Policies, Cookies & Terms and Conditions

Purpose

Loquiwell is committed to protecting personal information and respecting the privacy of everyone we work with. This Privacy Policy explains how we collect, use, store and protect personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Scope

This policy applies to all employees, contractors, customers, suppliers, website users and any other individuals whose personal information is collected or processed by Loquiwell.

Information We Collect

• Depending on our relationship with you, we may collect personal information including:
• Name, postal address, telephone number and email address
• Employment or contractor information
• Customer and supplier contact details
• Payment and billing information
• Communications between you and Loquiwell
• Information submitted through our website contact forms
• Any other information reasonably required for legitimate business purposes

We only collect personal information that is relevant, necessary and proportionate for the services we provide.

Sensitive Personal Information

As a consultancy specialising in leadership, management and workplace wellbeing, we recognise that individuals may sometimes choose to provide information relating to health, wellbeing or other sensitive matters.

Please only provide sensitive personal information where it is necessary for your enquiry or for the delivery of our services. Where such information is provided, Loquiwell will process it only where permitted by applicable data protection law and will apply appropriate safeguards to protect its confidentiality.

How We Use Your Information

We only process personal information where we have a lawful basis to do so. This may include:

• Providing consultancy, training and wellbeing services
• Responding to enquiries and requests
• Managing customer and supplier relationships
• Processing payments and maintaining financial records
• Meeting legal, regulatory and contractual obligations
• Improving our services and business operations
• Protecting the security and integrity of our business

Legal Basis for Processing

Where applicable, we process personal information under one or more of the following lawful bases:

• Performance of a contract
• Compliance with a legal obligation
• Legitimate interests pursued by Loquiwell
• Consent, where this is required

Where we process sensitive personal information, we will do so only where an additional condition for processing under applicable data protection law is satisfied.

Cookies

This website uses only strictly necessary operational cookies to support secure website functionality, user authentication and system stability.

We do not use analytics, advertising or marketing cookies, and we do not track your browsing behaviour across other websites.

Sharing Personal Information

We do not sell or rent personal information.

Personal information may be shared only where necessary:

• To deliver our services
• With trusted third-party service providers who support our business, including website hosting, contact form processing, email and IT services
• To comply with legal or regulatory obligations
• Where you have provided your consent
• Any third parties processing information on our behalf are required to maintain appropriate standards of confidentiality and security.

International Transfers

Our website and contact forms are powered by trusted third-party technology providers. Information submitted through our website may therefore be processed or stored on servers located in the United States.

Where personal information is transferred outside the United Kingdom, we take reasonable steps to ensure appropriate safeguards are in place in accordance with UK data protection law. These safeguards may include the UK International Data Transfer Agreement (IDTA), the UK Addendum to the EU Standard Contractual Clauses, or other legally recognised transfer mechanisms implemented by our service providers.

Data Security

We take appropriate technical and organisational measures to protect personal information against accidental loss, unauthorised access, disclosure, alteration or destruction.

Access to personal information is restricted to authorised individuals who require it for legitimate business purposes.

Data Retention

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting and regulatory requirements. Personal information is securely deleted or destroyed when it is no longer required.

Your Rights

Under UK data protection law, you may have the right to:

• Request access to the personal information we hold about you
• Request correction of inaccurate or incomplete information
• Request deletion of your personal information where appropriate
• Request restriction of processing
• Object to certain processing activities
• Withdraw consent where processing relies upon consent
• Request, where applicable, that your personal information be transferred to another organisation
• Lodge a complaint with the Information Commissioner's Office (ICO)

Contacting Us

If you have any questions about this Privacy Policy or how your personal information is handled, please contact us:

Email: office@loquiwell.co.uk

Alternatively, you may contact us via the Contact page on our website.

Complaints

If you are dissatisfied with how we have handled your personal information, we encourage you to contact us first so that we can try to resolve the matter.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent authority for data protection.

