Ivanta Limited · Company No. 17180688
Privacy Policy
Policy version: 8th September 2026
Introduction
This Privacy Policy is provided by Ivanta Limited, a company incorporated in England and Wales with Company Number 17180688 and registered office address of 24 Highcroft, Cherry Burton, Beverley, England, HU17 7SG (‘we’, ‘our’ or ‘us’) and applies to our software products, lead generation services and related business activities (Services).
We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on how and why we collect, store, use and share any information relating to you (your personal data).
It also explains your rights in relation to your personal data and how to contact us or the relevant regulator in the event you have a complaint. Our collection, storage, use and sharing of your personal data is regulated by law, including under the UK General Data Protection Regulation (UK GDPR).
We act as controller for personal data that we collect and use for our own business purposes, such as account, billing, enquiry, marketing and business-contact data. Where our business customers submit or make available personal data relating to their own clients or other individuals for processing through our software or lead generation services, we generally act as processor on the customer’s documented instructions and the customer remains the controller of that data.
If you are an end client, prospective customer or other individual whose personal data has been provided to us by one of our business customers, that customer’s privacy notice will normally explain the purposes and lawful basis for that processing. You may also contact the relevant customer directly about your data protection rights.
What this policy applies to
This privacy policy explains how we process personal data where we act as controller. Where we act solely as processor for a business customer, our processing is governed by our contract and data processing terms with that customer.
The Services may link to or rely on other apps, websites, APIs or services owned and operated by us or by certain trusted third parties to enable us to provide you with Services. These other apps, websites, APIs or services may also gather information about you in accordance with their own separate privacy policies. For privacy information relating to these other apps, websites or services, please consult their privacy policies as appropriate. For more information see the section ‘Who we share your personal data with’ below.
Personal data we collect about you
The personal data we collect about you depends on the particular activities carried out through the Services. We will collect and use the following personal data about you:
| Category of data | In more detail |
| Identity and account data you input into the ServicesRegistration is mandatory in order to use the Services | Your name and business email address Your account details, such as username and password |
| Data collected when you use specific functions in the Services | Data you store online with us using the Services including your usage history or preferences (while such data may not always be personal data as defined at law in all cases we will assume it is and treat it in accordance with this policy as if it were) |
| Other data the Services collects automatically when you use it | Your activities on, and use of, the Services which reveal your preferences, interests or manner of use of the Services and the times of use |
| Data collected when you make an enquiry with us | Your name and email address |
If you do not provide personal data we ask for where it is required, may prevent us from providing services and/or the Services to you.
We collect and use this personal data for the purposes described in the section ‘How and why we use your personal data’ below.
Sensitive Data
Sensitive personal data (also known as special category data) means information related to personal data revealing racial or ethnic origin; political opinions; religious or philosophical beliefs; trade union membership; genetic data; biometric data (where used for identification purposes); data concerning health; data concerning a person’s sex life; and data concerning a person’s sexual orientation.
#As a core part of certain software functionality, we may automatically identify, extract and analyse special category personal data, including health and vulnerability information, from meeting transcripts, documents and other materials submitted by or on behalf of our business customers. This processing supports customer-directed suitability-report and compliance workflows and may occur each time relevant meeting or document data is processed.
#Where we process this special category personal data on behalf of a business customer, we act as processor and the customer determines the purposes and lawful basis for the processing. The customer is responsible for ensuring that it has an appropriate lawful basis under Article 6 of the UK GDPR, a valid condition under Article 9 of the UK GDPR and, where applicable, any further condition required under the Data Protection Act 2018. We do not select or verify the customer’s Article 9 condition.
#Where we process special category personal data for our own purposes as controller, we will identify an applicable Article 6 lawful basis and Article 9 condition before doing so. Where we act as processor, we will process that data only on the relevant customer’s documented instructions, subject to applicable law.
How your personal data is collected
We collect personal data from you directly when you sign up to the Services, contact us directly, and indirectly through your activity while using the Services.
At this point in time, we may collect personal information about you using cookies or similar technologies. Please see detailed information regarding our use of cookies and similar technologies available in the relevant cookies policy.
How and why we use your personal data
Under data protection law, we can only use your personal data if we have a proper reason, e.g.:
where you have given consent
to comply with our legal and regulatory obligations
for the performance of a contract with you or to take steps at your request before entering into a contract, or
for our legitimate interests or those of a third party
A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests, to balance our interests against your own. You can obtain details of this assessment by contacting us (see ‘How to contact us’ below).
