Privacy Policy
Last updated: 6 October 2025
PhaseMind Ltd customer privacy notice
This privacy notice tells you what to expect us to do with your personal information.
Contact details
What information we collect, use, and why
We collect or use the following information to provide and improve products and services for clients:
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Names and contact details
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Website user information
We collect or use the following personal information for the operation of client or customer accounts:
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Names and contact details
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Addresses
We collect or use the following personal information for information updates or marketing purposes:
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Names and contact details
We use Google Analytics to understand our site usage and improve our content. Google Analytics uses cookies and similar technologies to collect this information. These identifiers help us understand patterns of site use but do not allow us to identify you personally. Google Analytics cookies are not set unless you provide consent when visiting from a region where GDPR applies. Learn how Google uses information from sites or apps that use its services. You can withdraw your consent at any time by adjusting your cookie preferences or installing the Google Analytics Opt-out Browser Add-on. On your consent we will collect the following information:
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Website and app user journey information
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Device type
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IP addresses
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Technical data, including information about browser and operating systems
We collect or use the following personal information for dealing with queries, complaints or claims:
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Names and contact details
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 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.
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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.
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Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
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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.
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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.
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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.
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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 to provide and improve products and services for clients are:
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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.
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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:
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By submitting this form you consent to us using your information to contact you about your enquiry.
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 the operation of client or customer accounts are:
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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.
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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:
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We collect and use personal information necessary to enter into and fulfil contracts with our clients. We may also process certain information for our legitimate interests in managing client relationships, maintaining records, and complying with legal or regulatory requirements.
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:
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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.
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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:
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We use personal information for marketing and information updates only where we have your consent, or where our legitimate interests allow us to send relevant information to existing professional contacts. You can withdraw your consent or opt out of marketing 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 dealing with queries, complaints or claims are:
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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.
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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.
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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:
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We process personal information to respond to enquiries, complaints, or claims. This processing is necessary for our legitimate interests in managing and improving our services, for fulfilling our contractual obligations to clients, and, where required, for complying with legal or regulatory obligations.
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
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Directly from you
How long we keep information
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Enquiry details are kept for up to 12 months after the last contact.
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Client information is retained for up to 6 years after the end of the relationship, in line with legal and accounting obligations.
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Marketing contact details are kept until consent is withdrawn or after a period of inactivity.
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
Website provider
This data processor does the following activities for us: Pass on information to us about your website use.
Email and office software provider
This data processor does the following activities for us: Store your contact details and message.
Google Analytics​
This data processor does the following activities for us: Store website traffic information, conditionally on consent where GDPR applies, only if you consent in the cookie banner.
Others we share personal information with
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Professional or legal advisors
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Regulatory authorities
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External auditors
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Suppliers and service providers
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Professional consultants
Sharing information outside the UK
Where necessary, our data processors will share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.
For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.
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Organisation name: Google
Category of recipient: Cloud Storage
Country the personal information is sent to: EU
How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs)
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Organisation name: Google
Category of recipient: Analytics Storage
Country the personal information is sent to: Global
How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs)
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Organisation name: Wix
Category of recipient: Web Site host
Country the personal information is sent to: Global
How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs)
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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