Privacy Policy

Privacy Policy

This policy sets out how Tractivity Ltd (‘the Company’ ‘We’ ‘us’) uses and protects any information that you give us when using this website or any of the Company’s services. For existing customers, it should be viewed in conjunction with the Tractivity Licence Agreement.

We are committed to ensuring that your privacy is protected. This Privacy Policy contains information about collecting users' Personal Data and the manner of its processing. We respect the right to privacy of all users who communicate with us and take reasonable steps to ensure you are familiar with the manner in which data provided is processed.

This policy also applies to anyone contacting the Company or any visitors to our public websites, including tractivity.co.uk.

This notice explains how we handle your personal data. It is information rather than an agreement, so there is nothing here for you to accept. If you are a Tractivity customer, please read it alongside the Tractivity Licence Agreement.

Last updated: August/2026.

 

Recourse, enforcement and liability

Tractivity Ltd is the data controller for the personal data described in this notice. We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations 2003 (PECR).

Where we process the personal data of people in the European Union or Switzerland, we also comply with the EU GDPR and the applicable national ePrivacy rules.

 

What information do we collect?

We gather information about you in several ways in order to fulfil your requirements and to provide the contracted service offering, the information collected includes:

• Registration and Engagement: When you register with us, use our online live chat on our website, or order our services.
  
  
• Marketing Material and Demonstrations: Upon downloading marketing materials or requesting a demonstration, we collect your Personal Data to add you to our marketing database, fulfil your requests, and provide information about our products and services. This typically includes your name and contact details. If you contact us by phone, we may record this information.
  
  
• Opt-out Option: You have the right to opt out of our marketing communications at any time via the “unsubscribe” link in our emails or you can contact us for assistance.

 

We may use the information we collect from you to:

• Fulfil information requests.
• Provide details on services similar to those you've shown interest in.
• Notify you about changes to our service.
• Send you marketing emails. 

Your comprehensive prospect profile is securely stored in our IT systems, accessible only to employees who require it for legitimate business reasons, such as our Marketing and Sales Teams.

 

Types of information collected

In conducting business with you or when you submit an information request via our contact mechanisms, such as the contact form on our website, Tractivity collects personal data that is pertinent to our engagement. This may include, but is not limited to:

• Your name, email address, job title, and contact details, including office and mobile phone numbers.
• Business addresses.
• Information related to your business processes.
• Geo-location data: the Company may have access to geo-location data as indicated by your IP address. We collect and process IP addresses of all devices where some of our services are made available on (i.e. tractivity.co.uk). Collecting and processing your geo-location data refers to mobile devices as well as computers.
  
  

Where we get your personal data from

Most of the personal data we hold comes from you directly, for example when you complete a form on our website, use our live chat, speak to us at an event, contact us by phone or email, or use the Tractivity service.

We also obtain business contact details from third party sources, so that we can contact people whose professional role suggests our software may be relevant to them. The categories of source are:

• Business contact data providers, who compile and license business contact information. We currently use Lead Forensics and lemlist.

• Professional networking platforms, which we use to identify relevant roles and organisations. We currently use LinkedIn Sales Navigator.

• Publicly available sources, such as organisation websites, published registers, and public procurement notices.

Data obtained this way is limited to business contact information: name, job title, organisation, work email address, work telephone number and business address. We do not obtain special category data from these sources.

If we obtained your details from one of these sources, we will tell you so in the first email we send you, and you can ask us to stop contacting you at any time. You can also ask us for more detail about where your data came from by emailing dpo@tractivity.co.uk.

 

Cookies and website tracking

Our cookie policy explains the cookies and similar technologies we use on tractivity.co.uk, including analytics, live chat and website visitor identification, and how to accept or reject them. You can change your choices at any time using the cookie preferences link in the footer of our website.

We use a website visitor identification service which uses the IP address of a visiting device to identify the organisation that a visitor is likely to belong to. It identifies organisations, not individuals, and it does not tell us who you are.

 

 

Our lawful bases for processing

We must have a lawful basis under the UK GDPR for everything we do with your personal data. These are the bases we rely on.

• Legitimate interests. We rely on this to market our products and services to named contacts at organisations, and to research organisations that may have a need for stakeholder engagement software. Our legitimate interest is promoting a specialist product to the people whose professional role involves buying, running or using it. We contact people at their place of work, about matters relevant to their role, and you can object at any time.

• Consent. We rely on this where we send marketing to a personal email address, to a sole trader, or to a partnership that is not a limited liability partnership. Where we rely on consent, you can withdraw it at any time and we will stop.