Changes to this Policy

We may update this Privacy Policy from time to time to reflect changes in legislation, regulatory guidance or our business practices. The latest version will always be available on our website.

Purpose

We are committed to conducting business honestly, fairly, and with integrity. This Anti-Bribery Policy sets out our zero-tolerance approach to bribery and corruption in all business activities.

Scope

This policy applies to all employees, directors, contractors, consultants, suppliers, and anyone acting on behalf of the business.

Policy Statement

Bribery is strictly prohibited. No person acting for or on behalf of the business may:

• Offer, promise, give, request, or accept a bribe
• Provide anything of value to improperly influence a business decision
• Accept gifts, payments, or favors that could affect impartial judgment
• Use third parties to carry out bribery on the company’s behalf

This applies to dealings with customers, suppliers, government officials, and all other business partners.

Gifts and Hospitality

Reasonable and lawful gifts or hospitality may be accepted only when they are:

• Modest in value
• Transparent and properly recorded
• Not intended to gain unfair business advantage

Cash gifts or cash equivalents must never be offered or accepted.

Reporting Concerns

Any suspected bribery, corruption, or unethical conduct must be reported immediately to management. Reports will be treated seriously and confidentially where possible.

Breaches

Any breach of this policy may result in disciplinary action, termination of contract, or legal action where applicable.

Review

This policy will be reviewed regularly to ensure ongoing compliance with legal and ethical standards.

Purpose

We are committed to conducting business ethically and responsibly and to preventing modern slavery and human trafficking in all parts of our operations and supply chains. This Anti-Modern Slavery Policy sets out our zero-tolerance approach to modern slavery in any form.

Scope

This policy applies to all employees, directors, contractors, consultants, suppliers, and anyone acting on behalf of the business.

Policy Statement

Modern slavery, forced labour, child labour, human trafficking, and exploitation are strictly prohibited. No person acting for or on behalf of the business may:

• Engage in or support forced, bonded, or involuntary labour
• Use child labour in violation of applicable laws
• Participate in human trafficking or exploitation of any kind
• Withhold identity documents, wages, or freedom of movement from workers
• Work with suppliers or third parties known to be involved in modern slavery practices

We expect the same high standards from all suppliers, contractors, and business partners.

Supplier Responsibility

Suppliers and contractors must comply with all applicable labour laws and demonstrate fair, safe, and lawful working conditions. We may review supplier practices where concerns arise.

Reporting Concerns

Any concerns or suspicions relating to modern slavery, exploitation, or unethical labour practices must be reported immediately to management. Reports will be treated seriously and confidentially where possible.

Breaches

Any breach of this policy may result in disciplinary action, termination of employment or contract, and legal action where applicable.

Review

This policy will be reviewed regularly to ensure compliance with legal requirements and ethical business standards.

Purpose

We are committed to conducting business ethically, fairly, and with integrity. This Anti-Corruption Policy outlines our zero-tolerance approach to corruption in all forms and ensures compliance with applicable laws and regulations.

Scope

This policy applies to all employees, directors, contractors, consultants, suppliers, and anyone acting on behalf of the business.

Policy Statement

Corruption in any form is strictly prohibited. No person acting for or on behalf of the business may:

• Engage in bribery, fraud, kickbacks, or improper payments
• Abuse their position for personal gain or unfair advantage
• Offer or accept gifts, payments, favors, or benefits intended to improperly influence decisions
• Conceal or misrepresent financial or business transactions
• Use third parties to carry out corrupt activities on the company’s behalf

This applies to all dealings with customers, suppliers, public officials, and other business partners.

Gifts and Hospitality

Reasonable, lawful, and transparent gifts or hospitality may only be accepted when they are modest, appropriate, and do not influence business decisions. Cash gifts or cash equivalents are strictly prohibited.

Accurate Records

All financial transactions and business dealings must be accurately recorded and maintained. False, misleading, or incomplete records are not permitted.

