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Last updated: 15 October 2026

This policy explains how FabricAcademy collects, uses, shares and protects personal information when you visit https://fabricacademy.ai/, contact us, request a demonstration or arrange a strategy session.

It also explains your privacy rights and how to exercise them.

1. Who we are

FabricAcademy is a trading name of The Virtual Forge Limited and Boundless Immersive Limited. Both businesses jointly determine how personal information collected through FabricAcademy’s website and enquiries is used and act as joint data controllers for that processing.

Their registered details are:

The Virtual Forge Limited
Studio 1, The Glove Factory, Brook Lane, Holt, Trowbridge, England, BA14 6RL.

Boundless Immersive Limited
Registered in England and Wales, company number 11783757.
Century House, Wargrave Road, Henley-on-Thames, Oxfordshire, RG9 2LT, United Kingdom.

Both businesses are responsible for ensuring that their handling of FabricAcademy enquiries complies with applicable data protection law. You can exercise your rights against either business.

For privacy questions or requests, contact:

Email: connect@fabricacademy.ai
Post: FabricAcademy, 100 Berkshire Place, Winnersh, Wokingham, RG41 5RD, United Kingdom.

Alternatively, contact either business directly:

• The Virtual Forge: connect@thevirtualforge.com
• Boundless Immersive: privacy@boundlessimmersive.com

2. What this policy covers

This policy covers FabricAcademy’s public website, enquiries and related business communications.

Separate privacy arrangements apply where your employer or another organisation provides access to a FabricAcademy learning platform, AI coaching service, immersive experience or other managed service.

Where we process learner information on a customer’s instructions, that customer will generally be the data controller and we will act as its data processor. Your organisation’s privacy notice and any service-specific notice explain that processing.

3. Information we collect

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

• Contact information: your name, email address and telephone number.
• Enquiry information: your message, enquiry type, demonstration request and details of your requirements.
• Business information: your organisation, role and information you choose to share about a potential project or partnership.
• Communication records: emails, meeting arrangements, correspondence and notes relating to your enquiry.
• Technical information: your IP address, browser and device details, access times, website requests and security logs.
• Website usage information: information about how you interact with the website, where collected through the technologies explained in section 6.

Please avoid including sensitive personal information or confidential information about other people in a general website enquiry.

4. How we collect information

We collect information directly when you complete a website form, email or telephone us, request a demonstration, arrange a meeting or otherwise communicate with us.

Our website and supporting systems may also collect technical and usage information automatically.

If a colleague or business contact introduces you to us, we may receive your contact details and information relevant to that introduction. Where required, we will explain the source and provide privacy information when we contact you.

5. How we use your information

We use personal information for the following purposes.

Responding to enquiries and arranging meetings

We use your information to answer questions, arrange strategy sessions or demonstrations, and discuss your requirements.

Our lawful basis is our legitimate interest in responding to requests and developing business relationships. Where you personally seek to enter a contract with us, we may also process information to take steps at your request before entering that contract.

Preparing proposals and managing business relationships

We use relevant information to prepare proposals, communicate with business representatives and administer projects.

Our lawful basis is our legitimate interest in conducting business and managing customer relationships. Contractual necessity applies where you personally are a party to the contract.

Operating and securing the website

We use technical information to maintain the website, investigate problems and protect against misuse.

Our lawful basis is our legitimate interest in providing a reliable and secure website.

Understanding website use

We may use website analytics to understand visitor activity and improve the website. We obtain consent for the relevant technologies where required by law.

Meeting legal obligations and handling disputes

We may retain or disclose information to meet legal obligations or establish, exercise or defend legal claims. Our lawful basis is compliance with a legal obligation or our legitimate interest in protecting legal rights, as applicable.

Where we rely on legitimate interests, we consider the impact on your rights and interests.

You do not have to submit personal information to browse the website. However, without the information needed to handle an enquiry, we may be unable to respond or arrange a requested service. Required form fields are identified when information is collected.

6. Cookies and website analytics

Cookies and similar technologies can help operate the website, remember preferences and understand how visitors use it.

Where consent is legally required, we ask for it before using the relevant technology. Any technologies used without consent must meet an applicable legal exception.

