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Privacy Policy

Last Updated: 17 August 2026

1. Introduction

The Situation Room (“The Situation Room”, “TSR”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store, disclose and protect personal information when you visit our websites, create an account, purchase a subscription, access The Situation Room platform, use S.I.A. – Strategic Intelligence Assistant, contact us or otherwise interact with our services.

This policy also explains your rights under applicable data protection legislation, including the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018.

Please read this Privacy Policy carefully.

By using The Situation Room, you acknowledge that your personal information will be handled as described in this policy.

2. Scope of This Privacy Policy

This Privacy Policy applies to personal information processed in connection with The Situation Room and its associated services, including:

  • our public website;

  • membership and registration services;

  • The Situation Room intelligence platform;

  • S.I.A. – Strategic Intelligence Assistant;

  • subscription and payment services;

  • customer support;

  • emails and communications;

  • security and authentication systems;

  • analytics;

  • cookies and similar technologies; and

  • any other service operated by The Situation Room that links to this Privacy Policy.

Third-party websites, feeds, applications and services accessible through The Situation Room may operate under their own privacy policies.

3. Who Is Responsible for Your Personal Information?

For the purposes of applicable UK data protection legislation, the organisation operating The Situation Room will normally act as the data controller for personal information collected directly through our services.

This means that we determine why and how your personal information is processed.

Where third-party services process information independently, those organisations may act as separate data controllers.

4. Personal Information We May Collect

The personal information we collect depends upon how you interact with The Situation Room.

We may collect the following categories of information.

Account Information

When you create an account or membership, we may collect:

  • your name;

  • email address;

  • username;

  • encrypted or securely stored authentication information;

  • membership status;

  • subscription type;

  • registration date;

  • account preferences;

  • account status; and

  • information associated with your membership.

Contact Information

When you contact us, we may collect:

  • your name;

  • email address;

  • telephone number where provided;

  • the contents of your enquiry;

  • correspondence history; and

  • customer support information.

Subscription and Transaction Information

When you purchase a subscription, we may process information including:

  • subscription type;

  • subscription status;

  • payment status;

  • transaction references;

  • billing date;

  • renewal date;

  • cancellation status;

  • payment method type; and

  • transaction history associated with your account.

Payment card information may be processed directly by our payment service provider.

We do not necessarily receive or store your complete debit or credit card number.

5. Technical Information

When you access The Situation Room, certain technical information may automatically be collected.

This can include:

  • IP address;

  • browser type;

  • browser version;

  • operating system;

  • device type;

  • screen or device information;

  • referring website;

  • pages accessed;

  • dates and times of access;

  • session information;

  • approximate geographical information derived from an IP address;

  • authentication information;

  • error logs;

  • security logs; and

  • other technical diagnostic information.

This information helps us operate, secure, maintain and improve the platform.

6. Usage Information

We may collect information about how you interact with The Situation Room.

This may include:

  • pages visited;

  • platform features used;

  • intelligence categories viewed;

  • interactions with maps;

  • session duration;

  • login activity;

  • searches;

  • S.I.A. usage;

  • navigation patterns;

  • clicks and interactions;

  • subscription activity;

  • errors encountered; and

  • general platform usage statistics.

We may use aggregated or anonymised usage information to understand how users interact with the platform.

7. S.I.A. – Strategic Intelligence Assistant

The Situation Room provides S.I.A. – Strategic Intelligence Assistant, an artificial intelligence-powered feature.

When you use S.I.A., information may be processed in order to generate and return a response.

This may include:

  • the questions or prompts you submit;

  • conversation context;

  • technical information required to provide the service;

  • timestamps;

  • account or session identifiers;

  • system-generated responses; and

  • information necessary for security and abuse prevention.

You should not submit unnecessary personal, confidential, sensitive or legally privileged information to S.I.A.

In particular, you should avoid entering:

  • passwords;

  • payment card details;

  • financial account information;

  • government identification numbers;

  • confidential business information;

  • medical information;

  • private information concerning another person; or

  • information that you do not have authority to disclose.

Information submitted to S.I.A. may be transmitted to third-party artificial intelligence infrastructure providers where necessary to generate responses.

