Privacy Notice

About this notice

Plexity Consulting Ltd respects your privacy and is committed to protecting your personal information.

This notice explains how we collect and use personal information when you visit our website, contact us or have a business relationship with us.

Plexity Consulting Ltd is the controller responsible for your personal information.

We are registered with the Information Commissioner’s Office (ICO). Our registration reference is ZC256318. You can check our registration on the ICO register of fee payers.

Company number: 17274216
Registered in England and Wales
Registered office: 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ
Email: thom@plexityconsulting.com

Information we collect

We may collect:

• Your name, email address, organisation and role
• Information you include in an enquiry or correspondence
• Records of our conversations and business relationship
• Information obtained through professional introductions or publicly available business sources
• Limited technical information generated when you visit the website, such as an IP address or security and server logs

Please do not submit classified, security-sensitive or special category personal information through the website contact form.

How we use your information

We use personal information to:

• Respond to enquiries and discuss potential assignments or business relationships
• Provide and manage our services
• Maintain appropriate business and contact records
• Operate and protect our website and systems
• Meet legal, regulatory, accounting and contractual obligations
• Establish, exercise or defend legal claims where necessary

We do not use contact-form information to add people to a mailing list, and we do not sell personal information.

Our lawful bases

Depending on the circumstances, we process personal information because it is necessary to take steps at your request before entering into a contract, perform a contract, comply with a legal obligation, or pursue Plexity’s legitimate interests in responding to enquiries, managing business relationships, operating the business and protecting its systems.

We may also process information where necessary to establish, exercise or defend legal claims.

Where we rely on legitimate interests, we consider whether those interests could be achieved in a less intrusive way and balance them against your rights and interests.

How we receive information

We usually receive information directly from you when you complete the website contact form, email or speak with us, engage Plexity to provide services, or meet us through professional networking or an introduction.

We may also obtain professional information from public business sources, such as company websites and professional networking profiles.

Who we share information with

When you submit the website contact form, the details you provide are processed by Cloudflare, which hosts and protects the website, and Resend, which sends the enquiry to thom@plexityconsulting.com and a confirmation to your email address. Microsoft 365 handles our business mailbox. The website does not keep a separate enquiry database or message queue. Resend processes the email content and delivery records, and the enquiry is retained in our business mailbox. Relevant details may then be entered into Plexity’s internal customer relationship management records.

We may share personal information with trusted providers that support our business, including providers of:

• Website hosting and security
• Email delivery for website enquiries and confirmations
• Business email and document storage
• Customer relationship management systems
• Professional, legal, accounting and insurance services

Where a provider acts as a processor, it may process the information only for the relevant service and must protect it appropriately.

We may also disclose information where required by law, regulation, a court or an authorised public body.

International access and transfers

Plexity Consulting Ltd is registered in the United Kingdom, and its director may access business information while working from South Africa.

Cloudflare and Microsoft may process information through their international infrastructure. Resend sends our website emails from Ireland, but its account data, including email content, metadata, logs and API records, is stored in the United States. Where a separate provider receives personal information outside the UK, we take reasonable steps to ensure that an appropriate legal mechanism and safeguards are in place.

How long we retain information

We retain personal information only for as long as it is reasonably needed for the purpose for which it was collected.

Normally:

• General enquiries that do not lead to an engagement are retained for up to two years after the last meaningful contact
• Business contact records are reviewed after three years without meaningful contact and deleted when there is no continuing reason to retain them
• Client, contractual, financial and related records are normally retained for six years from the end of the relevant company financial year, or longer where required by law or necessary in connection with a legal claim
• Resend's current email-service plan provides 30-day retention for its email records. This is separate from the retention of correspondence in our business mailbox and contact records described above.
• Technical and security records are retained according to the relevant provider’s settings and only for as long as reasonably necessary

We may delete information sooner when it is no longer needed.

Cookies and website technology

We do not currently use advertising or behavioural-tracking cookies.

The website and its hosting provider may use technologies that are strictly necessary to operate, secure and deliver the site. These do not require consent where they are essential, but information about their purpose remains available in this notice.

The contact form uses a short-lived signed form token, a hidden spam-trap field and rate limits. Cloudflare processes your IP address for security; our form uses a keyed hash of that address and of the submitted email address for rate limiting. The form token is held in the page's memory, not in an advertising cookie.

Fonts are loaded from Google Fonts. Your browser contacts Google to download them, which discloses technical request information such as your IP address to Google.

If Plexity introduces analytics or other non-essential cookies, this notice will be updated and an appropriate consent mechanism will be introduced before those technologies are used.

Security

We take reasonable organisational and technical measures to protect personal information against loss, misuse, unauthorised access, alteration or disclosure.

However, no internet or email transmission can be guaranteed to be completely secure. Please do not send classified or particularly sensitive information through the website.

Your rights

Depending on the circumstances, you may have the right to:

• Ask for access to your personal information
• Ask us to correct inaccurate or incomplete information
• Ask us to delete information
• Ask us to restrict how information is used
• Object to processing based on legitimate interests
• Receive certain information in a portable format
• Withdraw consent where processing is based on consent

These rights are subject to legal conditions and exemptions.

To exercise your rights, email thom@plexityconsulting.com.

Complaints

Please contact us first if you have concerns about how your information is being used.

You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection:

Information Commissioner’s Office
Website: https://ico.org.uk/make-a-complaint/
Telephone: 0303 123 1113

Changes to this notice

We may update this notice when our services, systems or legal obligations change. The latest version will be published on this page with its updated date.