Last updated: 13 September 2026
The 4 Habits Institute is a trading name of Soulmates Academy Ltd, a company registered in England and Wales under company number 10742386, with its registered office at Kingfisher House, Hurstwood Grange, Hurstwood Lane, Haywards Heath, West Sussex, RH17 7QX, United Kingdom.
In this Privacy Policy, “The 4 Habits Institute”, “we”, “us” and “our” refer to Soulmates Academy Ltd.
We respect your privacy and are committed to protecting your personal information. This Privacy Policy explains what information we collect, why we collect it, how we use and protect it, who we may share it with, and the choices and rights available to you.
It applies when you visit our websites, contact us, download our resources, attend our events, complete our assessments or surveys, join our communities, purchase or participate in our learning programmes, or otherwise interact with The 4 Habits Institute.
If you have any questions about this Privacy Policy or how we use your personal information, please contact us at [email protected].
The personal information we collect depends on how you interact with us. It may include:
We do not intentionally ask you to provide special category or highly sensitive personal information unless it is genuinely necessary for a particular service. Please avoid including unnecessary sensitive personal information in free-text responses, community posts or other materials you provide to us.
We may collect personal information:
Where we receive personal information about you from another source, we will handle it in accordance with this Privacy Policy and our legal obligations.
We use personal information where we have an appropriate lawful basis under UK data protection law.
Depending on the circumstances, we may use your information to:
Provide services you have requested
For example, to provide a resource you have requested, administer a booking or purchase, give you access to a course or community, deliver an assessment, run an event, provide learning materials, issue a certificate or respond to an enquiry.
Our lawful basis will usually be that the processing is necessary to perform a contract with you, to take steps at your request before entering into a contract, or that it is in our legitimate interests to provide the service or information you have requested.
Operate and improve our learning programmes and services
We may use participation, assessment, feedback and engagement information to administer our programmes, understand how they are being used, improve the learner experience, evaluate effectiveness and develop our services.
We generally rely on our legitimate interests in operating, evaluating and improving our business and services.
Communicate with you
We may send administrative and service communications relating to something you have requested, purchased or joined. These can include booking information, access instructions, programme updates, event information, account messages and other communications reasonably necessary to provide the relevant service.
Send marketing communications
Where required, we will ask for your consent before sending marketing emails about our resources, events, programmes, communities and professional development opportunities.
Where you have given consent, you can withdraw it at any time by using the unsubscribe link in our marketing emails or contacting [email protected].
In some circumstances, the law may permit us to send relevant marketing without relying on consent. Where we do so, we will only do this where the applicable rules allow it and will always provide a straightforward way to opt out.
Understand engagement and improve our communications
We may use information about which resources, assessments, events or programmes people engage with to understand interests, improve our communications and make what we provide more relevant.
We generally rely on legitimate interests for appropriate business analysis and service improvement, subject to your rights and applicable electronic marketing and cookie rules.
Operate our business
We may process personal information for accounting, financial administration, security, fraud prevention, record keeping, legal and regulatory compliance, protecting our rights and managing our business.
Our lawful basis may be compliance with a legal obligation or our legitimate interests in operating and protecting our business.
Requesting a resource, registering for an event or making an enquiry does not automatically mean that you have agreed to receive ongoing marketing emails from us.
Where consent is required, we will give you a clear choice about whether you would like to receive marketing communications from The 4 Habits Institute. Choosing not to receive marketing will not prevent you from receiving a resource, service or other information you have specifically requested.
You can unsubscribe from marketing emails at any time using the unsubscribe link included in our emails or by contacting [email protected].
Withdrawing marketing consent will not normally affect service or administrative communications that are necessary in connection with a programme, purchase, event, community or other service you are using.
We provide learning, development and community experiences through our own websites and through specialist third-party platforms.
These may include online courses, professional development programmes, communities, assessments, diagnostics, surveys, feedback tools, webinars and other interactive learning experiences.
We may use information generated through these activities to:
Platforms we use may include services such as Circle, Thinkific, ScoreApp and SurveyMonkey, depending on the particular programme or activity.
Where an organisation has commissioned us to provide a programme for its employees, members or other participants, that organisation may receive appropriate information relating to participation, completion, evaluation or agreed programme outcomes. We will not disclose individual information beyond what is appropriate for the programme, our agreement with the organisation and applicable data protection requirements.
We use third-party payment providers to process payments securely. These may include Stripe and PayPal.
Payment providers process payment information under their own terms and privacy arrangements. We generally do not receive or store your full payment card details.
We may retain transaction information necessary for accounting, tax, customer service, contractual and legal purposes.
We may use third-party platforms to manage events, appointments, meetings and communications. These may include Eventbrite, Calendly, Zoom and Microsoft Teams.
