Privacy Notice

Last updated: 20 August 2026

RPG Excellence respects your privacy and is committed to protecting personal data. This Privacy Notice explains how we collect, use, store and protect personal data when you visit our website, contact us, create an account or use RPG Excellence services.

It also explains your data protection rights and how to contact us about the processing of your personal data.

1. Who we are

RPG Excellence provides digital tools and services designed to support management systems, risk management, compliance, assessment and organisational improvement.

Where RPG Excellence determines why and how personal data is processed, RPG Excellence acts as the data controller.

Where we process personal data on behalf of an organisation using our platform, that organisation may be the data controller and RPG Excellence may act as its data processor.

For privacy enquiries, data protection requests or questions about how we process personal data, contact:

RPG Excellence
Privacy contact: info@rpgexcellence.com

2. Personal data we may collect

The personal data we collect depends on how you interact with RPG Excellence and the services you use.

We may collect information including:

• identity information, such as your name;
• business contact information, such as your email address, organisation and role;
• account information required to create and administer your RPG Excellence account;
• information you provide when contacting us or requesting support;
• information entered into assessments, management tools, risk registers, compliance workflows or other platform features;
• technical information, such as IP address, browser type, device information and security logs;
• usage information relating to how our website and services are accessed and used;
• cookie and similar technology information where applicable; and
• billing or transaction-related information where required to provide paid services.

3. Data minimisation by design

RPG Excellence is designed to minimise the collection of unnecessary personal data.

Customers and users should avoid entering personal data into assessments, risk registers, compliance documents, evidence fields or other platform areas unless that information is genuinely necessary for the relevant business or compliance purpose.

Users should take particular care not to enter special category personal data, highly sensitive information, passwords, payment credentials or other confidential personal information unless its processing is specifically required and authorised.

4. How we use personal data

We may use personal data to:

• provide, operate and maintain RPG Excellence services;
• create, authenticate and administer user accounts;
• provide assessments, reports, dashboards and other requested platform functionality;
• respond to enquiries and provide customer support;
• maintain the security, reliability and integrity of our website and services;
• prevent fraud, misuse, unauthorised access and other security threats;
• improve the performance and usability of our services;
• administer subscriptions, payments and business relationships;
• comply with legal, regulatory and contractual obligations; and
• establish, exercise or defend legal claims where necessary.

5. Lawful bases for processing

Where UK or European data protection law applies, we process personal data only where we have an appropriate lawful basis.

Depending on the circumstances, this may include:

• Contract — where processing is necessary to provide services you or your organisation have requested.
• Legitimate interests — where processing is necessary for legitimate business purposes, including operating, securing and improving our services, provided those interests are not overridden by your rights and freedoms.
• Legal obligation — where processing is required to comply with applicable law.
• Consent — where we rely on your consent for a particular processing activity. Where consent is relied upon, you may withdraw it at any time.

6. Customer-controlled data

Organisations using RPG Excellence may enter information into the platform relating to their employees, suppliers, customers or other individuals.

Where an organisation determines the purposes and means of processing that personal data, the organisation is normally responsible for ensuring that it has an appropriate lawful basis and provides any privacy information required by law.

In those circumstances, RPG Excellence processes the relevant personal data on the organisation's behalf and in accordance with applicable contractual and data protection requirements.

7. Artificial intelligence and automated processing

Some RPG Excellence services may use artificial intelligence or automated technologies to assist with analysis, summarisation, recommendations, drafting or other platform functionality.

Where personal data is processed through AI-enabled functionality, we aim to apply data minimisation and appropriate security controls.

Users should not submit unnecessary personal, confidential or sensitive information to AI-enabled features.

AI-generated content should be treated as decision-support information and reviewed appropriately by a human where the output may influence important business, compliance, risk or management decisions.

8. Sharing personal data

We do not sell personal data.

