Privacy Policy

Last updated: 10 January 2025

Introduction

Gradient Insight Ltd (“we,” “us,” or “our”), registered in England and Wales, complies with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable data protection laws. This Privacy Policy governs how we manage your personal data and ensure it is handled lawfully, transparently, and securely.

By using our services or accessing our website, you agree to the terms of this Privacy Policy.

Contact Information:

Company Name: Gradient Insight Ltd
Address: 100 Copythorn Road, Portsmouth, PO2 0DZ, UK
Email: info@gradientinsight.com
Phone: +447746785313

Information We Collect

We collect different types of information depending on how you interact with our services. Here’s what we gather and why:

When You Contact Us or Enquire About Services: When you reach out through our website, email, or phone, we collect your name, email address, phone number, and company details. We use this information to respond to your enquiries, provide quotes, and discuss potential projects. We keep records of our communications to ensure we can provide consistent service and meet our professional obligations.
Newsletter Subscribers: If you sign up for our newsletter, we collect your email address and, optionally, your name and company information. We use this to send you updates about our services, industry insights, and company news. You can unsubscribe at any time using the link in every email we send.
Client Information: For our software development clients, we collect comprehensive contact and project information including names, email addresses, phone numbers, company details, project requirements, and billing information. This allows us to deliver our services effectively, manage projects, handle invoicing, and maintain ongoing client relationships.
Website Analytics and Usage Data: We use Google Analytics to understand how visitors use our website. These tools collect information about your visit including pages viewed, time spent on site, your general location (country/city level), device type, and browser information. We also use cookies to remember your preferences and improve your experience on our site.This analytics data helps us improve our website, understand which content is most valuable to visitors, and make informed decisions about our online presence.
Technical Information: When you use our website or services, we automatically collect certain technical information such as your IP address, browser type, operating system, and referring website. This information helps us maintain security, troubleshoot technical issues, and ensure our services work properly across different devices and browsers.

Gradient Insight does not process special category data. If such data is provided, we will delete it unless processing is legally required. Clients must avoid submitting such data unless agreed in writing. Examples of sensitive information include race or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, physical or mental health, genetic data, biometric data, sexual life or sexual orientation, and criminal records. Gradient Insight kindly asks you not to provide sensitive data of such nature when using our website.

If you provide us with data that includes personal information about other individuals, it is your responsibility to ensure you have the necessary permissions and lawful basis for sharing that data with us.

How We Collect Your Data

We collect personal data in the following ways:

When you contact us via email, phone, or website forms.
Third-party referrals and introductions.
During the onboarding or service delivery process (e.g., project requirements, invoices).
Automatically through website cookies and analytics tools.
From third parties who have your permission to share your data with us.

When required by law, we will seek your explicit consent before collecting or processing personal data, particularly for marketing purposes, cookies, or other non-essential services.

How We Use Your Information

We use your personal information for several specific purposes:

Service Delivery: Managing projects, communicating with clients, providing technical support, and delivering the software solutions you’ve commissioned.
Business Communications: Sending project updates, invoices, important notices, and responding to your questions or requests.
Marketing: With your permission, we send newsletters and information about our services that might interest you. We also use analytics to understand how our marketing performs.
Improving Our Services: Analysing how our website and services are used to make improvements, develop new offerings, and enhance user experience.
Legal and Security: Protecting our business and clients from fraud, ensuring compliance with our legal obligations, and maintaining the security of our systems.

If we want to use your information for any other purpose, we will ask you for consent and will use your information only on receiving your consent and then, only for the purpose(s) for which grant consent unless we are required to do otherwise by law.

Our Legal Basis For Processing

We process your personal data based on several legal grounds under UK GDPR:

Contract Performance: When we process data to deliver our software development services, respond to your enquiries, or fulfil our agreements with you.
Legitimate Interests: For business communications, improving our services, website analytics, security monitoring, and maintaining client relationships. We’ve assessed that these uses don’t override your privacy rights.
Consent: For newsletter subscriptions and certain marketing communications. You can withdraw this consent at any time.
Legal Obligations: When we need to keep records for tax, accounting, or other legal requirements.

