Version: 1.0
Date of Last Update: 15th May 2026
Effective Date: 19th March 2026
1.1 This Privacy Policy explains how Collab Media Group Ltd collects, uses, stores, shares, and protects your personal data when you access or use the website located at https://collabable.ai and any related services, features, content, or applications (together, the "Platform").
1.2 We have tried to write this Privacy Policy in plain language. Defined terms used here have the same meaning as in our Terms of Service.
1.3 This Privacy Policy is written for the United Kingdom market and is governed by the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 (DPA 2018), and the Privacy and Electronic Communications Regulations 2003 (PECR). If we later extend the Platform to the European Economic Area, we will update this Privacy Policy and provide a separate notice for EEA residents.
1.4 By using the Platform, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with any part of it, please do not use the Platform.
2.1 The controller of your personal data is:
Collab Media Group Ltd
A company incorporated in England and Wales under company number 17102549
Registered office: 20-22 Wenlock Road, London, N1 7GU, United Kingdom
Contact email: contact@collabable.ai
2.2 Privacy contact. We have not appointed a formal Data Protection Officer because we are not required to do so under Article 37 of the UK GDPR. You can contact our privacy team at contact@collabable.ai with any data protection question, request, or complaint. We will review this position as the Platform grows and appoint an external DPO if and when the thresholds in Article 37 are met.
We collect personal data in three ways: from you directly, automatically when you use the Platform, and from third parties.
3.4.1 We do not actively collect, ask for, or process special category personal data (as defined in Article 9 of the UK GDPR), including data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data, health data, or data concerning sex life or sexual orientation.
3.4.2 Please do not include information you consider sensitive or confidential — including any information falling within the Article 9 special categories above — in areas of the Platform designated as public, such as your profile, biography, podcast topics, media samples, reviews, or messages that are not addressed to a single specific recipient.
3.4.3 If you choose to publish such information voluntarily in a public area of the Platform, we rely on Article 9(2)(e) of the UK GDPR (information manifestly made public by the data subject) as our condition for processing. We will not use any information you identify or we reasonably identify as special category data to train our AI models (see clause 6).
We use your personal data for the purposes set out below. For each purpose, we have identified the lawful basis under Article 6 of the UK GDPR on which we rely.
In many cases we handle personal data on the grounds that it furthers our legitimate commercial interests, in ways that are not overridden by your interests or fundamental rights and freedoms. Our legitimate interests include:
Where we rely on legitimate interests, we conduct a balancing test (a "legitimate interests assessment") to ensure that our interests are not overridden by your rights. You may request a summary of this assessment by contacting contact@collabable.ai.
You may withdraw consent at any time by using the unsubscribe link in any marketing email, adjusting your cookie preferences, or contacting contact@collabable.ai. Withdrawing consent does not affect the lawfulness of processing based on consent before its withdrawal.
4.5.1 Transactional emails (account-related, booking-related, payment-related, legal or security notices) are sent on the basis of contract performance and cannot be unsubscribed from while your Account is open.
4.5.2 Marketing emails (platform news, promotional offers, feature announcements) are sent only with your prior consent or, where applicable, on the PECR reg 22(3) "soft opt-in" basis for existing customers who have not objected. Every marketing email contains a one-click unsubscribe link, and you can also manage your preferences in your Account settings.
We share your personal data only with the categories of recipients listed below, and only to the minimum extent necessary. We do not sell your personal data.
Information you choose to publish on your public profile (including your display name, picture, biography, media samples, topics, location, and reviews you write) is visible to other Users and to visitors to the Platform. Information exchanged in private messages is visible only to the other participant(s) in the conversation.
Lawyers, accountants, auditors, insurers, and consultants acting under professional duties of confidentiality — where we need their advice or services.
Courts, law enforcement agencies, regulators (including the Information Commissioner's Office, HM Revenue & Customs, and the Financial Conduct Authority where applicable), government bodies, and other third parties, where required by law, court order, or regulatory request, or where necessary to protect our rights, property, or safety, or that of our users or others.
In the event of a merger, acquisition, financing, reorganisation, bankruptcy, or sale of some or all of our assets, your personal data may be transferred to the successor entity, subject to the same protections set out in this Privacy Policy.
