Privacy notice

This notice explains what personal information 4max Ltd collects through this website, why, and what your rights are. We keep it short and plain.

Who we are

4max Ltd is the data controller for the information described here. 4max Ltd is registered in England and Wales, company number 17062349, registered office South Molton, Devon, EX36 3PE.

Questions about your data: mentor@4max.co.uk.

What we collect and why

Email sign-ups. When you request a free download such as the MAS 9 readiness checklist, or sign up to get new articles by email, we collect your first name (optional) and email address. We use them to send you what you asked for and occasional Maximo Mentor emails: new articles, guides and, from time to time, news about 4max training. Our lawful basis is your consent, which you give by ticking the box on the form and then clicking the link in the confirmation email we send you. Until you click it, you're not added to our list. We record when and how you gave your consent, and a one-way coded version of your IP address, as evidence of it. You can withdraw your consent at any time with the one-click unsubscribe link in every email.

Emails and enquiries. If you email us or use the contact form, we use your details to reply and to deal with your enquiry. Contact form messages are delivered to us by email and a copy is kept in our own secure admin system, so nothing is lost. Our lawful basis is our legitimate interest in responding to people who contact us, or taking steps towards a contract you've asked about.

Comments. If you comment on an article, we collect your name, your comment and, if you choose to give it, your email address. Your name and comment are published once we approve them. Your email address is never shown. We only use it if we need to reply to you privately or, if you tick the box asking for it, to email you once when your comment is published and when Martin replies to it. It is never added to a mailing list. We also keep a one-way coded version of your IP address for a short time to stop spam. Our lawful basis is our legitimate interest in running a useful, spam-free discussion alongside our articles.

Email delivery. Our email provider records whether each email was delivered, and may record whether it was opened or a link in it was clicked. We only use the delivery, bounce and unsubscribe information, to keep our list accurate. We don't track opens or clicks ourselves.

We don't sell your information, and we don't use it for any purpose not described here.

Who else handles your data

• Brevo (Sendinblue SAS, France), which delivers our emails on our behalf. Our subscriber list itself is kept in our own database, on our web hosting provider's servers.
• Our web hosting provider, which runs the servers this site is hosted on and keeps standard server logs, such as IP addresses and pages requested, for security and troubleshooting.
• Web3Forms, which delivers messages sent through our contact form to our inbox.
• Cloudflare, which provides our cookie-free website analytics. It receives technical details of each page request, such as the page visited and browser type, but doesn't identify individual visitors.
• Google Fonts, which supplies the site's typeface. Your browser requests the fonts from Google, which receives your IP address.
• YouTube, when you choose to play an embedded video. We use YouTube's privacy-enhanced mode, so YouTube doesn't set cookies until you play a video.

Where any of these providers process data outside the UK, they do so under recognised safeguards such as the UK's adequacy regulations or standard contractual clauses.

Cookies

This site doesn't use cookies. (The only exception is a login cookie on our private admin site, which is used by us, not by visitors.) To understand which pages are useful, we use Cloudflare Web Analytics, which counts page views without cookies and without identifying or tracking individual visitors. We also count how often our downloads and short links (www.4max.co.uk/go/…) are used: just a daily total per file or link and, for downloads, the referring website, with no IP addresses or other personal details. If we ever add cookies, we'll update this notice and ask for your consent where the law requires it.

How long we keep it

• Email subscribers: until you unsubscribe or ask us to delete your details. If you don't confirm a sign-up, we delete it after 7 days. When you unsubscribe, or your address stops accepting email, we delete your details within 30 days, keeping only a one-way code of your email address so we don't add you back by mistake. Every two years we ask subscribers whether they still want our emails, and delete the details of anyone who doesn't reply within 30 days. Our record of the emails we've sent you is deleted after 12 months.
• Comments: published comments stay until you ask us to remove them or we remove the article. Comments we decline are deleted after 30 days. The coded IP addresses used to stop spam are deleted after two days.
• Enquiries: for up to two years after our last contact, unless they become part of a contract, when we keep records for as long as the law requires.

Our internal expenses software

4max Ltd uses its own software to record purchase receipts and check suppliers' VAT registration numbers with HMRC and the EU VIES service before entering bills in our accounts. It processes only our own purchases; where a supplier's receipt names an individual (for example a sole trader), that name is kept as part of our accounting records for as long as the law requires. Its terms of use describe the services it connects to.

Your rights

You have the right to ask for a copy of your information, to have it corrected or deleted, to restrict or object to how we use it, and to receive it in a portable format. Where we rely on consent, you can withdraw it at any time. To use any of these rights, email mentor@4max.co.uk. We'll reply within one month.

If you're unhappy with how we handle your information, please tell us first. You also have the right to complain to the Information Commissioner's Office at ico.org.uk.

Changes

We'll update this notice when our practices change. Last updated: 22 October 2026.