Reporting Concerns

Any suspected corruption, unethical conduct, or policy breaches must be reported immediately to management. Reports will be treated seriously and confidentially where possible.

Breaches

Any breach of this policy may result in disciplinary action, termination of employment or contract, and legal action where applicable.

Review

This policy will be reviewed regularly to ensure ongoing compliance with legal and ethical standards.

Purpose

We are committed to using Artificial Intelligence (AI) safely, ethically, and responsibly. This AI Policy outlines our approach to using generative AI tools to support our consultancy, training, and wellbeing services while protecting sensitive client therapy data, ensuring clinical accountability, and maintaining professional integrity.

Scope

This policy applies to all employees, directors, contractors, consultants, suppliers, and anyone acting on behalf of the business. It covers all generative AI tools, including text assistants, automated software, and embedded service platforms.

Policy Statement

Irresponsible or unmonitored use of AI tools is strictly prohibited. No person acting for or on behalf of the business may:

• Input personal client data, session notes, mental health histories, or proprietary training materials into public AI systems.
• Present raw, unverified AI-generated text, advice, or training curricula directly to clients without human review.
• Use AI tools to analyze, diagnose, or make automated decisions regarding a client’s therapy or counselling needs.
• Rely on AI to generate misleading marketing materials or deceptive service descriptions.
• Deploy any unapproved AI software that bypasses company security networks.

This applies to all service delivery, customer support, administrative tasks, and interactions with clients and business partners.

Approved Tools and Whitelist Process

Employees may only use AI tools that have been formally reviewed and approved by management.

• Approved Tools: ChatGPT and Base44 are currently permitted for use under the strict data conditions outlined in this policy.
• Approval Pipeline: To use a new tool, a formal request must be submitted to management detailing the tool's data privacy policy, security features, and operational purpose. No tool may be used until it is officially added to the company whitelist.

Clinical and Professional Accountability

AI tools should only be used to assist and enhance human work, never to replace professional human judgment. Because AI systems can generate incorrect information, all outputs—especially training materials, consultancy insights, and administrative aids - must be thoroughly reviewed, edited, and verified by a qualified professional before being actioned or shared.

Client Data and Privacy

We must protect our clients' data at all times, particularly sensitive therapeutic and counselling information. Employees must ensure that any AI tool used complies with healthcare data protection and privacy laws. Do not feed personal data, identifying details, or case files into public AI tools, as these tools often use inputs to train their models.

Reporting Concerns

Any suspected data leaks, ethical issues, or breaches of this policy involving AI tools must be reported immediately to management. Reports will be treated seriously and confidentially where possible.

Breaches

Any breach of this policy may result in disciplinary action, termination of employment or contract, and legal action where applicable.

Review

This policy will be reviewed regularly to ensure ongoing compliance with evolving legal, technological, clinical, and ethical AI standards.

Queries

Any queries can be directed to office@loquiwell.co.uk.

At Loquiwell, human expertise is the absolute cornerstone of our business. We believe that use of AI and any technology should elevate human capability, not replace it.

We restrict our use of Artificial Intelligence (AI) to highly specific supporting roles: data processing, graphic creation, and functional enhancements to our software and web design workflows.

AI never operates autonomously; it serves strictly as a tool to accelerate efficiency under total human command.

Our operations adhere to three standards:

• Human-Driven Execution: Talented individuals and teams lead every project from conception to completion. AI is used solely to automate repetitive data processing or to kickstart visual inspiration.
• Creative and Visual Enhancements: While we utilise AI tools to assist with graphic creation and to refine layout elements, every visual asset is heavily customised, polished, and finalised by our teams to ensure original, professional results.
• Code Integrity and Oversight: Any AI-assisted software or web design enhancements undergo manual code review, testing, and security audits by our Teams and Service Partners. We retain full human accountability for every line of code we deploy.

