Last Updated: 14 May 2025
1. Introduction
Welcome to Depixion (“we,” “us,” or “our”). We are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website www.depixion.co.uk (the “Site”) and use our services (collectively, the “Services”).
This policy applies when we act as a data controller with respect to the personal data of our Site visitors and Service users; in other words, when we determine the purposes and means of processing that personal data.
Please read this Privacy Policy carefully. If you do not agree with the terms of this privacy policy, please do not access the site or use our services.
2. About Us (Data Controller)
Depixion is the controller and is responsible for your personal data.
- Company Name: Depixion
- Contact Email for Data Protection Queries: privacy@depixion.co.uk
3. What Personal Data We Collect
We may collect and process the following types of personal data:
- Identity Data: Includes first name, last name, username or similar identifier.
- Contact Data: Includes billing address, delivery address, email address, and telephone numbers.
- Financial Data: We do not store credit card details but use third-party payment processors such as Stripe and GoCardless, which collect this data directly.
- Transaction Data: Includes details about payments to and from you and other details of products and services you have purchased from us.
- Technical Data: This includes your internet protocol (IP) address, login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this Site.
- Profile Data: This includes your username and password (if you create an account), purchases or orders made by you, interests, preferences, feedback, and survey responses.
- Usage Data: Includes information about how you use our Site, products, and services.
- Marketing and Communications Data: This includes your preferences for receiving marketing from us and our third parties and your communication preferences.
- Project Data: If you enquire about or use our services, we may collect details about your project, business needs, budget, and any other information you provide relevant to the service delivery.
We collect this data in the following ways:
- Direct interactions: You may provide us with your Identity, Contact, Financial, and Project Data by filling out forms on our Site (e.g., contact form, quote request, newsletter signup) or by corresponding with us by post, phone, email, or otherwise.
- Automated technologies or interactions: As you interact with our Site, we may automatically collect Technical Data about your equipment, browsing actions, and patterns. We collect this personal data using cookies, server logs, and similar technologies.
- Third parties or publicly available sources: We may receive personal data about you from various third parties and public sources as set out below:
- Technical Data from analytics providers such as Google Analytics.
- Contact, Financial, and Transaction Data from technical, payment, and delivery service providers.
- Identity and Contact Data from data brokers or aggregators.
- Identity and Contact Data are from publicly available sources such as the Companies House and the Electoral Register, which are based in the UK.
4. How We Use Your Personal Data and Lawful Basis for Processing
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances and based on the following lawful bases:
| Purpose/Activity | Type of Data | Lawful Basis for Processing |
|---|---|---|
| To register you as a new customer/client | Identity, Contact | Performance of a contract with you |
| To process and deliver your order/service, including: (a) managing payments, fees, and charges, (b) collecting and recovering money owed to us. | Identity, Contact, Financial, Transaction, Marketing & Communications, Project | (a) Performance of a contract with you (b) Necessary for our legitimate interests (to recover debts due to us) |
| To manage our relationship with you which will include: (a) Notifying you about changes to our terms or privacy policy (b) Asking you to leave a review or take a survey | Identity, Contact, Profile, Marketing & Communications | (a) Performance of a contract with you (b) Necessary to comply with a legal obligation (c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services) |
| To enable you to partake in a promotion, competition, or complete a survey | Identity, Contact, Profile, Usage, Marketing & Communications | (a) Performance of a contract with you (b) Necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business) |
| To administer and protect our business and this Site (including troubleshooting, data analysis, testing, system maintenance, support, reporting, and hosting of data) | Identity, Contact, Technical | (a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise) (b) Necessary to comply with a legal obligation |
| To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you | Identity, Contact, Profile, Usage, Marketing & Communications, Technical | Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy) |
| To use data analytics to improve our Site, products/services, marketing, customer relationships, and experiences | Technical, Usage | Necessary for our legitimate interests (to define types of customers for our products and services, to keep our Site updated and relevant, to develop our business and to inform our marketing strategy) |
| To make suggestions and recommendations to you about goods or services that may be of interest to you | Identity, Contact, Technical, Usage, Profile, Marketing & Communications | Necessary for our legitimate interests (to develop our products/services and grow our business) or with your Consent for certain marketing communications |
Marketing:
We strive to provide you with choices regarding specific personal data uses, particularly marketing and advertising. You will receive marketing communications from us if you have requested information from us or purchased services from u,s and you have not opted out of receiving that marketing.
We will obtain your express opt-in consent before sharing your personal data with any third party for marketing purposes.
