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Privacy Policy

Effective 17 September 2026
Stay Nimble Ltd (Company No. 11129024)
ICO registration number: ZB116675

Stay Nimble is a social enterprise. We give people proper, qualified career support: human coaches, a digital coach called Nim, and tools that help you understand your skills and find work that fits your life.

This policy explains what personal data we collect when you use Stay Nimble, what we do with it, who else is involved, and the rights you have. We have tried to write it so you can actually read it. If anything is unclear, ask us at info@staynimble.co.ukand we will give you a straight answer.

We are the data controller for the personal data described here. You can contact us at 20-22 Wenlock Road, London N1 7GU, or by email at info@staynimble.co.uk.

Career Allies, our CPD-certified programme for workplace allies, has its own privacy policy (opens in a new tab). Where you take part in Career Allies, that policy applies to your Career Allies data.

1. The promises behind this policy

  • We will only collect data that helps us support you, and we will tell you what we collect.
  • We will never sell your data.
  • We will never share your details with anyone for their marketing.
  • Your story, your progress, and the value you create belong to you. Where we report to the organisations that fund coaching, we tell you exactly what they can see (section 7).
  • When you ask us to delete your data, we delete it everywhere we hold it (section 11).

2. The data we collect

2.1 Your account

When you join, we collect your name and email address, and we create a secure login for you (managed by Auth0, our sign-in provider). If your place is funded by a partner organisation, such as your housing association or a programme sponsor, we record which organisation funds your place.

2.2 Your profile

As you use Stay Nimble, you build a profile. Depending on what you choose to use, this can include:

  • Where you live (your town, and your postcode if you use tools that search for work near you).
  • Your employment situation and how it changes over time.
  • Your work history: roles, employers, and dates, whether you type them in or upload a CV.
  • Your CV, if you upload one. We store the file securely and your coach can view it.
  • Your skills library: the skills you have, how confident you feel in each, and which ones you enjoy using.
  • Your job preferences: the kind of role, salary, location, and employers you are interested in.

2.3 What you tell us about yourself

Some of our tools invite you to reflect. When you use them, we keep what you create so it is there when you come back:

  • Your strengths: your answers to short self-assessments, your results, and a written summary of what they show.
  • Your work values, what gives you energy, and your career focus, in your own words.
  • Commitments you make and reflections you record.

This is your material. It exists so Nim and your coach can give you support that fits you, and so you can see your own progress.

2.4 Coaching

If you work with a coach, we keep records of your sessions: bookings, your coaching plan, notes your coach makes, your goals, and how your confidence changes over time. Coaching conversations happen over Google Meet, booked through Calendly.

A session can be transcribed, using a tool from Google that drafts a written summary for your coach afterwards. This only happens if you agree to it: your coach will ask you to switch it on, and they are required to ask. You can say no, and you can change your mind in a later session. If you say no, no transcript is made and no summary is generated. Transcripts are held in our Google Workspace and deleted automatically after 30 days. The written summary your coach keeps forms part of your coaching notes.

2.5 Conversations with Nim

When you talk to Nim, we keep the conversation, including any files you share in the chat. Section 5 explains exactly how Nim works and what happens to these conversations.

2.6 About you

You can choose to share your age, gender, and education level in your account settings. We use this to understand who we are reaching and to report to funders in anonymous, aggregated form (section 7). Sharing it is optional and you can use Stay Nimble fully without it.

2.7 Your progress and wellbeing

With your knowledge, your coach records significant changes in your circumstances: starting work, growing confidence, feeling more secure financially. Some of these records touch on your wellbeing and your finances, which is sensitive information. Section 8 explains the extra care we take with it.

2.8 Payments

If you pay for a subscription yourself, payment is handled by Stripe through our billing provider, Zoho. We never see or store your full card details.

2.9 How you use Stay Nimble

Like most services, we collect information about how the platform is used: pages viewed, features used, emails opened, and technical information about your device. We use this to fix problems, understand what helps, and make the service better.

3. How we use your data

We use your data to:

  • Provide the coaching and tools you have signed up for.
  • Personalise what Nim and the platform show you, so suggestions fit your situation rather than being generic.
  • Let your coach prepare properly, so you never have to start from scratch.
  • Report to the organisation that funds your place, as described in section 7.
  • Keep you informed about your account and, if you opt in, about our wider work.
  • Understand and improve how well our support works.
  • Keep the platform secure and prevent misuse.

4. Our lawful bases

UK data protection law requires a lawful basis for each use of your data. Ours are:

  • Contract: providing the service you signed up for, including coaching, Nim, your profile and tools, and payment processing.
  • Legitimate interests: personalising your experience, improving the service, understanding platform usage, securing the platform, and reporting anonymised results to funders. Where we rely on this, we have weighed our interest against your rights, and you can object (section 11).
  • Consent: marketing emails, sharing your story publicly, transcribing a coaching session (section 2.4), and our use of non-essential cookies (section 13). You can withdraw consent at any time.
  • Legal obligation: where the law requires us to keep or share information, for example for tax records or a lawful request from a public authority.

