Datandem Limited Privacy Policy

Last Updated: 3 December 2025

Datandem Limited ("we", "us", or "our") is committed to protecting the privacy and security of your personal data. This Privacy Policy describes how we collect and use personal data about you in accordance with the General Data Protection Regulation (GDPR), the UK Data Protection Act 2018, and other national privacy laws where applicable.

We are a data controller, meaning we are responsible for deciding how we hold and use personal data about you.

1. Important Information

Our Details:

Company Name: Datandem Limited
Contact Email: [email protected]
Registered Address: Greenacre, North Street, Cambridge, CB25 0BB, United Kingdom

Purpose of this Policy:

This policy applies to clients, prospective clients, suppliers, contractors, and individuals who interact with our website or services. It is important that you read this policy so that you are fully aware of how and why we are using your data.

2. The Data We Collect About You

Personal data, or personal information, means any information about an individual from which that person can be identified.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

Category	Description	Examples
Identity Data	First name, last name, job title.	Mr. John Doe, CEO
Contact Data	Billing address, delivery address, email address, telephone numbers.	[email protected], 07700 900000
Financial Data	Bank account and payment card details (used for client/supplier transactions).	Sort code, account number, payment provider references
Transaction Data	Details about payments to and from you and other details of products and services you have purchased from us.	Contract dates, invoice amounts, service history
Technical Data	Internet protocol (IP) address, browser type and version, time zone setting and location, operating system and platform, and other technology on the devices you use to access this website.	IP address, device ID
Usage Data	Information about how you use our website, products and services.	Pages visited, time spent on site
Marketing and Communications Data	Your preferences in receiving marketing from us and your communication preferences.	Opt-in/out status

We do not typically collect Special Categories of Personal Data (such as race, religion, health, or sexual orientation). Where we do, we will ensure we have an additional lawful basis for processing, such as explicit consent or legal necessity.

3. 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:

Engage us to provide our services.
Create an account on our platform (if applicable).
Subscribe to our service or newsletter.
Provide feedback or contact us.

Automated technologies or interactions: As you interact with our website, we may automatically collect Technical Data and Usage Data using cookies and other similar technologies.
Third parties or publicly available sources: We may receive personal data about you from various third parties, such as:

Analytics providers (e.g., Google Analytics).
Search information providers.
Contact, Financial and Transaction Data from providers of technical, payment, and delivery services.

4. How and Why We Use Your Personal Data (Lawful Basis)

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:

Purpose of Processing	Type of Data Used	Lawful Basis for Processing
To register you as a new client or supplier.	Identity, Contact	Performance of a contract with you.
To process and deliver our services, including managing payments, fees, and charges.	Identity, Contact, Financial, Transaction	Performance of a contract with you; Necessary for our legitimate interests (to recover debts due to us).
To manage our relationship with you, including notifying you about changes to our terms or privacy policy.	Identity, Contact, Marketing and Communications	Performance of a contract with you; Necessary to comply with a legal obligation; Necessary for our legitimate interests (to keep our records updated).
To administer and protect our business and website (including troubleshooting, data analysis, testing, system maintenance, support, reporting, and hosting of data).	Identity, Technical	Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, and fraud prevention); Necessary to comply with a legal obligation.
To use data analytics to improve our website, products/services, marketing, customer relationships, and experiences.	Technical, Usage	Necessary for our legitimate interests (to define customer segments, to keep our website updated and relevant, to develop our business).
To make suggestions and recommendations to you about services that may be of interest to you.	Identity, Contact, Usage, Marketing and Communications	Necessary for our legitimate interests (to develop our services and grow our business).

5. Data Sharing

We may have to share your personal data with the parties set out below for the purposes set out in section 4.

Internal Third Parties: Other companies in the Datandem group acting as joint controllers or processors, who provide IT and system administration services.
External Third Parties:

Service providers acting as processors who provide IT, system administration, and development services (e.g., cloud hosting providers).
Professional advisers including lawyers, bankers, auditors, and insurers who provide consultancy, banking, legal, insurance, and accounting services.
HM Revenue & Customs, regulators, and other authorities based in the UK and other relevant jurisdictions who require reporting of processing activities in certain circumstances.
Subcontractors or partners involved in the delivery of our contracted services.

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.

6. International Transfers

We may transfer your personal data outside of the European Economic Area (EEA) and the UK. When we do so, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data (e.g., the UK adequacy regulations).
Where we use certain service providers, we may use specific contracts approved for use in the UK which give personal data the same protection it has in the UK (e.g., Standard Contractual Clauses, or SCCs).

7. Data Security

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.

We have procedures in place 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.

8. Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

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 the applicable legal requirements.

9. Your Legal Rights (UK GDPR)

Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include the right to:

Request access to your personal data (commonly known as a "data subject access request").
Request correction of the personal data that we hold about you.
Request erasure of your personal data.
Object to processing of your personal data where we are relying on a legitimate interest.
Request restriction of processing your personal data.
Request the transfer of your personal data to you or a third party (data portability).
Withdraw consent at any time where we are relying on consent to process your personal data.

If you wish to exercise any of the rights set out above, please contact us at [email protected].

Right to Complain:

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.