[Before publication, insert the confirmed cookie and analytics providers, purposes, expiry periods and instructions for accepting, rejecting or withdrawing consent. Alternatively, link to a completed FabricAcademy cookie notice containing this information.]

You can also manage cookies through your browser settings. Blocking certain cookies may affect website functionality.

7. Enquiries and marketing

We use your contact details to respond to your enquiry and carry out related follow-up, such as arranging a demonstration or discussing a proposal.

We do not add website enquiry contacts to marketing mailing lists.

If this practice changes, we will provide appropriate privacy information and obtain consent where required before using your information for that purpose.

8. Who we share information with

FabricAcademy enquiries are handled by authorised people within The Virtual Forge Limited and Boundless Immersive Limited.

We do not share website enquiry contact details with MyContentScout.

Where necessary, we may also share information with:

• Providers supporting website hosting, enquiry forms, CRM, email, analytics, IT support and security.
• Professional advisers, including legal, accounting and insurance advisers.
• Regulators, public authorities or other parties where disclosure is legally required or necessary to establish, exercise or defend legal rights.
• Parties involved in a proposed business sale or restructuring, subject to appropriate confidentiality and data protection safeguards.

Suppliers acting as our data processors must process information on our instructions under appropriate contractual obligations.

9. Where information is processed

The location of processing depends on the systems and suppliers used to operate FabricAcademy’s website and handle enquiries. This includes locations from which information can be accessed remotely.

[Before publication, confirm the actual processing countries and any international transfers. Identify the applicable adequacy arrangements or contractual safeguards, and explain how individuals can obtain information about or a copy of those safeguards.]

10. How long we keep information

We retain information only for as long as needed for its purpose, taking account of legal obligations, business needs and relevant limitation periods.

Our retention periods are:

• Enquiry information: up to 24 months after our last meaningful contact, unless an engagement begins.
• Project records and contracts: seven years after the engagement ends.
• Server and security logs: normally 30–90 days, with longer retention where necessary to investigate a security incident.
• Analytics and cookie information: for the periods specified in the completed cookie information described in section 6.
• Privacy requests and related correspondence: for as long as reasonably necessary to handle the request and demonstrate compliance with our obligations.

We may retain relevant records for longer where necessary to meet a legal obligation or resolve a dispute. Information is then deleted or anonymised, including through the applicable backup deletion cycle.

11. Keeping information secure

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

Access is limited to authorised people and suppliers who need information for the purposes described in this policy.

No website or electronic transmission is completely secure. Please agree a suitable secure channel with us before sharing sensitive or confidential information.

12. AI and automated decisions

We do not use AI tools to process website enquiries or contact details.

We do not use website enquiry information to make solely automated decisions that have legal or similarly significant effects on you.

This section concerns the public website and enquiries. Any processing within FabricAcademy’s AI learning or coaching services is explained separately in the relevant service-specific privacy notice.

13. Your rights

Depending on the circumstances and applicable law, you may have the right to:

• Access your personal information.
• Correct inaccurate or incomplete information.
• Request deletion.
• Restrict processing.
• Object to processing based on legitimate interests.
• Receive certain information in a portable format.
• Withdraw consent where processing relies on consent.

Withdrawing consent does not affect processing lawfully carried out before withdrawal.

You can object to processing based on legitimate interests, including website improvement activities, on grounds relating to your particular situation.

If your information is ever used for direct marketing, you have an unconditional right to object to that use.

To exercise your rights, email connect@fabricacademy.ai or contact either business using the details in section 1.

We may need to verify your identity. We normally respond within one month, subject to applicable legal extensions or other time rules. Requests are normally free of charge.

Where we process information on a customer’s behalf, we may refer your request to that customer and assist it as required.

14. Complaints

If you have concerns about how we handle your information, please contact us so we can investigate.

You also have the right to complain to the UK Information Commissioner’s Office:

https://ico.org.uk/make-a-complaint/

If you live elsewhere, you may also have the right to complain to your local data protection authority.

15. External websites

Our website may link to websites operated by other organisations. Those organisations are responsible for their own privacy practices. Please read their privacy notices before providing information.

16. Changes to this policy

We may update this policy to reflect changes to our activities, systems or legal obligations.

The latest version will appear on this page with an updated date. Where required, we will take additional steps to notify you of significant changes.

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