Privacy Policy

Effective date: 28 March 2026
Last updated: 28 March 2026

This Privacy Policy explains how Hatman Webinars (“we”, “us”, “our”) collects, uses, stores and shares personal data when you visit webinarstudio.io, contact us, subscribe to updates, or enquire about or use our white-label webinar software offering, Webinar Kit.

We are committed to handling personal data lawfully, fairly and transparently.

1. Who we are

Hatman Webinars is the operator of this website and an authorised reseller of Webinar Kit, a white-label webinar software solution.

For the personal data collected through this website, our contact forms, our email communications and our marketing activities, Hatman Webinars is generally the data controller. Where parts of the Webinar Kit service are provided through underlying platform providers or service partners, those parties may also process personal data in connection with delivering the software and related infrastructure.

Contact email: [your email address]
Contact page: [link to your contact page]

Under UK GDPR, privacy information should identify the organisation and explain how people can contact it.

2. What this policy covers

This policy applies to personal data we collect through:

  • webinarstudio.io
  • contact and enquiry forms
  • newsletter or marketing sign-up forms
  • email, phone or direct communications with us
  • sales enquiries, demos and support requests
  • customer onboarding and account administration related to Webinar Kit
  • cookies, analytics and similar technologies used on our website

3. The personal data we may collect

Depending on how you interact with us, we may collect:

Information you provide directly

  • your name
  • email address
  • phone number
  • company or business name
  • information you include in an enquiry or message
  • information you provide when requesting a demo, quote, support or further information
  • marketing preferences

Information we collect automatically

  • IP address
  • browser type and version
  • device information
  • pages visited and actions taken on our site
  • referral source
  • cookie identifiers and similar online identifiers

Information related to Webinar Kit enquiries or accounts

If you enquire about or purchase Webinar Kit through us, we may process information such as:

  • account contact details
  • billing and transaction information
  • onboarding details
  • support communications
  • service usage information made available to us for customer support, account management or service delivery purposes

4. How we use personal data

We use personal data for the following purposes:

To respond to enquiries

We use your details to respond to messages, quotes, support requests, demo requests and general enquiries.

To provide and administer services

We use personal data to set up customer relationships, manage accounts, coordinate onboarding, provide customer support, and administer access to Webinar Kit or related services.

To process payments and keep records

We may use relevant information for invoicing, payment handling, bookkeeping, tax compliance and other business administration.

To send service communications

We may send non-marketing communications about your enquiry, account, service status, onboarding, billing or support.

To send marketing communications

Where permitted, we may send updates, offers, educational content or product news about Webinar Kit or related services. Your privacy notice should explain your purposes and lawful bases, and if consent is the basis, it should also explain withdrawal of consent.

To improve our website and services

We may use analytics and usage information to understand site performance, improve content, troubleshoot issues and improve customer experience.

To protect our business and users

We may process data to help detect fraud, misuse, security incidents and unauthorised activity.

To comply with legal obligations

We may process and retain information where required for legal, accounting, tax, regulatory or compliance purposes.

5. Our lawful bases for processing

Depending on the circumstances, we rely on one or more of the following lawful bases:

Contract

Where processing is necessary to take steps at your request before entering into a contract, or to perform a contract with you.

Legitimate interests

Where processing is necessary for our legitimate interests, including:

  • running and improving our website and services
  • responding to business enquiries
  • managing customer relationships
  • maintaining records
  • protecting the security of our systems
  • preventing fraud and abuse

Consent

Where required, we rely on consent for things like marketing subscriptions and certain non-essential cookies or similar technologies. ICO guidance says privacy information should explain the right to withdraw consent, and PECR requires consent for non-essential cookies and similar technologies in most cases.

Legal obligation

Where processing is necessary to comply with applicable legal or regulatory obligations.

6. Marketing emails and list subscriptions

If you subscribe to our mailing list or opt in to receive updates, we may send you emails about Webinar Kit, related services, offers, updates and educational content.

You can unsubscribe at any time by:

  • clicking the unsubscribe link in any marketing email, or
  • contacting us at [your email address]

We will respect your marketing preferences and keep a record of opt-outs where necessary so we do not send unwanted communications.