• Performance of a contract. We rely on this to deliver the Tractivity service to our customers and their users, to provide support, and to manage our commercial relationship with you.

• Legal obligation. We rely on this where we have to keep records for tax, accounting, or regulatory reasons.

Submitting a form on our website is not consent to marketing. It tells us that you want the resource or information you asked for. We tell you at that point what else we will send you, and how to stop it

 

Tractivity acts in alignment with the General Data Protection Regulation (GDPR) and the UK Data Protection Act, ensuring that we only gather personal data necessary to fulfil your requests or to deliver the services outlined in our contract with you.

We are committed to handling your personal data in compliance with the GDPR and will only use this information for the specific purposes for which it was collected.

 

Who we share your data with

The Company reserves the right to disclose Personal Data and other information relating to the user to third parties, natural persons or entities providing services to us or acting as our agents as part of our provision of the service (customer/support services, email, text messages providers, live chat providers, or others), this we would consider as standard business practice.

We commit to not transferring your Personal Data outside the EU and Switzerland to third parties unless they are bound by privacy protection commitments equivalent to those mandated by the EU GDPR / UK Data Protection Act.

Data transfers are limited to agents or third-party service providers requiring this information to perform services on our behalf, aligned with the purposes outlined in this Privacy Policy.

Upon request, we can provide a list of entities with access to your Personal Data, emphasising that such access is strictly for necessary service provision. We ensure all data processing by these entities adheres to our Privacy Policy and applicable laws.

Personal Data can be disclosed to entities into which the Company is merged, or to which our assets, site or operations have been transferred. Merged entities will be able to use your Personal Information under the terms of this Privacy Policy. We will notify you if any of these events occur by updating this Privacy Policy and, if practically possible, via other means.

The Company will not share or sell your information for marketing purposes with other companies.

 

Obligation to provide personal data

In certain circumstances, you may be required to provide personal data to us either due to legal obligations or as part of a contractual requirement necessary for entering into a contract with us.

It is important for you to understand that some personal information must be supplied to us so we can fulfil our contractual commitments to you or to comply with legal requirements. Failing to provide this data might prevent us from being able to enter into a contract with you or might hinder our ability to provide you with the services or products you have requested.

Whenever we request personal data under these conditions, we will inform you whether the provision of your personal data is a statutory or contractual requirement, and we will also explain the possible consequences of failing to provide such data.

Our commitment is to ensure transparency and to provide you with all necessary information to make informed decisions about your personal data.

 

Use of automated decision making and profiling

We use lead scoring in our marketing system. This assigns a score to a contact record based on information such as job title, type of organisation, and whether our emails or web pages have been opened or visited. We use it to decide which enquiries our team follows up first, and which content is likely to be relevant to you.

This is profiling, but it does not produce decisions made solely by automated means that have a legal or similarly significant effect on you. A person always decides whether and how we make contact.

We do not use automated decision making for credit, employment, pricing or any comparable decision. If that changes, we will update this notice before we start.

 

Security

In alignment with the General Data Protection Regulation (GDPR) and the UK Data Protection Act, our commitment to safeguarding your personal information is evidenced by our certification against ISO27001 and Cyber Essentials Plus standards.

These certifications underscore our dedication to implementing robust technical and organisational measures designed to shield personal data against loss, misuse, unauthorised modification, or breach.

Our defence in depth strategy includes deploying multiple layers of protection to ensure the confidentiality, integrity and availability of personal data.

This multifaceted approach to security ensures that your personal information remains secure from unauthorised access, disclosure, duplication, alteration, and destruction, thereby upholding our commitment to data protection compliance and best practices. 

 

Special categories of data

We do not request or require you to provide any special categories of Personal Data including for example genetic data, biometric data for the purpose of uniquely identifying a natural persona, or information relating to your racial or ethnic origin, political opinions, religious beliefs, trade union membership, physical or mental health, or sexual orientation.

If we become aware of any such data having been submitted to us, we will, where reasonably practicable, endeavour to delete it.

 

Data Retention

We keep personal data only for as long as we need it. In practice:

• Marketing contacts: we review records where there has been no engagement with our emails or website for 24 months, and remove them from any communications lists.

• Records of people who have opted out: we keep the minimum information needed to honour the opt out for as long as we operate, because deleting it would mean contacting you again by mistake.

• Website analytics data: as set out in our cookie policy.

 

Marketing

We send marketing emails about Tractivity’s products, research, events and related content.

If you are a contact at an organisation, we rely on our legitimate interests to do this, as explained above. If you use a personal email address, or you are a sole trader or a partnership that is not a limited liability partnership, we will only send you marketing where you have given us your consent.

