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Privacy & Cookie Policy

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

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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

  • Addresses

  • Purchase or service history

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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.

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Your data protection rights

You have:

  • The right of access – to ask us for copies of your personal information

  • The right to rectification – to ask us to correct or delete inaccurate or incomplete personal information

  • The right to erasure – to ask us to delete your personal information

  • The right to restriction of processing – to ask us to limit how we use your personal information

  • The right to object to processing – to object to our processing of your personal data

  • The right to data portability – to ask that we transfer the personal information you gave us to another organisation or to you

  • The right to withdraw consent – where we rely on consent, you can withdraw it at any time

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

To make a data protection rights request, please contact us using the contact details above.

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Our lawful bases for the collection and use of your data

Our lawful basis for collecting or using personal information for the operation of client or customer accounts is:

  • Contract – we need 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.

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Where we get personal information from

  • Directly from you

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How long we keep information

We keep personal information only for as long as necessary for the purposes for which it was collected, including for the purposes of satisfying legal, accounting, or reporting requirements.

Type of personal dataPurposeRetention period

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  • Names and contact details

    • Client communication, contract management, and service delivery

    • Up to 6 years after the end of the client relationship

  • Addresses

    • Billing, contracts, and legal compliance

    • Up to 6 years after the end of the client relationship

  • ​Purchase or service history

    • Accounting, tax, audit, and contractual records

    • 6 years to meet HMRC and legal requirements

  • ​Correspondence (emails, enquiries, support requests)

    • Client support, dispute resolution, and record keeping

    • Up to 3 years after the matter is resolved

  • ​Marketing preferences (where applicable)

    • Consent and compliance records

    • Until consent is withdrawn or 2 years of inactivity

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We regularly review the personal information we hold and securely delete or anonymise it when it is no longer required.

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Cookies
What are cookies?

Cookies are small text files that are placed on your device when you visit a website. They are widely used to make websites work efficiently, improve user experience, and provide information to the website owner.

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How we use cookies

We use cookies and similar technologies to:

  • ensure the website functions correctly

  • understand how visitors use our website

  • improve our services and website performance

  • remember user preferences

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Types of cookies we use

Our website may use the following categories of cookies:

  • Strictly necessary cookies
    Required for the website to function and cannot be switched off.

  • Analytics cookies
    Help us understand how visitors interact with our website.

  • Functional cookies
    Remember choices you make to improve your experience.

  • Marketing cookies (if applicable)
    Used to track visitors across websites to display relevant advertisements.

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Cookie consent and control

We use Usercentrics as our consent management platform to manage cookies on our website.

When you first visit our website, you will be presented with a cookie consent banner allowing you to accept or reject non-essential cookies.

You can change or withdraw your consent at any time using the “Cookie Settings” link on our website.

You can also control cookies through your browser settings. Please note that blocking some cookies may affect website functionality.

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Cookie retention

Cookies may be session-based (deleted when you close your browser) or persistent (stored for a defined period).

Detailed information about the specific cookies we use, their purposes, and their retention periods is available via the cookie settings panel.

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Contact details

Data controller: Cortex IT Ltd
Email: info@cortexit.co.uk

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