You can ask us or third parties to stop sending you marketing messages by following the opt-out links on any marketing message sent to you or by contacting us at any time.
5. Disclosure of Your Personal Data
We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4 above:
- Internal Third Parties: Other companies in the Depixion Group acting as joint controllers or processors based [Specify Location if applicable], providing IT and system administration services, and undertaking leadership reporting.
- External Third Parties:
- Service providers acting as processors based [Specify Location, e.g., in the UK/EEA] who provide IT and system administration services, hosting services, analytics services (e.g., Google Analytics), [other services, e.g., email marketing platforms like Mailchimp].
- Professional advisers acting as processors or joint controllers, including lawyers, bankers, auditors, and insurers based [Specify Location, e.g., in the UK] who provide consultancy, banking, legal, insurance, and accounting services.
- HM Revenue & Customs, regulators, and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.
- [Specify other third parties, e.g., payment processors, marketing agencies, fraud prevention agencies].
- Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.
We require all third parties to respect the security of your personal data and treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process it for specified purposes and in accordance with our instructions.
6. International Data Transfers
Some of our external third parties may be based outside the UK or European Economic Area (EEA), so their processing of your personal data will involve transferring data outside the UK/EEA.
Whenever we transfer your personal data out of the UK/EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
- We will only transfer your personal data to countries deemed to provide adequate protection for personal data by the UK Secretary of State or the European Commission.
- Where we use certain service providers, we may use specific contracts approved for use in the UK which give personal data the same protection it has in the UK (e.g., Standard Contractual Clauses or the UK’s International Data Transfer Agreement).
Please contact us if you want further information on the specific mechanism we use when transferring your personal data out of the UK/EEA.
7. Data Security
We have implemented appropriate security measures to prevent your personal data from being accidentally lost, used, accessed in an unauthorised way, altered, or disclosed. In addition, we limit access to your personal data to employees, agents, contractors, and other third parties who have a business need to know. They will only process your personal data on our instructions and are subject to a duty of confidentiality.
We have implemented procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
8. Data Retention
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting, or reporting requirements. We may retain your personal data for a longer period in case of a complaint or if we reasonably believe there is a prospect of litigation regarding our relationship with you.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
By law, we must keep basic information about our customers (including Contact, Identity, Financial, and Transaction Data) for six years after they cease to be customers for tax purposes.
In some circumstances, you can ask us to delete your data: see “Your Legal Rights” below for further information.
In some circumstances, we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
9. Your Legal Rights
Under certain circumstances, you have rights under UK data protection laws about your data. These include the right to:
- Request access to your personal data (commonly known as a “data subject access request”).
- Request correction of the personal data that we hold about you.
- Request erasure of your personal data.
- Object to the processing of your personal data where we are relying on a legitimate interest (or those of a third party).
- Request the restriction of the processing of your personal data.
- Request the transfer of your personal data to you or to a third party.
- Withdraw consent at any time when we rely on consent to process your personal data.
If you wish to exercise any of the rights set out above, please contact us at [Your Privacy Email Address].
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is unfounded, repetitive, or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This security measure ensures that personal data is not disclosed to anyone without the right to receive it. We may also contact you for further information about your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally, it could take us longer than a month if your request is particularly complex or you have made several requests. In this case, we will notify you and keep you updated.
10. Cookies and Tracking Technologies
Our Site uses cookies and similar tracking technologies to distinguish you from other users of our Site, to provide a good experience when you browse our Site, and also allows us to improve our Site. For detailed information on the cookies we use and the purposes for which we use them, please see our Cookie Policy. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this Site may become inaccessible or malfunction.
11. Children’s Privacy
Our Site and Services are not intended for children under 16, and we do not knowingly collect data relating to children. If we become aware that we have collected personal data from a child without verification of parental consent, we will take steps to remove that information from our servers.
12. Links to Other Websites
Our Site may contain links to other websites of interest. However, once you have used these links to leave our Site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information you provide whilst visiting such sites, which are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. The updated version will be indicated by an updated “Last Updated” date and will be effective as soon as it is accessible. We encourage you to review this Privacy Policy frequently to be informed of how we are protecting your information.
14. How to Contact Us
If you have any questions or concerns about this Privacy Policy or our data protection practices, please contact us at:
- Email: privacy@depixion.co.uk
- Postal Address: Depixion, 124 City Road, London, EC1V 2NX, United Kingdom
15. Complaints
You can complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.