Privacy notice

Who is responsible for your information?

The data controller is The True Troop Consulting Ltd, Bristol, United Kingdom. Dr Francis Osadare is the contact for this portal. Questions or privacy requests can be sent to francis@thetruetroop.com.

What we collect

• Your first name and email address.
• Your telephone number, only if you choose to provide it. Valid numbers are stored in a standard international format.
• The version of this notice shown when you register, your registration date and your most recent portal activity.
• Limited operational events, such as portal entry, one activity heartbeat per 30-minute window, and lesson opened or completed events.

Registration details are self-declared. This form does not verify that the person entering an email address controls that mailbox. Reusing an existing email does not overwrite the contact profile already recorded for it; contact us to correct that profile. Each new access session records the notice version shown and the time it was acknowledged.

We do not collect marketing consent through this form. Your details will not be added to a marketing list merely because you use this course portal.

Why we use it

We use this limited information to:

• provide and maintain your requested access to the course;
• understand participation and course completion;
• support learners who encounter an access problem;
• protect the portal from misuse; and
• improve delivery of the Gatehouse learning experience.

Our lawful basis

Our lawful basis is our legitimate interests in administering, securing and improving the learning service you request. We limit collection and retention so those interests do not override your rights. Where you provide an optional telephone number, it is used only for course-access or learner-support administration compatible with those purposes. It is not treated as marketing consent.

Portal cookie and security

After registration, the portal sets one strictly necessary, secure cookie so this browser's access session can remain active for up to 30 days. The cookie contains a random, opaque token. We store only a SHA-256 digest of that token, never the token itself. The cookie is HttpOnly, Secure and SameSite=Lax, which helps protect it from script access and cross-site requests.

You can remove the cookie by selecting Switch learner or by clearing site data in your browser. Signing out also revokes the related server session.

Storage, sharing and international processing

Registration and activity records are stored in the portal's managed database. We use infrastructure and hosting service providers, including OpenAI Sites and Cloudflare, to operate and secure the service. They process information only as service providers under their applicable contractual and security arrangements.

Some service-provider processing may take place outside the United Kingdom. Where required, appropriate contractual or legal safeguards are used. We do not sell your personal information.

We do not use this portal information for solely automated decisions or profiling that produces legal or similarly significant effects.

How long we keep it

• Learner profiles are scheduled for deletion 12 months after the last recorded portal activity.
• Access and lesson activity events are scheduled for deletion after 90 days.
• Browser sessions expire after 30 days and may be removed sooner when you sign out.

Automated cleanup runs as the portal receives activity, and the owner includes these records in scheduled manual retention reviews. A record can remain beyond its target if the service is inactive between reviews, or where the law requires longer retention to establish, exercise or defend legal claims.

Your rights

Depending on the circumstances, UK data-protection law may give you rights to request access, correction, deletion or restriction of your information, and to object to processing based on legitimate interests. You may also raise a concern with the UK Information Commissioner's Office. Guidance and contact options are available on the ICO complaints page.

Contact francis@thetruetroop.com to exercise a right or ask a question. We may need to verify your identity before responding.

Changes to this notice

We will update this page when our portal practices materially change. The registration record stores the notice version shown at the time.

Notice version: 2026-08-10