Privacy Policy

1. Introduction

RegSafe ("we", "us", "our") is committed to protecting your personal data and privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our compliance services.

We are the data controller for the purposes of UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

Personal Data You Provide

• Contact information (name, email address, phone number)
• Company information (business name, website URL, industry)
• Service preferences and compliance requirements
• Assessment responses and compliance questionnaire data
• Communication records and support requests

Automatically Collected Data

• IP address and location information
• Browser type, device information, and operating system
• Pages visited, time spent, and interaction patterns
• Referral sources and search terms
• Cookies and similar tracking technologies (see Cookie Policy)

Professional Service Data

• Website audit results and compliance assessments
• Implementation documentation and progress reports
• Legal and regulatory consultation records
• Training materials and certification documentation

3. Legal Basis for Processing

We process your personal data based on the following legal grounds:

4. How We Use Your Information

• Provide compliance assessments and professional services
• Communicate about your account and service updates
• Process payments and maintain financial records
• Improve our website and service offerings
• Comply with legal and regulatory requirements
• Prevent fraud and ensure platform security
• Send relevant marketing communications (with consent)
• Conduct research and analytics for business improvement

5. Data Sharing and Disclosure

We may share your personal data in the following circumstances:

Service Providers

• Cloud hosting and data storage providers
• Payment processors and financial services
• Analytics and marketing platforms
• Legal and professional advisors
• Third-party compliance tools and verification services

Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities, courts, or regulatory bodies.

Business Transfers

In the event of a merger, acquisition, or sale of assets, your personal data may be transferred as part of the business transaction.

6. International Data Transfers

Some of our service providers may be located outside the UK and EEA. When we transfer your personal data internationally, we ensure appropriate safeguards are in place, including:

• Adequacy decisions by the UK government
• Standard Contractual Clauses (SCCs)
• Binding Corporate Rules
• Certification schemes and codes of conduct

7. Data Retention

We retain your personal data for the following periods:

• Client records: 7 years after service completion (legal requirement)
• Marketing data: Until consent is withdrawn or 3 years of inactivity
• Website analytics: 26 months (Google Analytics default)
• Support communications: 3 years for quality assurance
• Financial records: 6 years (HMRC requirement)

8. Your Rights

Under UK data protection law, you have the following rights:

9. Security Measures

We implement appropriate technical and organizational measures to protect your personal data:

• Encryption in transit and at rest
• Regular security assessments and penetration testing
• Access controls and employee training
• Incident response and breach notification procedures
• Regular backups and disaster recovery planning

10. Children's Privacy

Our services are not intended for children under 16 years of age. We do not knowingly collect personal data from children under 16. If you believe we have collected information from a child under 16, please contact us immediately.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by email or through a prominent notice on our website. Your continued use of our services after such modifications constitutes acceptance of the updated Privacy Policy.

12. Contact Us