For sensitive information about your wellbeing, we rely on the additional conditions described in section 8.

5. Nim, and how we use AI

Nim is our digital career coach. Nim is built on artificial intelligence, and we want you to understand what that means for your data, in plain terms.

5.1 What Nim knows about you

So that Nim can give you support that fits you, each conversation starts with a summary of your Stay Nimble profile: your coaching plan and sessions, your skills and work history, your strengths, your job searches, your location and current role, and how you have been using the platform recently. This is the same information you and your coach can already see. Nim uses it to avoid asking you things you have already told us.

5.2 The AI providers behind Nim

Nim and our tools are powered by AI models from specialist providers. When you use them, the relevant parts of your data are processed by:

  • OpenAI, which powers Nim’s conversations and our CV and skills tools.
  • Anthropic, which helps us prepare careers content.
  • Google, whose AI helps coaches summarise sessions.
  • Perplexity, Tavily, and Jina, which power searches for jobs, courses, and career options near you. These searches are anonymised: they carry only the details that make results relevant, such as skills or a location, and never your name or anything that identifies your account.

We do not send your name or contact details to these providers. Conversations carry only an internal reference number that means nothing outside our systems. The exception is the CV Helper, because a CV naturally contains your details. Anything you choose to type or upload in a conversation is included as you provide it.

These providers process data on our instructions, under contract, and every one of them is bound by terms that prevent them using your data to train their models. Most are based in the United States; section 9 covers the safeguards for that.

5.3 What happens to your conversations

We keep your conversations with Nim so that Nim remembers what you have discussed and so you can pick up where you left off. Our team can review conversations to check Nim is being helpful, safe, and accurate. We also use automated analysis across conversations to spot where members are getting stuck or frustrated, so we can improve the support. This analysis helps us improve the service; it is never used to make decisions about you as an individual.

5.4 AI that updates your profile

Some tools use AI to save you effort: reading a CV you upload and suggesting the skills it shows, or writing a summary of your strengths results. Anything AI suggests for your profile is shown to you for review, and you decide what is kept.

5.5 What AI never does at Stay Nimble

No decision that significantly affects you is made by a machine alone. AI never decides whether you can access support, never scores you for anyone else without your consent, and never contacts anyone on your behalf. There is always a human, usually you, in charge.

5.6 If you would rather not use it

You can use Stay Nimble without the AI tools. Your coaching does not depend on them: you can book sessions, work with your coach, build your plan and use the resource library as normal, and add your skills and work history yourself.

If you would rather no AI was involved at all, tell us or tell your coach. Session transcription only ever happens if you agree to it, so you can simply say no when your coach asks, and we will make sure the tools which would otherwise suggest things for you are not used on your account. You can also ask us to delete your conversation history with Nim at any time.

6. The services we use

We run Stay Nimble on a set of specialist services. They process data on our instructions and under contract, and we check their data protection practices before we use them. The current list:

  • Platform and hosting: Amazon Web Services (UK region) hosts the platform, our database, and uploaded CVs. Auth0 (EU region) manages sign-in. Vercel and Supabase (EU region) host some of our newer services.
  • AI providers: as set out in section 5.2, plus Pinecone, which stores the knowledge that makes Nim’s answers accurate.
  • Support and communication: Intercom powers our in-app messaging, so your coach can support you where you already are. GetResponse sends programme and marketing emails. Amazon’s email service (SES) sends transactional emails, such as your Job Radar results. Calendly handles booking and Google Meet hosts sessions. Tally collects application forms.
  • Billing: Zoho and Stripe, as set out in section 2.8.
  • Running the service: Ably delivers in-app notifications. Datadog and Sentry help us find and fix technical problems. Zapier connects some of our internal processes.

We publish and maintain a full sub-processor list at staynimble.co.uk/subprocessors, including each provider’s location and transfer safeguards.

We may also share your data where the law requires it, where necessary to protect our rights or someone’s safety, or in connection with a sale or restructuring of our business, in which case the recipient must honour this policy.

7. Reporting to the organisation that funds your place

Many members join Stay Nimble through a housing association, employer, or programme sponsor who funds their coaching. Those organisations need to see that their investment is helping people. Here is exactly what that means for your data:

  • Aggregated reporting. Funders see overall numbers: how many people joined, how engagement looks, the overall progress people are making, and anonymous demographic breakdowns. They also see the social value created, calculated using the UK Social Value Bank, a national framework for evidencing the value of changes like moving into work or growing financial security. These reports are about groups, not about you by name.
  • Individual progress. Administrators at your funding organisation can see progress records for their members, shown without names or contact details: when someone joined, whether coaching has started, and the milestones reached.