The table below explains what we use your personal data for and why.
| What we use your personal data for | Our reasons |
| Create and manage your account with us | To perform our contract with you or to take steps at your request before entering into a contract |
| Providing services and/or the functionalities of the Services to you | Depending on the circumstances: to perform our contract with you or to take steps at your request before entering into a contract (in this case, the contract means the Terms and Conditions of Use which apply to the Services) |
| To enforce legal rights or defend or undertake legal proceedings | Depending on the circumstances: to comply with our legal and regulatory obligations in other cases, for our legitimate interests or those of a third party, i.e. to protect our business, interests and rights or those of others |
| Communications with you not related to marketing, including about changes to our terms or policies or changes to the Services or service or other important notices | Depending on the circumstances: to comply with our legal and regulatory obligations in other cases, for our legitimate interests or those of a third party, i.e., to provide the best service to you |
| Protect the security of systems and data | To comply with our legal and regulatory obligations we may also use your personal data to ensure the security of systems and data to a standard that goes beyond our legal obligations, and in those cases our reasons are for our legitimate interests or those of a third party, i.e., to protect systems and data and to prevent and detect criminal activity that could be damaging for you and/or us |
| Operational reasons, such as improving efficiency, training, and quality control or to provide support to you | For our legitimate interests or those of a third party, i.e. to be as efficient as we can so we can deliver the best service to you |
| Statistical analysis to help us manage our business, e.g. in relation to our performance, customer base, platform and functionalities and offerings or other efficiency measures | For our legitimate interests or those of a third party, i.e. to be as efficient as we can so we can deliver the best service to you and improve and develop our platform |
| Updating and enhancing user records | Depending on the circumstances: to perform our contract with you or to take steps at your request before entering into a contract (in this case, the contract means the Terms and Conditions of Use which apply to the Services) to comply with our legal and regulatory obligations where neither of the above apply, for our legitimate interests or those of a third party, eg making sure that we can keep in touch with our customers about their accounts and new products or functionalities related to the Services and our services |
| To comply with our legal and regulatory obligations | Depending on the circumstances: to perform our contract with you or to take steps at your request before entering into a contract (in this case, the contract means the Terms and Conditions of Use which apply to the Services) to comply with our legal and regulatory obligations where neither of the above apply, for our legitimate interests or those of a third party, e.g. making sure that we can keep in touch with our customers about their accounts and new products or functionalities related to the Services and our services |
| To share your personal data with members of our group and third parties in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency. In such cases information will be anonymised where possible and only shared where necessary | Depending on the circumstances: to comply with our legal and regulatory obligations in other cases, for our legitimate interests or those of a third party, i.e., to protect, realise or grow the value in our business and assets |
See ‘Who we share your personal data with’ for further information on the steps we will take to protect your personal data where we need to share it with others.
Marketing
We intend to send you email marketing to inform you of our services such as promotions.
We will obtain consent before sending marketing communications where consent is required by law. Where the law permits us to rely on another basis, such as the soft opt-in for existing customers, we will provide a clear opportunity to opt out.
You will have the right to opt out of receiving marketing communications at any time by:
contacting us at: hello@ivanta.co.uk
using the ‘unsubscribe’ link included in all marketing emails you may received from us
We will always treat your personal data with the utmost respect and never sell or share it with other organisations for marketing purposes.
For more information on your right to object at any time to your personal data being used for marketing purposes, see ‘Your rights’ below.
Who we share your personal data with
We use third-party providers in defined service categories to help us run our business and provide the Services. These may include application and hosting infrastructure providers (including Zite and cloud-storage providers); artificial intelligence and model providers (including OpenAI and Anthropic/Claude); meeting-transcription and data-extraction providers (including Recall AI); advertising and lead-generation platforms (including Meta); payment processors (including Stripe); calendar, communications and integration providers; and professional, technical and security advisers.
Where a provider acts as our processor or sub-processor, we require appropriate contractual and security protections and limit its processing to the relevant services. Some third parties may act as independent controllers for particular activities, in which case their own privacy terms will also apply. An up-to-date list of material sub-processors used for the software is available on request or at any published sub-processor page we make available from time to time.
We or the third parties mentioned above may occasionally also need to share your personal data with:
external auditors, e.g. in relation to the audit of our accounts and our company —the recipient of the information will be bound by confidentiality obligations
professional advisors (such as lawyers and other advisors)—the recipient of the information will be bound by confidentiality obligations
law enforcement agencies, courts or tribunals and regulatory bodies to comply with legal and regulatory obligations
other parties in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency—usually, information will be anonymised but this may not always be possible, however, the recipient of the information will be bound by confidentiality obligations
If you would like more information about who we share our data with and why, please contact us (see ‘How to contact us’ below).