7. Cookies and similar technologies

We may use cookies and similar technologies on webinarstudio.io to:

  • keep the website functioning properly
  • remember your preferences
  • understand how visitors use the site
  • measure traffic and performance
  • improve the website and marketing effectiveness

Some cookies are strictly necessary for the site to work. Others, such as analytics or marketing cookies, are non-essential and should only be used with consent where required. ICO guidance is clear that organisations must give clear information about cookies and obtain consent for non-essential ones.

You can manage your cookie preferences through our cookie banner or your browser settings.

8. Who we share personal data with

We may share personal data where reasonably necessary with service providers that help us operate our business and provide services, such as:

  • website hosting providers
  • email delivery providers
  • CRM or mailing-list providers
  • payment processors
  • analytics providers
  • customer support tools
  • software/platform providers involved in delivering Webinar Kit
  • professional advisers such as accountants, legal advisers or compliance providers
  • regulators, courts or law-enforcement authorities where required

We do not sell your personal data.

Where third parties process personal data on our behalf, we aim to use appropriate safeguards and contractual arrangements. GDPR distinguishes between controllers and processors and requires appropriate processor arrangements where relevant.

9. Webinar Kit and third-party platform providers

Because Webinar Kit is provided as a white-label solution, some elements of the service may be operated, hosted or technically delivered by third-party platform providers or infrastructure partners.

That means personal data may, depending on the service configuration and the nature of your relationship with us, be processed:

  • by Hatman Webinars as the controller for sales, account management, communications and marketing; and/or
  • by underlying service providers involved in supplying the webinar platform, hosting, integrations, communications or infrastructure

Where another provider’s platform, infrastructure or integrations are involved, their own privacy terms and data processing arrangements may also apply.

10. International data transfers

Some of our suppliers or service providers may process personal data outside the UK.

Where this happens, we take steps designed to ensure an appropriate level of protection is in place, such as using providers in recognised jurisdictions or using appropriate contractual safeguards where required.

11. How long we keep personal data

We keep personal data only for as long as reasonably necessary for the purposes set out in this policy, including to:

  • respond to enquiries
  • provide services
  • maintain business records
  • comply with legal, tax and regulatory obligations
  • resolve disputes
  • enforce agreements

Typical retention periods may include:

  • general enquiries: up to 12 months
  • customer records and invoices: up to 6 years where required for accounting and tax purposes
  • marketing suppression records: as long as reasonably necessary to honour opt-out requests
  • analytics/cookie data: according to the settings and retention periods of the tools used

ICO guidance says privacy information should include retention periods or the criteria used to determine them.

12. Data security

We use appropriate technical and organisational measures designed to protect personal data against unauthorised access, disclosure, alteration, loss or misuse. These measures may include secure hosting, limited access, password protection, software updates and encrypted connections where appropriate.

No system is completely secure, but we take data security seriously and seek to use proportionate safeguards.

13. Your rights

Depending on the law that applies to you, you may have rights including:

  • the right to be informed
  • the right of access
  • the right to rectification
  • the right to erasure
  • the right to restrict processing
  • the right to object
  • the right to data portability
  • the right to withdraw consent where consent is relied upon

To exercise your rights, contact us at [your email address].

ICO guidance says privacy notices should explain people’s information rights and how they can complain.

14. Complaints

If you have a concern about how we use your personal data, please contact us first and we will do our best to resolve it.

If you are in the UK, you also have the right to complain to the Information Commissioner’s Office (ICO). ICO guidance says privacy notices should tell people how to complain.

15. Third-party websites and integrations

Our website or services may link to third-party websites, plugins, integrations or platforms. We are not responsible for the privacy practices of those third parties, and you should review their own privacy policies where relevant.

16. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes to our services, our suppliers, the law or regulatory guidance.

When we make changes, we will update the “Last updated” date at the top of this page.

17. Contact us

If you have questions about this Privacy Policy or how we handle personal data, please contact us at:

Hatman Webinars
Email: support@webinarstudio.io
Contact page: Contact