We may share personal data with carefully selected service providers where necessary to operate RPG Excellence, including providers of:

• cloud hosting and infrastructure;
• database and authentication services;
• email and communications services;
• payment processing services;
• analytics and website services;
• security and monitoring services; and
• AI or technology services where applicable.

Service providers are permitted to process personal data only as necessary to provide the relevant services and subject to appropriate contractual and security requirements.

We may also disclose information where required by law, regulation, court order or another lawful authority, or where reasonably necessary to protect our rights, users or services.

9. International data transfers

Some service providers used by RPG Excellence may process information in countries outside the United Kingdom or the country in which you are located.

Where applicable data protection law requires safeguards for an international transfer of personal data, we seek to use an appropriate transfer mechanism or other lawful safeguard.

Depending on the circumstances, these safeguards may include adequacy regulations or decisions, approved contractual protections or other mechanisms recognised by applicable data protection law.

10. Data security

We use technical and organisational measures designed to protect personal data against unauthorised access, alteration, disclosure, loss, destruction or misuse.

Measures may include access controls, authentication, encrypted communications, infrastructure security, monitoring, backups and restrictions on administrative access.

No internet-based service can guarantee absolute security. Users are also responsible for protecting their account credentials and for using the platform appropriately.

11. Data retention

We retain personal data only for as long as reasonably necessary for the purpose for which it was collected, including providing our services and meeting legal, accounting, security and contractual requirements.

Retention periods may vary depending on the type of information, the services being provided, contractual requirements and applicable law.

When personal data is no longer required, we will take reasonable steps to delete, anonymise or otherwise dispose of it securely, subject to applicable legal and technical requirements.

12. Cookies and similar technologies

RPG Excellence may use cookies and similar technologies required for website operation, authentication, security, preferences and, where applicable, analytics.

Where consent is required for non-essential cookies, those technologies should not be activated until the required consent has been obtained.

Further information about the cookies we use and available choices is provided through our Cookie Notice and cookie settings.

13. Your data protection rights

Depending on your location and applicable law, you may have rights relating to your personal data.

These may include the right to:

• request access to personal data we hold about you;
• request correction of inaccurate or incomplete personal data;
• request deletion of personal data in certain circumstances;
• request restriction of processing in certain circumstances;
• object to processing based on legitimate interests in certain circumstances;
• request portability of certain personal data;
• withdraw consent where processing is based on consent; and
• raise a complaint with an appropriate data protection supervisory authority.

These rights are not absolute and may be subject to exemptions or limitations under applicable law.

14. Exercising your rights

To exercise a data protection right, contact us at info@rpgexcellence.com.

We may need to request information to verify your identity before responding to a request. This helps ensure that personal data is not disclosed to an unauthorised person.

Where RPG Excellence processes your information solely on behalf of an organisation that controls that information, we may direct your request to that organisation or assist it in responding to your request.

15. Children's privacy

RPG Excellence is designed for professional and organisational use and is not intended as a service for children.

We do not knowingly seek to collect personal data from children through the normal use of our services.

16. Third-party websites and services

Our website or services may contain links to third-party websites or services.

RPG Excellence is not responsible for the privacy practices of independent third parties. We encourage users to review the privacy information provided by those organisations before submitting personal data to them.

17. Changes to this Privacy Notice

We may update this Privacy Notice from time to time to reflect changes to our services, technology, business operations or legal obligations.

When we make changes, we will publish the updated notice on this page and revise the "Last updated" date where appropriate.

18. Contact us

If you have questions about this Privacy Notice, wish to exercise your data protection rights, or have concerns about how your personal data is handled, please contact:

RPG Excellence
Privacy contact: info@rpgexcellence.com

Please do not include unnecessary sensitive personal information in an initial privacy enquiry.

19. Complaints

We encourage you to contact us first if you have concerns about our handling of personal data so that we have an opportunity to investigate and respond.

You may also have the right to complain to the data protection supervisory authority responsible for your jurisdiction.