How long your personal data will be kept
We retain personal data only for as long as reasonably necessary for the purpose for which it was collected and to meet legal, accounting, security and dispute-resolution requirements. Account, contract, billing and related business records may be retained for up to 6 years after the end of the relevant relationship where appropriate. Personal data that we process solely as a processor is retained in accordance with the relevant customer contract and documented instructions.
At the end of the applicable retention period, we will securely delete or anonymise the personal data unless a longer period is required or permitted by law.
Where you use a free trial, we will retain personal data processed in connection with that free trial for up to 30 days after the end of the free trial period, unless you create a paid account or we are otherwise required to retain the data for legal, regulatory or legitimate business purposes. After this period, we will delete or anonymise the relevant personal data.
Transferring your personal data out of the UK
As part of providing the Services, we may share your personal data with third parties based outside of the UK including in the United States, where we use third-party artificial intelligence service providers such as Anthropic and OpenAI.
Under UK data protection laws, we can only transfer your personal data to a country outside the UK where: the UK government has decided the particular country ensures an adequate level of protection of personal data (known as an ‘adequacy regulation’) further to Article 45 of the UK GDPR; there are appropriate safeguards in place, together with enforceable rights and effective legal remedies for you; or a specific exception applies under relevant data protection law. Accordingly, if we were to start transferring your personal data from the UK to:
The EEA: we would rely on the adequacy finding granted by the UK to the EU under the Withdrawal Agreement to do; for any transfers from the EU to the UK, we would rely on the adequacy regulation granted to the UK under the Adequacy Decision.
Any country located outside the UK/EEA: we will use an applicable lawful transfer mechanism, which may include UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or another safeguard or exception permitted by UK data protection law.
In the event we could not or choose not to continue to rely on either of those mechanisms at any time we would not transfer your personal data outside the UK unless we could do so on the basis of an alternative mechanism or exception provided by UK data protection law.
Your rights
You generally have the following rights, which you can usually exercise free of charge. For more information regarding these rights, please visit the ICO website here.
| Access to a copy of your personal data | The right to be provided with a copy of your personal data. |
| Correction (also known as rectification) | The right to require us to correct any mistakes in your personal data. |
| Erasure (also known as the right to be forgotten) | The right to require us to delete your personal data—in certain situations. |
| Restriction of use | The right to require us to restrict use of your personal data in certain circumstances, e.g. if you contest the accuracy of the data. |
| Data portability | The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations. |
| To object to use | The right to object: at any time to your personal data being used for direct marketing (including profiling) in certain other situations to our continued use of your personal data, e.g. where we use you personal data for our legitimate interests. |
| Not to be subject to decisions without human involvement | The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you We do not make any such decisions based on data collected by the Services. |
For further information on each of those rights, including the circumstances in which they do and do not apply, please contact us (see ‘How to contact us’ below). You may also find it helpful to refer to the guidance from the UK’s Information Commissioner on your rights under the UK GDPR.
If you would like to exercise any of those rights, please email us at privacy@ivanta.co.uk or use the contact details in the ‘How to contact us’ section below. When contacting us please:
provide enough information to identify yourself (e.g., your full name and username) and any additional identity information we may reasonably request from you, and
let us know which right(s) you want to exercise and the information to which your request relates
Keeping your personal data secure
We have appropriate security measures to prevent personal data from being accidentally lost, or used or accessed unlawfully including encryption. In particular, certain personal data is encrypted using AES-256-GCM encryption, with encryption keys managed manually by us.
We limit access to your personal data to those who have a genuine business need to access it.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.
How to complain
Please contact us if you have any queries or concerns about our use of your information (see below ‘How to contact us’). We hope we will be able to resolve any issues you may have.
You also have the right to lodge a complaint with the Information Commissioner.
The Information Commissioner can be contacted at https://ico.org.uk/make-a-complaint or telephone: 0303 123 1113.
Changes to this privacy policy
We may change this privacy policy from time to time. When we make significant changes we will take steps to inform you, for example via the Services or by other means, such as email.
How to contact us
#For further information about our privacy policy or practices, or to access or correct your personal data, or make a complaint, please contact us using the details set out below:
#Name: Ben Staveley
#Email: privacy@ivanta.co.uk
© 2026 Ivanta Limited · Registered in England and Wales, Company No. 17180688.