Every marketing email contains a link to unsubscribe and a link to change what you receive. You can also email  marketing@tractivity.co.uk at any time and we will action it.

Your right to object to direct marketing is absolute. If you tell us to stop, we stop. We will keep the minimum record of your details needed to make sure we do not contact you again by mistake.
We do not sell your personal data, and we do not send you marketing on behalf of other organisations.

 

Access to your information, correction & your rights

 

Right of access

Under the GDPR and UK Data Protection Act, you are entitled to access the personal information that we hold about you. If you wish to receive a copy of your personal data, please contact us using the details provided at the end of this Privacy Policy.

We are committed to providing a copy of your personal data within one calendar month of receiving your request after applying sufficient scrutiny to the legitimacy of the request.

Right to rectification

We want to make sure that your personal information is accurate and up to date.

Should you find that the information we hold about you is incorrect or incomplete and you do not have the direct facility to amend, you have the right to request a correction, if so please contact us and we will review accordingly.

 

Right to erasure

You also have the right to request the deletion or removal of your personal data from our systems, commonly referred to as the "right to be forgotten." Upon receiving a request for erasure, we will assess the grounds for your request and respond within one month, considering any legal obligations or legitimate interests that might affect the erasure process.

If we decide to archive your profile, it will involve retaining a minimal amount of your personal data necessary to comply with legal obligations or to protect or exercise our legal rights.

 

Data portability

In accordance with the General Data Protection Regulation (GDPR) and the UK Data Protection Act, you are entitled to the right of data portability. This right allows you to obtain and reuse your personal data for your own purposes across different services.

Specifically, you can request that we transfer a copy of your personal data to you or another organisation in a structured, commonly used, and machine-readable format. This right applies to personal data you have provided to us, where the processing is based on your consent or for the performance of a contract, and when processing is carried out by automated means.

We are committed to facilitating this process efficiently ensuring you can maintain control over your personal data. Should you wish to exercise your right to data portability, please contact us using the details provided at the end of this Privacy Policy.

 

The right to be informed

Tractivity is committed to upholding your Right to be Informed as stipulated by the General Data Protection Regulation (GDPR).

We ensure transparency by providing you with clear, concise, and accessible information about the processing of your personal data.

This encompasses explaining the purposes for processing your data, the retention periods for that information, and who it will be shared with.

 

The right to restrict processing

Under the General Data Protection Regulation (GDPR), you have the right to restrict the processing of your personal data.

This means you can limit the way we use your data when certain conditions apply, such as if you contest the accuracy of your data or when you have objected to our use of it. During the time when processing is restricted, we are permitted to store your data, but not use it. This ensures that your privacy is safeguarded while we resolve any issues or comply with your requests.

You can exercise this right at any time, and upon doing so, we will assess your request promptly and adhere to your wishes in accordance with GDPR regulations.

 

The right to object

Tractivity honours your right to object to the processing of your personal data, in accordance with the General Data Protection Regulation (GDPR).

This right allows you to challenge the processing of your data on grounds relating to your situation.

Where you object to direct marketing, your right is absolute. We will stop using your personal data for direct marketing as soon as you tell us to, and we will not weigh our interests against yours.

For other processing based on our legitimate interests, you can object on grounds relating to your particular situation. We will stop unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or unless we need the data to establish, exercise or defend a legal claim.

 

The right to withdraw consent

Under the General Data Protection Regulation (GDPR) and the UK Data Protection Act, you hold the fundamental right to withdraw your consent at any time for personal data processing based on consent. This means if you have previously agreed to allow us to process your personal information for specific purposes, you can change your mind.

To withdraw your consent, please contact us. Upon receipt of your request to withdraw consent, we will cease processing your personal information for the purposes you initially agreed to, unless we have another legal basis for continuing the processing. It's important to note that the withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal, however withdrawal of consent may impact our ability to provide you with services as a result.

We are committed to ensuring that exercising your right to withdraw consent is as easy as granting it, aiming to process all such requests promptly and within any legislative timeframes.

 

Complaints

Complaints can be made to the supervisory authority which in the UK is the Information Commissioners Office who can be contacted directly via their website https://ico.org.uk/.

 

Changes to our privacy policy

We keep our privacy policy under regular review, and we will place any updates on this web page.

For any question about this notice, or about how we handle your personal data, contact us at dpo@tractivity.co.uk. We aim to respond within five working days, and we will always respond to a formal rights request within one calendar month.

 

How to contact us

If you have any questions or complaints regarding this privacy policy or any other queries on how your data is being held, used or processed, please contact us at dpo@tractivity.co.uk or use the other contact mechanisms in place on the website.