Where third-party AI services are used, appropriate contractual and technical safeguards will be implemented where required by applicable law.

8. Authentication and Security Information

We may process information necessary to authenticate users and protect The Situation Room against unauthorised access.

This may include:

  • login attempts;

  • IP addresses;

  • authentication tokens;

  • session identifiers;

  • login timestamps;

  • device information;

  • failed login attempts;

  • unusual account activity; and

  • security events.

This information may be used to detect:

  • account sharing;

  • fraudulent access;

  • attempts to bypass membership restrictions;

  • automated attacks;

  • malicious activity; and

  • other threats to the security of the platform.

9. How We Collect Personal Information

We may collect information:

Directly from you

For example, when you:

  • register;

  • purchase a subscription;

  • complete a form;

  • contact us;

  • update your account;

  • communicate with customer support; or

  • use S.I.A.

Automatically

Certain technical and usage information may be collected automatically when you use our websites and services.

From service providers

We may receive information from companies providing services on our behalf, such as payment processors, membership systems, hosting providers, analytics services and authentication providers.

From publicly available sources

Where appropriate and lawful, we may process publicly available information in connection with the intelligence and information services provided through The Situation Room.

10. How We Use Your Personal Information

We may use personal information to:

  • create and maintain your account;

  • authenticate your identity;

  • provide access to membership services;

  • manage subscriptions;

  • process payments;

  • administer renewals and cancellations;

  • provide The Situation Room platform;

  • provide S.I.A.;

  • respond to enquiries;

  • provide customer support;

  • communicate important service information;

  • maintain platform security;

  • prevent fraud and abuse;

  • detect unauthorised account sharing;

  • troubleshoot technical problems;

  • monitor platform performance;

  • understand how the Service is used;

  • improve our services;

  • develop new features;

  • comply with legal obligations;

  • enforce our Terms & Conditions and Terms of Use; and

  • protect our rights and those of our users.

11. Our Lawful Bases for Processing

Under the UK GDPR, we must have a lawful basis for processing personal information.

Depending upon the circumstances, we may rely upon the following lawful bases.

Contract

We may process your information where necessary to provide services you have requested or to perform our contractual obligations.

For example:

  • creating your membership;

  • authenticating your account;

  • providing paid platform access;

  • processing subscriptions; and

  • providing customer support.

Legitimate Interests

We may process information where necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms.

These interests may include:

  • securing the platform;

  • preventing fraud;

  • preventing unauthorised access;

  • detecting account abuse;

  • improving our services;

  • troubleshooting;

  • understanding service usage; and

  • protecting our business.

Legal Obligation

We may process information where necessary to comply with a legal or regulatory obligation.

This may include maintaining appropriate financial, tax or business records.

Consent

Where legally required, we may rely upon your consent.

This may apply to certain:

  • marketing communications;

  • analytics technologies;

  • advertising technologies; and

  • non-essential cookies.

Where processing is based upon consent, you may withdraw that consent at any time.

Withdrawal will not affect processing that lawfully occurred before consent was withdrawn.

12. Marketing Communications

Where permitted by law, we may send information concerning:

  • The Situation Room;

  • new platform features;

  • intelligence services;

  • subscription updates;

  • promotions; and

  • other relevant services.

Where consent is required, marketing communications will only be sent where appropriate consent has been obtained.

You can unsubscribe from marketing emails using the unsubscribe facility included within applicable communications.

You may continue to receive essential service communications after opting out of marketing.

For example, we may still send:

  • payment information;

  • subscription notices;

  • security alerts;

  • password-related communications;

  • important account information; and

  • significant service updates.

13. Cookies and Similar Technologies

The Situation Room may use cookies and similar technologies.

Cookies may be used to:

  • maintain login sessions;

  • authenticate users;

  • remember preferences;

  • protect the platform;

  • prevent fraud;

  • provide essential functionality;

  • understand website usage; and

  • improve the Service.

Cookies may be classified as:

  • strictly necessary cookies;

  • functional cookies;

  • analytics cookies; and

  • marketing cookies.

Where legally required, non-essential cookies will only be used after appropriate consent has been obtained.