6.1.1 We do not take decisions producing legal or similarly significant effects on you based solely on automated processing within the meaning of Article 22 of the UK GDPR.
6.1.2 Specifically:
6.2.1 We use limited automated processing for:
6.3.1 As part of our Pro subscription plan, we intend to offer an AI-powered matching feature using the Anthropic Claude API (provided by Anthropic PBC, United States). The feature is not yet active as of the Effective Date of this Privacy Policy.
6.3.2 When we activate AI matching, we will:
6.3.3 AI matching outputs are informational only and do not produce legal or similarly significant effects on you. The decision whether to contact, message, or collaborate with any User suggested by AI matching remains entirely yours.
When we use personal data to operate or improve AI-based features, we take appropriate measures to safeguard your privacy. These may include de-identifying personal data prior to processing by removing names and other identifying information, implementing encryption in transit and at rest, using pseudonymisation techniques, and restricting access to personal data used in this manner to a limited number of authorised individuals subject to strict confidentiality obligations.
7.1 Collab Media Group Ltd is established in the United Kingdom, and the Platform is hosted in the United Kingdom wherever possible. Some of our service providers (listed in clause 5.2) are established outside the United Kingdom, and operating the Platform requires us to transfer your personal data to those providers.
7.2 Where we transfer personal data from the United Kingdom to a country that has not received an adequacy decision from the UK Government, we rely on one or more of the following transfer mechanisms:
7.3 Transfers to service providers established in the European Economic Area (such as Sendinblue SAS in France, Meta Platforms Ireland Ltd, and Apple Distribution International Ltd in Ireland) are covered by the UK Government's adequacy decision for the EEA.
7.4 You may request a copy of the transfer mechanism applicable to a specific transfer, or further information about our supplementary measures, by contacting contact@collabable.ai.
8.1 We retain personal data only for as long as necessary for the purposes described in this Privacy Policy. The table below sets out the retention periods we apply by default.
| Category of data | Retention period | Reason |
|---|---|---|
| Account data (active) | For the duration of your Account | Contract performance |
| Account data (after closure — active deletion) | 30 days between closure and deletion | Legitimate interest — allowing you to reactivate and reversing erroneous closures |
| Account data (after closure — final deletion) | Within 90 days of closure, except where a longer period applies below | UK GDPR Article 5(1)(e) |
| Transaction and payment records | 7 years | UK Companies Act 2006, HMRC record-keeping, Money Laundering Regulations 2017 |
| Invoices and tax records | 7 years | HMRC / statutory minimum |
| Messages exchanged on the Platform | 3 years after the last activity in the conversation | Legitimate interest — dispute resolution, fraud investigation |
| Reviews (public) | Indefinite, even after the reviewer's Account is closed | Legitimate interest — Platform integrity; reviews remain attributed to the reviewer's display name |
| Moderation and enforcement records | 5 years after the event | Legitimate interest — pattern detection, repeat-offender management |
| Support conversations | 3 years after closure of the ticket | Legitimate interest — recurrence analysis |
| Marketing consent records (opt-in / opt-out) | Until withdrawal of consent + 2 years | Legal obligation (PECR proof of consent) |
| Server and security logs | 12 months | Legitimate interest — security, troubleshooting |
| Backup data (residual copies) | 30 days rolling window | Legitimate interest — business continuity, disaster recovery |
| Legal hold data (litigation) | For the duration of the legal hold plus the applicable limitation period | Legal obligation |
8.2 Public content persistence. Information you have shared with other Users and visitors — such as reviews, profile information, and community posts — may remain visible on the Platform even after your Account is closed, in accordance with clause 8.1. You may request the removal or anonymisation of specific content by contacting contact@collabable.ai; we will assess each request in good faith, balancing your rights with the legitimate interests of the recipients of that content and the integrity of the Platform.