Purpose

Loquiwell is committed to protecting the personal information of our employees, customers, suppliers, contractors and all other individuals whose information we process.

This policy sets out our commitment to complying with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable data protection legislation. We recognise that protecting personal information is fundamental to maintaining trust and conducting our business responsibly.

Scope

This policy applies to all directors, employees, contractors, consultants and third parties acting on behalf of Loquiwell who collect, access, process or store personal information during the course of their work.

Our Commitment

Loquiwell is committed to ensuring that personal information is:

• Processed lawfully, fairly and transparently.
• Collected only for specified, explicit and legitimate purposes.
• Limited to what is necessary for the purpose for which it is collected.
• Accurate and kept up to date where appropriate.
• Retained only for as long as necessary.
• Protected through appropriate technical and organisational security measures.
• Processed in a manner that maintains confidentiality, integrity and availability.

Lawful Processing

Personal information will only be processed where there is a lawful basis to do so. Depending on the circumstances, this may include:

• Performance of a contract.
• Compliance with a legal obligation.
• Legitimate business interests.
• Consent, where required by law.

Where special category (sensitive) personal information is processed, Loquiwell will ensure that an appropriate additional lawful condition is satisfied.

Individual Rights

Loquiwell respects the rights of individuals under UK data protection legislation. These rights may include:

• 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 data portability, where applicable.
• The right to object to processing.
• Rights relating to automated decision-making and profiling, where applicable.

Requests relating to these rights will be handled promptly and in accordance with applicable legislation.

Data Security

Loquiwell implements appropriate technical and organisational measures to protect personal information against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.

These measures may include:

• Secure password management.
• Access controls based on business need.
• Secure storage of electronic and physical records.
• Regular software and security updates.
• Secure disposal of confidential information.

Data Retention

Personal information will be retained only for as long as necessary to fulfil the purposes for which it was collected or to comply with legal, regulatory and contractual obligations.

Information that is no longer required will be securely deleted, destroyed or anonymised where appropriate.

International Transfers

Where personal information is processed outside the United Kingdom, including by trusted third-party technology providers, Loquiwell will ensure that appropriate safeguards are in place in accordance with UK data protection legislation.

This may include the use of recognised international transfer mechanisms such as the UK International Data Transfer Agreement (IDTA), the UK Addendum to the EU Standard Contractual Clauses or other legally recognised safeguards.

Third-Party Processors

Loquiwell may engage carefully selected third-party providers to support the delivery of our services, including website hosting, contact form processing, cloud services and IT support.

Where third parties process personal information on our behalf, we will ensure that appropriate contractual arrangements are in place and that they process personal information only in accordance with our instructions and applicable data protection legislation.

Data Breaches

Any actual or suspected personal data breach must be reported immediately to management.

Loquiwell will investigate all reported incidents and, where required, notify the Information Commissioner's Office (ICO) and affected individuals within the timescales required by law.

Training and Awareness

All individuals working for or on behalf of Loquiwell are expected to understand their responsibilities regarding data protection.

Where appropriate, training and guidance will be provided to ensure compliance with this policy and relevant legislation.

Responsibilities

Everyone working for or on behalf of Loquiwell has a responsibility to:

• Protect personal information.
• Follow this policy and related procedures.
• Report suspected data breaches promptly.
• Only access personal information where authorised and necessary.
• Keep personal information secure at all times.

Management is responsible for promoting a culture of good data protection practices and ensuring appropriate governance arrangements are maintained.

Monitoring and Review

This policy will be reviewed periodically to ensure it remains effective, reflects changes in legislation and continues to support good data protection practices throughout the organisation.

Contact

Questions regarding this policy or Loquiwell's data protection practices should be directed to:

Email: office@loquiwell.co.uk

Alternatively, enquiries may be submitted through the Contact page on our website.