Further information should be available within our Cookie Policy and cookie consent system.

14. Analytics

We may use analytics technologies to understand how visitors and members interact with our services.

Analytics information may include:

  • pages visited;

  • approximate location;

  • device type;

  • browser information;

  • session duration;

  • traffic source; and

  • general usage behaviour.

This information helps us understand platform performance and improve the user experience.

Where required, analytics technologies will operate subject to appropriate cookie consent.

15. Payment Processing

Subscription payments may be processed by an independent payment service provider.

When making a payment, certain personal and financial information may therefore be submitted directly to that provider.

The payment provider may process information in accordance with its own privacy policy and legal obligations.

We may receive transaction-related information necessary to manage your subscription, such as:

  • whether payment was successful;

  • transaction reference;

  • subscription status;

  • payment date;

  • renewal information; and

  • limited payment method information.

16. Service Providers

We may use trusted third-party companies to operate and support The Situation Room.

These may include providers of:

  • website hosting;

  • cloud infrastructure;

  • databases;

  • authentication;

  • membership management;

  • payment processing;

  • artificial intelligence;

  • mapping;

  • analytics;

  • email delivery;

  • security;

  • customer support;

  • communications; and

  • technical infrastructure.

Where a service provider processes personal information on our behalf, we will take reasonable steps to ensure appropriate contractual and data protection safeguards are in place where required.

17. Third-Party Content and Services

The Situation Room provides access to substantial amounts of third-party information.

This may include:

  • news organisations;

  • video services;

  • live streams;

  • CCTV;

  • webcams;

  • mapping services;

  • social media;

  • government sources;

  • APIs;

  • public databases; and

  • external websites.

These third parties may have their own privacy policies and may independently collect information when you interact with their services.

We do not control the privacy practices of independent third parties.

We encourage you to review the privacy policies of external services where appropriate.

18. Sharing Personal Information

We do not sell your personal information.

We may share information where reasonably necessary with:

  • technology providers;

  • hosting providers;

  • payment processors;

  • authentication providers;

  • AI service providers;

  • analytics providers;

  • professional advisers;

  • security providers; and

  • other suppliers required to operate the Service.

We may also disclose personal information where required:

  • by law;

  • by a court;

  • by a regulatory authority;

  • to establish or defend legal claims;

  • to investigate suspected fraud;

  • to investigate unlawful activity; or

  • to protect the rights, property or safety of The Situation Room, our users or others.

19. International Data Transfers

Some technology providers used by The Situation Room may operate outside the United Kingdom.

This means personal information may sometimes be processed in another country.

Where personal information is transferred internationally, we will use appropriate safeguards where required under applicable data protection law.

These may include:

  • UK adequacy regulations;

  • recognised contractual safeguards;

  • the UK International Data Transfer Agreement;

  • an approved UK Addendum to standard contractual clauses; or

  • other legally recognised transfer mechanisms.

20. Data Security

We take reasonable technical and organisational measures to protect personal information against:

  • unauthorised access;

  • unlawful processing;

  • accidental loss;

  • destruction;

  • alteration;

  • misuse; and

  • unauthorised disclosure.

Measures may include:

  • encrypted communications;

  • access controls;

  • authentication systems;

  • security monitoring;

  • restricted administrative access;

  • secure infrastructure; and

  • security logging.

However, no internet-based service can guarantee absolute security.

You are also responsible for maintaining the security of your account credentials.

21. Password Security

You should use a strong and unique password for your account.

You must not intentionally disclose your password or authentication credentials to unauthorised persons.

If you believe your account has been compromised, you should change your password and contact us promptly.

22. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected.

Retention periods may depend upon:

  • the duration of your membership;

  • legal requirements;

  • accounting requirements;

  • taxation requirements;

  • security requirements;

  • fraud prevention;

  • dispute resolution; and

  • legitimate business requirements.

Some records may therefore be retained after your membership has ended.

Where personal information is no longer required, it may be deleted, anonymised or securely destroyed as appropriate.

23. Account Closure

You may request closure of your account.

Closing an account does not necessarily mean that every record associated with the account will immediately be deleted.