9.1 You have the following rights regarding your personal data:
| Right | What it means |
|---|---|
| Access (Art 15) | Request a copy of the personal data we hold about you and information about how we process it |
| Rectification (Art 16) | Ask us to correct inaccurate or incomplete data |
| Erasure (Art 17) | Ask us to delete your personal data in certain circumstances ("right to be forgotten") |
| Restriction (Art 18) | Ask us to limit the processing of your data in certain circumstances |
| Data portability (Art 20) | Receive your data in a structured, commonly used, machine-readable format, or ask us to send it to another controller |
| Objection (Art 21) | Object to processing based on legitimate interests or for direct marketing |
| Automated decision-making (Art 22) | Not be subject to decisions based solely on automated processing that produce legal or similarly significant effects (see clause 6.1) |
| Withdraw consent | Where we rely on consent, withdraw it at any time without affecting prior processing |
9.2 How to exercise your rights. Send a request to contact@collabable.ai. We may need to verify your identity to prevent unauthorised disclosure. We aim to respond within one calendar month of receiving a valid request, as required by Article 12(3) of the UK GDPR. In complex or numerous requests, we may extend this period by up to two further months and will inform you of the extension and the reasons for the delay.
9.3 No charge. Exercising your rights is free of charge. We may charge a reasonable fee, or refuse to act on requests that are manifestly unfounded or excessive, as permitted by Article 12(5) of the UK GDPR.
10.1 We use cookies and similar technologies to operate the Platform, remember your preferences, analyse usage, and (with your consent) deliver marketing. A full list of cookies, their purposes, and how long they last is set out in our Cookie Policy.
10.2 Our consent mechanism complies with PECR regulation 6 and the Information Commissioner's Office (ICO) guidance of July 2023 on cookies. Strictly necessary cookies are set automatically; all other cookies are only set after you have given specific, informed, unambiguous consent, and can be rejected as easily as they can be accepted. You can change your preferences at any time via the "Cookie Settings" link in the footer of the Platform.
11.1 The Platform is intended for adults aged 18 years or older. We do not knowingly collect personal data from anyone under 18.
11.2 If we become aware that an Account has been created by a person under 18, we will suspend the Account and delete the associated personal data without undue delay.
11.3 If you believe that a minor has provided us with personal data, please contact us at contact@collabable.ai so that we can take appropriate action.
12.1 We take the security of your personal data seriously. We implement appropriate technical and organisational measures to protect it against unauthorised access, alteration, disclosure, or destruction, as required by Article 32 of the UK GDPR. These measures include:
12.2 No system is perfectly secure. While we do our best to protect your personal data, we cannot guarantee absolute security. If you have reason to believe that your interaction with us is no longer secure, please contact us immediately at contact@collabable.ai.
12.3 Breach notification. In the event of a personal data breach likely to result in a risk to the rights and freedoms of individuals, we will notify the Information Commissioner's Office (ICO) within 72 hours of becoming aware of the breach, as required by Article 33 of the UK GDPR. Where the breach is likely to result in a high risk to your rights and freedoms, we will also notify the affected individuals without undue delay, as required by Article 34.
13.1 We may update this Privacy Policy from time to time to reflect changes to the Platform, our service providers, applicable law, or regulatory guidance. The "Date of Last Update" at the top of this document indicates when the most recent changes took effect.
13.2 Where the changes are material — such as the introduction of a new category of processing, a new sub-processor with privacy implications, a change in retention periods, or the activation of AI-based matching — we will notify you by email and/or through a prominent notice on the Platform at least 30 days before the changes take effect, unless a shorter period is required by law.
13.3 Continued use of the Platform after the effective date of the changes constitutes your acceptance of the updated Privacy Policy. If you do not agree with the proposed changes, you may close your Account before the changes take effect.
For any question, request, or concern relating to this Privacy Policy or to how we handle your personal data, please contact us at:
Collab Media Group Ltd
20-22 Wenlock Road, London, N1 7GU, United Kingdom
Email: contact@collabable.ai
If you believe we have not handled your personal data in accordance with UK data protection law, you have the right to lodge a complaint with the supervisory authority. We would appreciate the opportunity to address your concerns first — please contact us at contact@collabable.ai before lodging a complaint. You may also contact the ICO at any time:
Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, United Kingdom
Website: https://ico.org.uk/make-a-complaint/
Telephone: 0303 123 1113
Email: casework@ico.org.uk