We never share information about you as an individual with housing associations or funders. The single exception is a safeguarding or personal wellbeing emergency, where we may contact someone who can help keep you safe. Funders do not receive exports of your individual data, and your conversations with Nim and your coach are never shared with them. What you say in coaching stays between you, your coach, and Stay Nimble.

8. Sensitive information, and the care it gets

Career change touches real life. Three kinds of sensitive information can arise at Stay Nimble:

  • Wellbeing. Your coach may record changes in your confidence and wellbeing as part of your progress records, and you may talk about how you are feeling with Nim or your coach.
  • Money. Your progress records can include changes in your financial security, such as managing debt or keeping up with housing costs.
  • Moments of crisis. If you tell Nim you are struggling, Nim is designed to respond with care: signposting you to proper support such as the Samaritans or NHS 111, and letting you know your coach is there. These conversations are kept with the same protection as the rest of your chat history and are never shared beyond Stay Nimble, unless we believe you or someone else is at serious risk, in which case we may contact emergency services or, where your place is funded by a housing association or partner organisation, someone there who can help keep you safe.

Health-related information has extra protection in law. We process it for reasons of substantial public interest, under the safeguarding and support provisions of the Data Protection Act 2018 (Schedule 1).

9. Where your data goes

Your data is stored in the UK and EU. Some of our providers, including the AI providers and some tools, process data in the United States. Where that happens, the transfer is protected by recognised safeguards: the UK Extension to the EU-U.S. Data Privacy Framework, the UK International Data Transfer Agreement, or the UK Addendum to the EU Standard Contractual Clauses. The sub-processor list states the location and safeguard for each provider.

10. How long we keep your data

We keep your data while your account is active, because Stay Nimble is designed to be there for your whole working life, not just one programme. Beyond that:

  • If your account becomes inactive for 5 years, we will contact you and then delete or anonymise your personal data.
  • Conversations with Nim are kept while your account is active so Nim can remember your history. You can ask us to delete your conversation history at any time.
  • Transcripts of coaching sessions, where you have agreed to them, are deleted automatically after 30 days.
  • Progress records reported to funders are kept for 6 years after the funding programme ends, to meet audit obligations, then anonymised.
  • Financial records are kept for 6 years as required by law.
  • If you delete your account, we delete your personal data within 30 days, keeping only what the law requires us to keep.

When we delete your personal data, we remove everything that identifies you. We keep a small anonymous record for reporting, such as when an account was opened and the progress made, so that what we report to the organisations that fund coaching stays accurate over time. It cannot be linked back to you.

We also keep secure backups of our systems for 30 days to protect against data being lost. Anything we delete stays in those backups only until they expire, and we never restore a backup in a way that brings deleted data back.

11. Your rights

You have the right to:

  • Know what data we hold about you (this policy, plus you can always ask).
  • Access a copy of your data. This is free, and you can ask by email, in the app, or any other way that reaches us. We will respond within one month.
  • Correct anything that is wrong or incomplete.
  • Delete your data. When you ask, we delete your data across all our systems, including your conversations with Nim, subject only to records the law requires us to keep.
  • Restrict how we use your data while a concern is resolved.
  • Object to processing based on our legitimate interests, including profiling.
  • Take your data with you in a portable format.
  • Withdraw consent at any time, for anything that runs on consent.

To use any of these rights, email info@staynimble.co.uk. We will never charge you, and we will only ask for identity checks that are proportionate.

If you are not happy with how we have handled your data, you have the right to complain to the Information Commissioner’s Office at ico.org.uk (opens in a new tab). We would welcome the chance to put things right first.

12. Marketing

We only send marketing if you opt in, we only use email, and every email has an unsubscribe link that works immediately. Telling us to stop never affects your coaching or your account.

Service emails are different from marketing. Some emails exist to support your coaching, such as a notification that your coach has sent you a message. If you unsubscribe from those, you will not receive message notifications or be able to exchange messages with your coach by email, but you can still book sessions and talk to your coach in the app.

13. Cookies

We use cookies that are essential for the platform to work, such as keeping you signed in. For anything beyond that, including analytics, we ask for your consent through a cookie banner before those cookies are set, and you can change your mind at any time. The banner itself lists every cookie we use, so you can see exactly what you are agreeing to.

14. Age

Stay Nimble is for people aged 16 and over. We do not knowingly collect data from anyone under 16, and if we learn we have, we will delete it.

15. Security

We protect your data with encryption in transit and at rest, strict access controls so only the people supporting you can see your records, contractual obligations on every provider, and regular review of our security practices. Everyone at Stay Nimble with access to member data is bound by confidentiality. No system is perfectly secure, but if a breach ever put you at risk, we would tell you and the ICO promptly, as the law requires.

16. Changes to this policy

When we change this policy, we will update the date at the top, keep prior versions available, and tell you by email if the change is significant, before it takes effect.

17. Contact

  • Email: info@staynimble.co.uk
  • Post: Stay Nimble Ltd, 20-22 Wenlock Road, London N1 7GU
  • Data protection lead: Dom Atkinson