit, the time spent on each page, the device type, operating system, unique device identifiers, device settings, and geo-location data. 

• Usage Data: information about how you use our website, IT, communication and other systems.

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We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.

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Our Events are not aimed at children, neither is our website. We therefore do not knowingly collection information about individuals under the age of 18.

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Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you. In this case, we may have to cancel a product you have purchased from us but we will notify you if this is the case at the time.

We use different methods to collect data from and about you including through:

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• Direct Interactions: You may give us your personal data by filling in forms such as our registration form or our pre-course questionnaire or by corresponding with us by phone, email or otherwise. This includes personal data you provide when you:

  • apply to us directly to attend an Event;

  • liaise with us on behalf of your organisation for us to supply Services;

  • give us feedback or contact us.

• Third Parties: We will receive personal data about you from various third parties such as:

  • analytics providers such as Google and Squarespace;

  • organisations (and their representatives) to whom  we supply our Services. 

• Automated Technologies or Interactions: As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie policy for further details.

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

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• Where we need to perform the contract we are about to enter into or have entered into with you.

• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

• Where we need to comply with a legal obligation.

• In limited circumstances where you have given your consent. 

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We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.