Loquiwell

Email: office@loquiwell.co.uk

Website: https://loquiwell.co.uk

1. Introduction

Welcome to the Loquiwell website ("the Website"). By accessing or using this Website, you agree to be bound by these Terms and Conditions. If you do not agree with these Terms, please do not use the Website.

These Terms and Conditions govern your use of the Website only and do not form part of any separate agreement for consultancy, training or other professional services provided by Loquiwell.

2. About Loquiwell

Loquiwell provides consultancy, leadership development, workplace wellbeing and management training services.

If you have any questions regarding these Terms and Conditions, please contact us at:

Email: office@loquiwell.co.uk

3. Use of the Website

You agree to use this Website only for lawful purposes and in a manner that does not:

• Breach any applicable law or regulation.
• Infringe the rights of others.
• Introduce malicious software, viruses or harmful code.
• Attempt to gain unauthorised access to any part of the Website or its systems.
• Disrupt or interfere with the operation, security or performance of the Website.

4. Intellectual Property

Unless otherwise stated, all content on this Website, including text, graphics, logos, branding, photographs, icons, documents, downloads, layouts and design elements, is owned by or licensed to Loquiwell and is protected by applicable intellectual property laws.

You may:

• View pages for your own personal or internal business use.
• Download or print material solely for non-commercial reference.

You may not:

• Copy, reproduce, distribute, publish or commercially exploit Website content without prior written permission.
• Modify or create derivative works from Website content.
• Use the Loquiwell name, branding or logo without authorisation.

5. Information on this Website

We aim to ensure that the information published on this Website is accurate and up to date. However, information may change without notice.

Whilst reasonable care is taken, Loquiwell does not guarantee that all information is complete, accurate or free from errors or omissions.

6. Professional Information Disclaimer

The information provided on this Website is for general information purposes only.

Nothing on this Website constitutes professional, legal, financial, employment, medical or other specialist advice. Decisions should not be made solely on the basis of information contained on this Website.

Professional advice should always be obtained in relation to your particular circumstances.

7. Third-Party Links

This Website may contain links to third-party websites for your convenience.

Loquiwell has no control over the content, availability, security or privacy practices of third-party websites and accepts no responsibility or liability for them. Accessing external websites is at your own risk.

8. Website Availability

We make reasonable efforts to ensure that this Website remains available, secure and functioning correctly.

However, we do not guarantee that access to the Website will be uninterrupted, error-free or available at all times. From time to time, the Website may be unavailable due to scheduled maintenance, software updates, technical issues or circumstances beyond our reasonable control.

Our Website relies on trusted third-party hosting and cloud technology providers to deliver its services. Whilst we carefully select these providers, Loquiwell cannot accept responsibility for interruptions, delays or temporary unavailability resulting from the services, infrastructure or systems operated by those third parties.

We reserve the right to suspend, withdraw, modify or discontinue any part of the Website without prior notice where this is necessary for operational, security or business reasons.

9. Limitation of Liability

To the fullest extent permitted by law, Loquiwell excludes liability for any direct, indirect, incidental or consequential loss or damage arising from the use of, or inability to use, this Website or reliance on any information contained within it.

Nothing in these Terms and Conditions excludes or limits liability where such exclusion or limitation would be unlawful under applicable law.

10. Privacy and Cookies

Your use of this Website is also governed by our:

• Privacy Policy
• UK GDPR Policy

This Website uses only strictly necessary operational cookies required for secure functionality, user authentication and system stability. We do not use analytics, advertising or marketing cookies.

11. Contact Forms

If you contact us using our website contact forms, you agree that the information you provide is accurate, relates to a genuine enquiry and does not contain unlawful, offensive or malicious content.

Information submitted through our Website may be processed by trusted third-party technology providers, including providers whose infrastructure is located in the United States. Further information about how your personal information is handled can be found in our Privacy Policy.

12. Changes to these Terms and Conditions

Loquiwell reserves the right to amend these Terms and Conditions at any time.