When you register for or participate in an event or meeting through one of these services, the relevant provider may also process your information in accordance with its own privacy terms.
Some webinars, meetings or events may be recorded. Where recording is planned, we will take reasonable steps to make participants aware. If recordings are intended for wider publication and identifiable participant contributions are involved, we will consider any additional permissions that may be appropriate.
We use technology and automation to help operate our business and deliver our services. This may include connecting systems, administering communications, analysing information, summarising feedback, supporting research and drafting materials.
We may use reputable AI-assisted tools for appropriate business purposes such as analysis, summarisation, research and drafting. Where personal information is involved, we aim to minimise or anonymise it where reasonably practicable and avoid providing unnecessary sensitive personal information to such tools.
We do not use solely automated decision-making that produces legal effects, or similarly significant effects, about individuals unless we have an appropriate lawful basis and provide any additional information and safeguards required by law.
We do not sell your personal information.
We may share personal information with trusted service providers where this is reasonably necessary to operate our business and provide our services.
These may include providers supporting:
Depending on the service concerned, providers we use may include Mailchimp, Circle, Thinkific, ScoreApp, SurveyMonkey, Stripe, PayPal, Eventbrite, Calendly, Zoom, Microsoft, HubSpot and Zapier.
We may also disclose personal information where required by law, to protect our legal rights, in connection with legal proceedings, or as part of a sale, restructuring or transfer of all or part of our business, subject to appropriate protections.
We require service providers handling personal information on our behalf to do so appropriately and in accordance with applicable data protection requirements.
Some of the service providers we use operate internationally. This means personal information may sometimes be processed in, or accessible from, countries outside the United Kingdom.
Where UK data protection law treats this as a restricted international transfer, we take appropriate steps to ensure that the transfer is lawful. Depending on the circumstances, this may include relying on UK adequacy regulations or appropriate contractual and other safeguards recognised under UK data protection law.
You can contact us at [email protected] if you would like further information about the safeguards relevant to your personal information.
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including providing our services and meeting legal, accounting, tax, contractual and regulatory requirements.
Different types of information may therefore be retained for different periods.
When deciding how long to retain information, we consider factors including:
Where information is no longer required, we will delete it, anonymise it or otherwise dispose of it appropriately.
Our websites and online services may use cookies and similar technologies to make them work properly, remember preferences, understand how our services are being used, measure performance and improve the user experience.
Some cookies and technologies are necessary for the operation and security of our websites. Others, including certain analytics or tracking technologies, may be optional.
Where consent is required for non-essential cookies or similar technologies, we will seek that consent through the appropriate cookie or preference mechanism before using them.
We may use analytics services to understand website traffic, how visitors use our websites and how effectively our resources and services are performing. The particular analytics services we use may change as our technology and measurement needs develop.
Where analytics or other technologies require consent, we will not intentionally use them until the appropriate consent has been obtained. You can manage your choices through any cookie or privacy controls made available on our websites.
We review our use of cookies, analytics and similar technologies as our websites and technology change.
We take appropriate technical and organisational measures to protect personal information against unauthorised access, accidental loss, misuse, alteration or disclosure.
No online service or method of electronic storage can be guaranteed to be completely secure. We therefore regularly consider the systems, service providers and working practices we use and take reasonable steps appropriate to the nature of the information we process.
Depending on the circumstances and the lawful basis on which we process your information, UK data protection law may give you rights including:
You have the right to object at any time to the use of your personal information for direct marketing.
Where we rely on your consent, you also have the right to withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing that took place before consent was withdrawn.
Not all rights apply in every circumstance.
To exercise your rights, or to ask a question about your personal information, please email [email protected].
We may need to ask for information to verify your identity before responding to certain requests.
If you have a concern about how we have handled your personal information, we would appreciate the opportunity to address it. Please contact us at [email protected].
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection.
You can find information about making a complaint on the Information Commissioner’s Office website.
We may update this Privacy Policy from time to time to reflect changes in our services, technology, working practices or legal requirements.
The latest version will be published on our website and the “Last updated” date at the top of this page will show when it was most recently revised.
Where we make a material change to how we use personal information already held about you, we will take appropriate steps to bring that change to your attention where required.
For questions about this Privacy Policy, our use of personal information or your data protection rights, please contact:
The 4 Habits Institute
A trading name of Soulmates Academy Ltd
Company number: 10742386
Kingfisher House
Hurstwood Grange
Hurstwood Lane
Haywards Heath
West Sussex
RH17 7QX
United Kingdom
Email: [email protected]
Email course last 30 Days, during which you will be offered other Courses. Unsubscribe anytime. Data not shared with 3rd parties. See our privacy policy.