Privacy Policy
Exizent Ltd (registered in Scotland company number: SC609104) is committed to protecting and respecting your privacy. This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
Data controller
A “controller” is a person or organisation who alone or jointly determines the purposes for which and the way any personal data is or is likely to be processed. Unless we notify you otherwise, we are the controller of your personal data for the purpose of this website and where we directly interact with you, for example where you a customer and we deal directly with you.
Please note we may also process personal data in providing services to our customers in which case we are a data processor for example where we provide our platform to our customers, and we need to maintain and administer the platform for our customer or our customer’s designated users.
Contact details
1.1. If you have any questions about our privacy policy or our privacy practices generally, please contact our Data Privacy Manager in the following ways:
Email address: dpm@exizent.com
Postal address: FAO: Data Privacy Manager, Exizent Ltd, 93 George Street, Edinburgh EH2 3ES.
1.2. You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
2. Changes to the privacy policy and your duty to inform us of changes
2.1. We keep our privacy policy under regular review.
2.2. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
3. Third-party links
Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.
4. The data we collect about you
4.1. Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
4.2. We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
· Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.
· Contact Data includes billing address, delivery address, email address and telephone numbers.
· Financial Data includes bank account and payment card details.
· Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
· Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
· Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
· Usage Data includes information about how you use our website, products and services.
· Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
4.3. We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.
5. If you fail to provide personal data
Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
6. How is your personal data collected?
We use different methods to collect data from and about you including through:
· Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
o apply for our products or services;
o subscribe to our service or publications;
o request marketing to be sent to you; or
o give us feedback or contact us.
· Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. Please see our cookie policy for further details.
7. How we use your personal data
7.1. We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
· Where we need to perform the contract we are about to enter into or have entered into with you.
· Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
· Where we need to comply with a legal obligation.
7.2. Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.
8. Purposes for which we will use your personal data
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
Customer Processing Table
This processing table relates to where you are a customer of our services.
| Purpose/Activity | Type of data | Lawful basis for processing including basis of legitimate interest |
|---|---|---|
| To register you as a new customer or user | Identity, Contact | Performance of a contract |
| To facilitate account creation and login process | Identity, Contact | Performance of a contract |
|
To process and deliver services to you, including: (a) Manage payments, fees and charges (b) Collect and recover money owed to us |
Identity, Contact, Financial, Transaction, Marketing and Communications |
(a) Performance of a contract (b) Necessary for our legitimate interests (to recover debts due to us) |
|
To manage our relationship with you which will include: (a) Notifying you about changes to our terms or privacy policy (b) Asking you to provide feedback on our products/services |
Identity, Contact, Profile, Marketing and Communications |
(a) Performance of a contract (b) Necessary to comply with a legal obligation (c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services) |
| To respond to any enquiries | Identity, Contact |
Performance of a contract Necessary for our legitimate interests |
|
To post testimonials on our website that may contain personal information. If you wish to update or delete your testimonial please contact us and include your name, testimonial location and contact information. |
Identity | Consent – Prior to posting a testimonial we will obtain your consent to use your name and the content of the testimonial. |
| To administer and protect our business and our platform/ login portal, knowledge base and MI portals including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data. | Identity, Contact, Technical |
Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise) Necessary to comply with a legal obligation |
| To make suggestions and recommendations to you about goods or services that may be of interest to you | Identity, Contact, Technical, Usage, Profile, Marketing and Communications | Necessary for our legitimate interests (to develop our products/services and grow our business) |
Supplier: Processing Information
This processing table is where you are a supplier of products and services to us.
| Processing activities | Categories of personal data | Lawful basis |
|---|---|---|
| For you to provide services and products to us | Identity, Contact | Performance of a contract |
| Manage payments, fees and charges we owe you | Identity, Contact, Financial, Transaction | Performance of a contract |
| To engage with you as a customer for product/service support | Identity, Contact |
Performance of a contract Necessary for our legitimate interests (so that we are able to get in touch with our queries, issues and concerns) |
Website visitor: Processing Information
This is where you are a website visitor on our website regardless as to whether you will be taking up our services.
| Processing activities | Categories of personal data | Lawful basis |
|---|---|---|
| When you contact us via our website, forms and other links on our website including AI-chat features | Identity, Contact | Necessary for our legitimate interests (where we need to be able to respond to you) |
| To manage our relationship with you which will include notifying you about changes to our terms or privacy notice | Identity, Contact (where you have provided that data to us) | Necessary for our legitimate interests (to keep our records updated and to study how visitors use our products/services) |
| To administer and protect our business and our website including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data | Identity, Contact, Technical |
Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise) Necessary to comply with a legal obligation |
| To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you | Identity, Contact, Profile, Usage, Marketing and Communications, Technical | Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy) |
|
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences Note: Where applicable consent will be used for data analytics obtained through cookies or similar technologies. See our cookies notice. |
Technical, Usage | Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy) |
| Use of non-essential cookies (where the jurisdiction applies and consent is required) | Technical | Consent |
9. Marketing
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. You can ask us to stop sending you marketing messages at any time by contacting us at any time.
10. Change of purpose
10.1. We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
10.2. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
11. Disclosures of your personal data
11.1. We do not and will not sell any of your personal data to any third party, including your name, contact information or payment information. We may have to share your personal data with the parties set out below:
· Internally: Your personal data will be used by our employees and contractors who are working on providing your services to you on a need-to-know basis.
· Within our Group: Your personal data can be shared within our Group of companies so that we can carry out our services to you.
· Suppliers: This would include service providers who support our business including IT and communication suppliers and outsourced business support to ensure our service runs smoothly.
· Professional advisers: This would include lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
· Payment Service Intermediaries: These providers help facilitate payments to us.
· Law enforcement bodies, regulators and other authorities: This is to comply with our legal requirements or adhere to good practices.
· Advertising networks and analytics service providers: This is to support and display ads on our website and other social media tools.
· Third parties: Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.
11.2. We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
12. Data security
12.1. We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
12.2. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
13. Data retention
How long will you use my personal data for?
13.1. We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
13.2. To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
13.3. By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.
13.4. In some circumstances you can ask us to delete your data: see the section “Your legal rights” below for further information.
13.5. In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
14. Your legal rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data. If you wish to exercise any of the rights set out below, please contact us.
| Your legal rights | Description |
|---|---|
| Request access | To your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it. |
| Request correction | Of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us. |
| Request erasure |
Of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note: We may not always be able to comply with your request for erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request. |
| Object to processing |
Of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms. |
| Request restriction of processing |
Of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
|
| Request the transfer |
Of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note: This right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you. |
| Withdraw consent at any time |
Where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent. |
No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
15. International transfers for UK/EU
We may transfer and process your personal data outside of the United Kingdom (UK) /European Union (EU) to countries where data protection laws are less stringent than those in the UK/EU. When we transfer your personal data outside of the UK/ EU we only do so to entities that offer our users the same level of data protection as that afforded by the UK Data Protection Act 2018 (including the UK GDPR) and the EU GDPR/ Data Protection Laws.
We will only transfer your personal information to countries that have been deemed to provide an adequate level of protection for personal information; or we will use specific contracts approved for use in the UK or EU which give personal information the same protection it has in the UK/EU. For example, the use of Article 46 UK and EU GDPR safeguard mechanisms to transfer personal data endorsed by the UK Government or European Commission.
For other countries we will use local law guidance to ensure personal data is transferred securely where there is a requirement in law to do so.
To find out more about the transfer mechanism used please contact us.
16. Version control
This version was last updated in March 2025.