We may retain information where necessary to:

  • comply with legal obligations;

  • maintain financial records;

  • resolve disputes;

  • prevent fraud;

  • enforce agreements; or

  • establish or defend legal claims.

Any retained information will remain subject to this Privacy Policy and applicable data protection law.

24. Your Data Protection Rights

Depending upon your circumstances and applicable law, you may have rights concerning your personal information.

Under UK data protection legislation, these may include:

Right of Access

You may request information about personal data we hold about you and, where applicable, receive a copy.

Right to Rectification

You may request correction of inaccurate or incomplete personal information.

Right to Erasure

In certain circumstances, you may request deletion of your personal information.

This right is not absolute.

Right to Restrict Processing

You may have the right to request that processing of your personal information is restricted in certain circumstances.

Right to Data Portability

Where applicable, you may have the right to receive certain information in a structured, commonly used and machine-readable format.

Right to Object

You may have the right to object to certain processing based upon legitimate interests.

Rights Relating to Direct Marketing

You may object to the use of your personal information for direct marketing at any time.

Right to Withdraw Consent

Where processing is based upon consent, you may withdraw that consent at any time.

25. Exercising Your Rights

If you wish to exercise a data protection right, please contact us using the contact information provided on The Situation Room website.

We may need to verify your identity before processing certain requests.

This is necessary to protect personal information against unauthorised disclosure.

We aim to respond to valid requests within the timescales required by applicable data protection legislation.

26. Automated Decision-Making

The Situation Room uses automated and artificial intelligence technologies as part of its services.

S.I.A. generates automated responses based upon user prompts and available information.

Unless expressly stated otherwise, S.I.A. is not intended to make decisions producing legal or similarly significant effects concerning users.

If this changes, this Privacy Policy will be updated as appropriate.

27. Children’s Privacy

The Situation Room is not designed or intended for young children under the age of 18.

We do not knowingly seek to collect personal information from children where doing so would be inappropriate or unlawful.

If we become aware that personal information concerning a child has been collected contrary to applicable law, we will take appropriate steps.

28. Business Transfers

If The Situation Room or substantially all of its relevant business or assets are sold, transferred, merged or reorganised, personal information may form part of that transaction.

Where this occurs, appropriate safeguards will be applied and personal information will continue to be protected in accordance with applicable data protection legislation.

29. Legal Requirements

We may retain, process or disclose information where reasonably necessary to:

  • comply with applicable law;

  • respond to lawful requests from authorities;

  • comply with court orders;

  • enforce our legal rights;

  • investigate fraud;

  • investigate security incidents;

  • protect users;

  • defend legal claims; or

  • protect The Situation Room and its infrastructure.

30. Links to External Websites

The Situation Room may contain links to external websites and services.

Following a link to another website may allow that website to collect information independently.

We are not responsible for the privacy practices of external websites.

You should review the privacy policy of any third-party website you visit.

31. Changes to This Privacy Policy

We may update this Privacy Policy periodically.

Changes may be required because of:

  • changes to The Situation Room;

  • new platform features;

  • new technologies;

  • changes to our service providers;

  • changes to data protection legislation; or

  • changes to our business operations.

The latest version will be published on our website and the Last Updated date will be amended.

Where required by law, we will provide additional notice of significant changes.

32. Complaints

If you have concerns about how we process your personal information, please contact us first so that we can investigate the matter.

You also have the right to make a complaint to the UK’s independent data protection regulator:

Information Commissioner’s Office (ICO)

Further information about your data protection rights and making a complaint is available from the ICO.

Your right to complain to a supervisory authority is not affected by contacting us first.

33. Relationship With Other Policies

This Privacy Policy should be read alongside our:

These documents collectively explain the rules governing your relationship with The Situation Room and use of our services.

34. Contact Us

If you have questions about this Privacy Policy, how we process your personal information or wish to exercise a data protection right, please contact us using the contact details provided through:

The Situation Room
thesituationroom.global

Please include sufficient information for us to understand and respond to your request.

Privacy Commitment

The Situation Room is committed to protecting the privacy and security of its members and visitors.

We will process personal information fairly, lawfully and transparently and will only use information where we have an appropriate reason and lawful basis for doing so.