Privacy Policy

Who we are (data controller)

Xplore Intelligence Ltd. (“Xplore”, “we”, “us”) is the data controller for personal data collected through this website and for certain pre-contract enquiries. We are registered in Scotland, United Kingdom.

• Registered office / postal address: [TBD: full legal postal address for the company]
• ICO registration: [TBD: confirm ICO registration number ZC002940 on the public ICO register and update this line]
• General contact: hello@xploreintelligence.co.uk

For personal data processed in our products on behalf of customers, we typically act as a data processor; terms are set out in our Data Processing Agreement (DPA) where applicable.

Data Protection Officer / representative

[TBD: If a Data Protection Officer (DPO) or EU/UK representative is appointed, insert name, role, and dedicated contact details here. Until then, privacy requests may be sent to hello@xploreintelligence.co.uk with subject line “Privacy request”.]

What personal data we collect

Website and enquiries

• Contact and waitlist forms — name, work email, organisation, message content, and related fields you choose to provide. Used to respond, qualify, and follow up on your request.
• Newsletter — email address if you subscribe. We use a double opt-in where the provider supports it; every email includes an unsubscribe link.
• Strictly necessary cookies / storage — a small amount of local storage to record your cookie choices (accept or reject analytics) so we do not ask you on every visit.
• Analytics (optional) — if you click Accept all on our cookie banner, we may load Google Analytics 4 (GA4) to understand aggregate traffic. We do not load GA4 before you consent. We do not use Yandex Metrika on this site.

Customers and product use

• Customer data — data you submit to our products and services. Processing is governed by the contract and DPA where applicable.

Legal bases (UK GDPR)

• Consent — analytics cookies (GA4) when you accept via the cookie banner; newsletter subscription.
• Legitimate interests — responding to inbound enquiries, site security, and limited operational measurement that does not rely on non-essential cookies where we configure it that way.
• Contract — delivering products and services you have signed up for.
• Legal obligation — retaining records where the law requires (e.g. tax).

Cookies and similar technologies

We separate essential storage (remembering your cookie choice) from analytics (GA4). Rejecting analytics means GA4 tags are not loaded and no GA4 analytics cookies are set by our integration. You can change your mind by clearing site data for this domain and revisiting — the banner will show again — or contact us for assistance.

For more on subprocessors used in delivery of the site and services, see our Sub-processors list [TBD: align list with live vendors].

International transfers

Some subprocessors may process data outside the UK. Where required, we use appropriate safeguards such as the UK International Data Transfer Agreement (IDTA) and UK Addendum, or other mechanisms approved under UK GDPR. [TBD: tailor per actual transfer routes and documented transfer impact assessments.]

Retention

• GA4 — configured to align with a maximum user/event data retention of 14 months in the GA4 property, subject to your Google Analytics admin settings matching this policy.
• Contact form submissions — up to 24 months after last meaningful interaction, unless a longer period is required by law or contract.
• Newsletter — until you unsubscribe.
• Customer data — per contract and DPA; default deletion on termination unless otherwise agreed.

Your rights

Under UK GDPR and the Data Protection Act 2018, you may have the following rights in respect of your personal data (availability depends on the circumstances):

• Right to be informed (this policy and information at collection)
• Right of access
• Right to rectification
• Right to erasure (“right to be forgotten”) in certain cases
• Right to restrict processing in certain cases
• Right to data portability, where processing is based on consent or contract and is automated
• Right to object to processing based on legitimate interests or for direct marketing
• Rights related to automated decision-making and profiling (we do not use solely automated decisions with legal or similarly significant effects on website visitors via this policy)
• Right to withdraw consent at any time, where processing is based on consent, without affecting the lawfulness of processing before withdrawal
• Right to lodge a complaint with the UK Information Commissioner’s Office (ICO): ico.org.uk

To exercise a right, email hello@xploreintelligence.co.uk with subject line “Privacy request” and describe your request. [TBD: add any internal SLA or identity verification steps required by policy.]

Children

This site is not directed at children under 16. We do not knowingly collect personal data from children.

Updates

We may update this policy from time to time. Material changes will be reflected in the version and “Last updated” date at the top of this page [TBD: describe additional notice mechanism if any].

Contact

Privacy questions: hello@xploreintelligence.co.uk (subject: Privacy). Postal: [TBD: same as registered office once finalised].