This privacy notice tells you what to expect us to do with your personal information.

Contact details

If you have any questions about this privacy notice, please get in touch with us via our contact page:

https://www.sapenta-analytics.co.uk/contact-us/

What information we collect, use, and why

We collect or use the following personal information for the operation of client or customer accounts:

• Names and contact details
• Purchase or service history
• Account information, including registration details
• Marketing preferences

We collect or use the following personal information for information updates or marketing purposes:

• Names and contact details
• Profile information
• Marketing preferences
• Purchase or account history
• Website and app user journey information

We collect or use the following personal information for recruitment purposes:

• Contact details (eg name, address, telephone number or personal email address)
• National Insurance number
• Copies of passports or other photo ID
• Employment history (eg job application, employment references or secondary employment)
• Education history (eg qualifications)
• Right to work information
• Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks )
• Security clearance details (eg basic checks and higher security clearance)

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details
• Account information
• Purchase or service history
• Correspondence

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
• Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
• Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: To administer client accounts effectively, it is necessary to collect a minimum amount of personal information, such as names and account details. This allows us to deliver and manage the services agreed with the client. This processing is undertaken with the client’s consent and in a manner that respects their privacy.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
• We collect only the essential personal information needed to send relevant updates and marketing about our services. This helps potential stay informed about offerings that may benefit them. We carefully balance this against their privacy rights, ensuring data is used responsibly and only for necessary purposes. Clients can opt out of communications at any time.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for recruitment purposes are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: We require a minimum level of client contact information in order to respond appropriately to queries or complaints. This includes understanding the nature and context of the enquiry to provide a relevant and effective response. Clients may opt out of certain communications at any time.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Where we get personal information from

• Directly from you
• Publicly available sources
• Previous employment
• Market research organisations
• Providers of marketing lists and other personal information
• Suppliers and service providers
•  

How long we keep information

We retain personal information only for as long as necessary for the purposes for which it was collected, in line with the principles of data minimisation and storage limitation under the UK GDPR. Our standard retention periods are:

• Client account and service data – up to 3 years after the end of the client relationship. This allows us to manage any follow-up queries or obligations while maintaining compliance with financial and contractual requirements.
• Marketing data – up to 12 months after the last meaningful interaction, or until you opt out. This ensures communications remain relevant and up to date, and respects your right to withdraw at any time.
• Recruitment data – up to 6 months after the recruitment process ends, unless required for legal or safeguarding purposes (e.g. right to work evidence). 
• Complaint and enquiry records – up to 12 months after the matter is resolved, to support transparency, auditability, and dispute handling.

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.

Who we share information with

Others we share personal information with

• Organisations we’re legally obliged to share personal information with

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint