Privacy policy and cookies policy

Inkpath Limited

Privacy Policy

This Privacy Policy governs the processing of personal information which is collected by Inkpath Ltd in the course of its operations. It aims to provide you with details about the personal information we may collect and hold about you, how we use and store it, and your rights regarding the personal information we hold about you. 


We absolutely respect your right to privacy. Our overall aim is to ensure that our collection and use of personal information is appropriate to the provision of services to you and our clients and is in accordance with applicable data protection laws.

Further details of how we do so is set out in each section of our Privacy Policy as follows:

Who we are

Inkpath Ltd is the data controller of the personal information that we collect from you. It is a company registered in England and Wales (registration number 10530056), whose registered office is at 30 Upper High Street, Thame, England OX9 3EZ.

You can contact us in relation to any matters arising from this Privacy Policy by email at [email protected] .

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The personal information we collect about you

If you are using the Inkpath platform whilst being a member of an establishment using Inkpath’s services, then Inkpath is acting as a data processor on behalf of your establishment. Please refer to the establishment’s own Privacy Policy for details of what data they collect and how they process it.

If you use our web contact form or choose to sign up for a demonstration, we will collect your name, e mail address, the name of your employer or educational institution, together with your optional consent to receive further communications from us. This consent can be removed at any time simply by using the unsubscribe button on any of our e mail communications. You can also choose to supply your telephone number, but this is optional.

If you use our webchat facility, we will collect your name and e mail address. We will also temporarily store your IP address. You will also have the option to consent to receive further communications from us. If given, this consent can be removed at any time simply by using the unsubscribe button on any of our e mail communications.

If you are, or work for, a supplier to Inkpath, then we will collect the minimum amount of business specific personal data, usually your name, business role and business contact details to enable us to manage the business relationship.

If you are, or work for, a business customer of Inkpath, then we will collect the minimum amount of business specific personal data, usually your name, business role and business contact details to enable us to manage the business relationship.

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How we store, use and share your personal information for our core business

Individuals who enquire about our services or enrol for a demonstration session

We collect, store and use your personal details as outlined above for our legitimate business interests, so that we can fulfil both your immediate and any potential future needs.

This storage and use of your personal information allows you to be contacted about both your current booking or enquiry, and also allows us to update you with information, opportunities and developments which could be both interesting and beneficial in the future. We do not believe that this storage and use will unduly prejudice your rights or freedoms.

Individuals who join our marketing communications list

We collect, store and use your personal details as outlined above with your explicit consent so that we can contact you with details of our services, offers and other marketing items which we believe will be of interest or potential benefit. You can remove your consent at any time using the unsubscribe button on any of our e mail communications to you.

Business partners (and potential business partners)

We collect, store and use the business contact details of individuals working with our business partners for the maintenance and management of the day-to-day relationship between Inkpath and its commercial suppliers and customers. In working to develop our business, we may also collect publicly available information on individuals working in businesses and business sectors which we have identified as potential future partners. All such data is processed solely for our legitimate business interests. We do not believe that this storage and use will unduly prejudice the rights or freedoms of these individuals.

All users of our website and associated services

We collect, store and use your personal information for the following purposes:

  • to make the sites available to you; and
  • to provide any services that you request.

Sometimes, our use of your personal information is for purposes which are ancillary to the provision of the sites and services, or which are desirable in order to make them to operate more effectively.  In those circumstances, we believe we have a legitimate business interest in handling your personal information, and do not believe that this storage and use of your personal information will unduly prejudice your rights or freedoms.

The relevant circumstances are:

  • detecting and preventing fraud;
  • keeping our websites, apps, products and IT systems secure;
  • ensuring that our own processes, procedures and systems are as efficient as possible;
  • analysing and enhancing the information that we collect; and
  • determining the effectiveness of our promotional campaigns and advertising.

In some, relatively limited, circumstances we may need to handle your personal information in a certain way to be able to comply with our legal obligations – for example: if we are requested to disclose your personal information to regulatory bodies or if we need to demonstrate our compliance with applicable law such as any tax and national insurance legislation relating to the payment of personal service company contractors and immigration law.

Anonymous data

We also collect anonymised details about visitors to our websites for the purposes of generating site statistics, reporting purposes, and improving our website performance and marketing effectiveness.  However, no single individual will be identifiable from the anonymised details we collect for these purposes.

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How we might otherwise share your personal information and who we share it with

We will disclose information under the following circumstances:

  • Third-party service providers:

When we share information with third-party service companies for them to facilitate or to provide certain services on our behalf. This will include:

  • Professional advisors (accountants, legal specialists, business advisors);
  • IT support service providers;
  • third-party service providers who track our customers' use of the sites and our services for us.