Data Retention

We keep your personal information only as long as necessary for the purposes we collected it. Our retention periods vary depending on the type of information:

Client Project Data: We typically retain this for seven years after project completion to meet our professional and legal obligations.
Website Analytics: This data is automatically deleted by our analytics providers after 26 months.
Financial Records: We retain these for seven years to comply with accounting and tax requirements.
Marketing and Newsletter Data: We keep this until you unsubscribe or ask us to delete it.

When we no longer need your information, we securely delete or anonymise it.

How We Protect Your Data

We take data security seriously, demonstrating our commitment to information security management. Our security measures include:

Technical Safeguards: Encryption of data both when stored and transmitted, secure hosting infrastructure, regular security updates, and access controls that limit who can see your information.
Organisational Measures: Staff training on data protection, clear policies and procedures, regular security assessments, and incident response plans.
Physical Security: Secure facilities and equipment, with appropriate access controls and environmental protections.

We regularly review and update our security practices to address emerging threats.

Sharing Your Information

We do not sell or rent your personal data to third parties. However, we may share it with:

Service Providers: We work with hosting providers, email services, payment processors, and other technical partners who help us deliver our services. These companies can only use your data to provide services to us and must protect it according to our instructions.
Professional Advisors: Our accountants, lawyers, and business consultants may access your information when they’re helping us with legitimate business matters.
Legal Requirements: We’ll disclose information if required by law, court orders, or to protect our legal rights and those of our clients.
AI Development Partners: Trusted technology partners for specific project requirements (e.g., subcontractors working on your project). We only share client data with subcontractors where necessary, subject to client approval, and under strict data processing agreements ensuring GDPR compliance.

All third parties we engage with are contractually obligated to process your data securely and only for the intended purposes.

If data is transferred outside the UK/EEA, we ensure appropriate safeguards are in place. When we transfer your data internationally, we ensure appropriate protections are in place through approved transfer mechanisms such as:

Standard contractual clauses approved by UK and EU authorities
Transfers to countries with adequacy decisions
Other appropriate safeguards as recognised by data protection law

Rights in Relation to Your Personal Data

Under United Kingdom, European Union legislation, including Data Protection Act 2018 and General Data Protection Regulations (GDPR), you may exercise the rights in relation to the personal information we hold about you, including the following:

Your right of access – You can request a copy of the personal information we hold about you, along with details about how we use it.
Your right to rectification – If any information we have is inaccurate or incomplete, you can ask us to correct it.
Your right to erasure – In certain circumstances, you can request that we delete your personal information.
Your right to restriction of processing – You can ask us to limit how we use your information in specific situations.
Your right to object to processing – you can object to certain uses of your data, particularly for marketing purposes or when we rely on legitimate interests.
The right to withdraw consent – Where we rely on your consent, you can withdraw it at any time.

You can exercise your rights by contacting us. We will respond to your request in accordance with applicable law.

Cookies and Tracking

Our website uses cookies and similar technologies to function properly and provide analytics insights. We use:

Essential Cookies: These are necessary for our website to work and cannot be disabled.
Analytics Cookies: Google Analytics cookies help us understand website usage and improve our services.
Functional Cookies: These remember your preferences and enhance your experience.

You can control cookies through your browser settings, but please note that disabling some cookies may affect website functionality.

Children’s Privacy

Our services are designed for businesses and professional users. We don’t knowingly collect personal information from children under 16. If we discover we’ve inadvertently collected such information, we’ll delete it promptly.

Updates to This Privacy Policy

We review this privacy policy regularly and may update it to reflect changes in our practices or legal requirements. When we make significant changes, we’ll notify you by:

Sending an email to our newsletter subscribers and clients
Posting a notice on our website
Including information in our service communications

We encourage you to review this policy periodically to stay informed about how we protect your information.

Contact Us and Complaints

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO:

Website: https://www.ico.org.uk/make-a-complaint

Phone: 0303 123 1113

Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF