1. Introduction
Adaptable Group Ltd ("ADAPTABLE Group", "we", "us" or "our") is committed to respecting your privacy and protecting your personal information.
This Privacy Policy explains how we collect, use, store and protect personal information when you visit our corporate website, contact us or engage with us in connection with our business activities.
It also explains your rights under applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Who we are
Adaptable Group Ltd is registered in England and Wales under company number 15096919.
Registered office: 5 Piccadilly Place, Manchester M1 3BR, United Kingdom.
Website: adaptable-group.com
Email: info@adaptable-group.com
ADAPTABLE Group is the data controller for personal information collected and used for its own corporate website enquiries, business relationships and website administration.
For privacy enquiries or requests concerning your personal information, please contact us using the email address above.
3. Information we collect
Information you provide
- Your name and company name.
- Your business email address and telephone number.
- The nature of your enquiry.
- Information included in messages submitted through our contact form.
- Details of subsequent correspondence and business discussions.
Information collected through website technology
Our website hosting and security systems may process technical information, including IP addresses, browser and device information, requested pages, and access timestamps.
Where you consent to optional website analytics, HubSpot may also collect information about website visits, traffic sources, pages viewed and interactions with our website.
We do not intentionally request sensitive personal information through our general enquiry form. Please avoid including unnecessary sensitive information in your messages.
4. How we use your information
We use personal information to:
- Respond to enquiries and requests for information.
- Communicate with prospective customers, channel partners, investors and other business contacts.
- Develop and manage professional relationships.
- Maintain appropriate records of correspondence.
- Operate, maintain and protect our website.
- Understand and improve website performance where optional analytics consent has been provided.
- Meet applicable legal and regulatory obligations.
We do not currently use our website contact form to enrol visitors in newsletters or general marketing email campaigns.
Submitting an enquiry does not constitute consent to receive unrelated marketing communications.
5. Our lawful bases for processing
We process personal information under one or more of the following lawful bases, depending on the circumstances.
Legitimate interests: To respond to business enquiries, maintain professional relationships, administer our business, keep appropriate correspondence records and protect our website, where these interests are not overridden by individuals’ rights and freedoms.
Contractual necessity: Where processing is necessary to take steps requested before entering into a contract or to perform an existing contract.
Legal obligation: Where processing is necessary to comply with applicable legal or regulatory requirements.
Consent: Where we request your permission for optional website analytics cookies or other activities requiring consent.
Where we rely on consent, you may withdraw it at any time without affecting processing that was lawful before withdrawal.
6. Website enquiries and HubSpot
We use HubSpot as our customer relationship management (CRM) platform to receive, organise and manage enquiries submitted through our website.
Information submitted through the contact form may be stored in HubSpot, together with records of relevant correspondence and follow-up activity.
We also use Microsoft 365 for business email correspondence and HubSpot enquiry notifications. These notifications may contain the information provided in an enquiry, and copies may be retained in authorised business mailboxes.
Access to enquiry information is restricted to authorised ADAPTABLE Group personnel who require it for legitimate business purposes.
HubSpot processes relevant information as a technology service provider in accordance with its applicable contractual and data protection arrangements.
We do not interpret submission of our general contact form as permission to send unrelated promotional emails.
7. Website analytics and cookies
We use, or intend to use, HubSpot website analytics to help us understand how visitors interact with our corporate website.
Subject to the relevant consent requirements, analytics may provide information about visitor numbers, traffic sources, pages viewed, website navigation and interactions with our content.
Some cookies and similar technologies may be necessary for the operation, security or functionality of the website.
Optional analytics cookies will be subject to consent where required by law. Visitors will be able to accept or reject optional cookies and manage their preferences.
We do not currently intend to use Google Analytics or advertising remarketing technologies on our corporate website.
Further details of the technologies actually in use, their purposes and their retention periods will be provided in our separate Cookie Policy.
8. Who we share information with
We may share personal information with trusted service providers where necessary for our business operations.
- HubSpot, for CRM, enquiry management and website analytics.
- Microsoft 365, for business email and enquiry notifications.
- Website hosting and infrastructure providers.
- Technical support and website development providers, where access is necessary and appropriately authorised.
- Professional advisers, where relevant.
- Regulatory authorities or other parties where disclosure is required by law.
We require appropriate safeguards where third parties process personal information on our behalf.
We do not sell personal information.
9. International data transfers
Our HubSpot account uses HubSpot’s European Union (EU) hosting region.
However, use of an EU-hosted service does not necessarily mean that personal information is never accessed or processed from other countries.
Where personal information is transferred outside the United Kingdom, we will ensure that the transfer is covered by an applicable UK adequacy regulation or appropriate safeguards, such as recognised contractual transfer arrangements, where required.
Further information about applicable safeguards may be requested using our contact details.
10. How long we retain information
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, taking account of relevant legal obligations and legitimate business requirements.
For general website enquiries that do not develop into an ongoing business relationship, we intend to review records after 24 months and delete or anonymise information that is no longer required.
Our enquiry retention review covers relevant records held in HubSpot and associated business email mailboxes. Records needed for an ongoing relationship or a legal requirement may be retained for longer.
Information associated with ongoing business relationships, contracts, financial records or legal obligations may need to be retained for longer.
Retention arrangements will be reviewed periodically.
11. Information security
We take reasonable and proportionate technical and organisational measures to protect personal information against unauthorised access, accidental loss, alteration, misuse or disclosure.
Access to personal information is limited to authorised personnel and relevant service providers where required.
Although we take appropriate precautions, no method of electronic transmission or storage can be guaranteed to be completely secure.
12. Your data protection rights
Subject to applicable legal conditions and exemptions, you may have the right to:
- Request access to personal information we hold about you.
- Request correction of inaccurate or incomplete information.
- Request deletion of your personal information.
- Request restriction of certain processing activities.
- Object to processing based on legitimate interests.
- Request portability of eligible personal information.
- Withdraw consent where processing relies on consent.
You have an absolute right to object to the processing of your personal information for direct marketing purposes.
To exercise your rights, please email info@adaptable-group.com.
We will respond in accordance with applicable data protection legislation.
13. Complaints
If you have concerns about how we process personal information, please contact us so that we can investigate your concerns.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator.
Website: ico.org.uk
14. Third-party websites
Our website may contain links to websites operated by other organisations.
We are not responsible for the privacy practices of those websites. We encourage visitors to review their privacy notices before providing personal information.
15. Changes to this Privacy Policy
We may update this Privacy Policy to reflect changes in our business, website functionality, technology providers or legal obligations.
The latest version will be available on our website, together with the date of the most recent update.