These companies are individually contracted to use your personal information only as necessary to provide the relevant services to us and are required to maintain full security and confidentiality at all times.

  • Compliance with laws and legal proceedings:

When we respond to court orders, or to a legal process, or to establish or exercise our legal rights or defend against legal claims.

When we believe it is necessary to share information in order to investigate, prevent or take actions against illegal activities, suspected fraud, situations involving potential threats to the safety of any person, violations of our terms of use, or as otherwise required by law.

  • Merger or acquisition:

When we need to transfer information about you if we are acquired by, or merged with, another company.  If we are involved in a merger, acquisition, or sale of all or a portion of the relevant assets, you will be notified by email and/or a prominent notice on our sites of any change in ownership or uses of your personal information, as well as any choices you may have regarding your personal information.

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International transfers

The Inkpath platform systems only store and process data within the European Economic Area (EEA) which means that data you input or upload to the platform is always processed within the EEA. However, if you as a user choose to access your data from outside the EEA then please be aware that you are exporting your data into an environment which we can no longer control from within our platform.

The internal management systems used in the day-to-day running of the company use a range of established international service providers, some of whom may carry out processing outside of the EEA. We ensure through our supplier contracts that if data is exported then it is protected to the standards required by UK legislation. If you would like more details on this, please contact us using [email protected]

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Cookies and associated technology

Technologies such as cookies, beacons, tags, and scripts are used by us and our affiliates (analytics or service providers). These technologies are used in administering the platform and websites, analysing trends, tracking users’ movements around the sites and to gather demographic information about our user base as a whole. We may receive reports based on the use of these technologies by these companies on an individual as well as aggregated basis.

We use cookies, for example, to remember users’ settings (e.g. cookie preference). Users can control the use of cookies at the individual browser level. You may reject some or all cookies and still use our sites, but your ability to use some features or areas of our sites may be limited.

Please read more about how we use cookies and what information is collected using cookies in our cookie policy here

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We employ comprehensive, appropriate, and reasonable security measures to protect against the loss, misuse, or alteration of the personal information we process. This includes organisational security (e.g. passwords and access controls), physical security (e.g. data centre protection) and IT security (e.g. encryption).  Please note that no transmission over the Internet can ever be fully guaranteed secure and as a consequence please note that we cannot guarantee the security of any personal information that you transfer over the Internet to us.

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Data Retention

We retain information (including personal information) for the minimum reasonable time period to allow us to provide our services and will delete it after that time. The only exceptions are in cases where we need to keep limited personal information to comply with our legal obligations, resolve ongoing disputes, or enforce our agreements.

Should you require more detail about our retention timescales for a specific category of data or information please contact us at [email protected]

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Your rights

You have certain rights in relation to your personal information. If you would like further information in relation to these or would like to exercise any of them, please contact us at [email protected] at any time. You have the right to request that we:

  • provide access to any personal information we hold about you;
  • update any of your personal information which is out of date or incorrect;
  • delete any personal information which we are holding about you;
  • restrict the way that we process your personal information;
  • prevent the processing of your personal information for direct marketing purposes;
  • provide your personal information to a third-party provider of services;
  • provide you with a copy of any personal information which we hold about you; or
  • consider any valid objections which you have to our use of your personal information.

We will consider all such requests and provide our response within a reasonable period (and in any event within the time period required by applicable law). Please note, however, that some personal information may be exempt from such requests in certain circumstances.

If an exception applies, we will tell you this when responding to your request.  We may request you provide us with information necessary to confirm your identity before responding to any request you make. 

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Third party sites

Our websites contain links to other websites operated by third parties.  Please note that this Privacy Policy applies only to the personal information that we collect through our sites or services, and we cannot be responsible for personal information that third parties may collect, store and use through their website.  You should always read the Privacy Policy of each website you visit carefully.

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Changes to this Privacy Policy

This Privacy Policy was last updated in June 2024. 

Please check back regularly to keep informed of updates to this Privacy Policy. Where we make significant changes to this Privacy Policy, and we have your email address, we will send you notification that changes have been made.

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Complaints, questions and suggestions

We have a nominated member of our team to assist with all queries regarding our processing of personal information who can be contacted via [email protected]

If you have any complaints, questions and suggestions about our sites or services, please contact us at [email protected]

In the EEA, you may also make a complaint to our supervisory body for data protection matters (the Information Commissioner's Office in the UK) or seek a remedy through local courts if you believe your rights have been breached.