Any changes will become effective when published on this Website. Continued use of the Website following any changes constitutes acceptance of the revised Terms and Conditions.

13. Governing Law

These Terms and Conditions are governed by the laws of England and Wales.

Any dispute arising from or relating to the use of this Website shall be subject to the exclusive jurisdiction of the courts of England and Wales.

Loquiwell

Email: office@loquiwell.co.uk

Website: https://loquiwell.co.uk

1. Introduction

This Cookie Policy explains how Loquiwell Ltd (“Loquiwell”, “we”, “us” or “our”) uses cookies and similar technologies on our website, www.loquiwell.co.uk (the “Website”).

This policy should be read alongside our Privacy Policy and UK GDPR Policy, which explain how we handle personal information more generally.

2. What are cookies?

Cookies are small text files that a website places on your device when you visit. They are widely used to help websites function efficiently and to provide information to the site owners.

Some cookies are essential to make the Website work. Others help us improve your experience, or remember your preferences. Cookies themselves do not identify you personally; the data they hold is typically limited and used only to enable specific functions or to measure usage.

3. The law and your consent

Our use of cookies is governed by the Privacy and Electronic Communications Regulations 2003 (PECR), as amended, which work alongside the UK GDPR and the Data Protection Act 2018.

Unless a cookie is strictly necessary for delivering a service you have requested, we need your consent before setting non-essential cookies on your device. On this Website, we ask for your consent through the cookie banner that appears on your first visit. You are free to accept or reject non-essential cookies, and you can change your mind at any time.

4. Types of cookies we use

Strictly necessary cookies

These cookies are required for the Website to function correctly. They cannot be switched off because they allow you to navigate the site, access secure areas, stay signed in after logging in and remember basic security settings. Without these cookies, some parts of the Website would not work.

Preference cookies

These cookies remember choices you make to improve your experience — for example, remembering that you have already taken part in an on-site survey so that you are not asked twice. These are optional and only set if you consent.

Analytic and marketing cookies

We do not use analytics, tracking or marketing/advertising cookies on this Website. We do not sell your data to advertisers or third parties for commercial profiling.

5. Cookies set on this Website

A detailed, up-to-date list of every cookie this Website may set — including the name, provider, purpose and expiry of each — is shown in the live Cookie Declaration table below this policy. The table reflects the categories currently in use and updates automatically.

6. Third-party cookies

This Website does not use third-party advertising or tracking cookies. Where our Website uses trusted third-party cloud hosting, authentication or email infrastructure, those providers may set functional session cookies strictly required to deliver the service (for example, to keep you signed in). Such cookies are limited, technical, and do not build advertising profiles of you.

7. Managing and deleting cookies

You can control and delete cookies through your browser settings. Most browsers allow you to refuse or block cookies and to delete existing ones. The links below explain how, for the most common browsers:

• Google Chrome
• Microsoft Edge
• Apple Safari
• Mozilla Firefox

Please note that blocking strictly necessary cookies may affect how the Website works, and some features (such as logging in or the visitor survey) may not operate as intended.

8. Changes to this Cookie Policy

We may update this Cookie Policy from time to time to reflect changes to the cookies we use, technological developments or changes in the law. The date of the latest revision will be reflected in the related Privacy Policy update record. Continued use of the Website after changes are posted means you accept the updated policy.

9. Live cookie declaration

To keep a precise, real-time record of the cookies this Website actually sets, a live Cookie Declaration table is displayed directly beneath this written policy. The table is generated automatically from the Website’s own consent configuration — you do not need to maintain it by hand. If a new cookie is added or a category changes, the table updates to reflect that automatically. Administrators can edit the cookie inventory, providers, purposes and expiry through the consent configuration rather than re-typing the table here.

10. More information

If you have any questions about how we use cookies or would like further information, please contact us:

Loquiwell Ltd

Email: office@loquiwell.co.uk

Website: https://loquiwell.co.uk